Preparing your paper-Poster Presentation

As IEEE/ASME International Conference on Advanced Intelligent Mechatronics (AIM 2021) will be held fully online, we will be offering you different options for you to prepare and present your paper and poster.

A. Presenting your paper in standard technical sessions (Contributed/Invited session papers, TMech/AIM Concurrent papers, or TMech Presentation only paper. Each paper is allocated for 15 minutes)

  1. Real-time presentation: You can present your work by sharing your screen and presentation in Zoom during your scheduled date and time.  For each paper, your presentation should be NO longer than 12 minutes.  After your presentation, you will have 3 minutes for Q&A.  The Session Chair/Co-Chair (and Zoom session host) will coordinate the presentation order according to the schedule in the program. Please prepare your presentation the usual way using MS PowerPoint software or similar.  We advise to keep videos and animations in your presentation to a minimum to minimize video/audio lag and connection issues. Please also ensure that you have a relatively fast Internet connection to minimize video/audio lag and connection issues. The Session Chair/Co-Chair (or the Zoom session host) will contact you to confirm whether you will conduct the above-mentioned real-time presentation according to the schedule in the program.
  2. through the online conference program during and after the conference dates.
    You can upload a video of your presentation by June 25, 2021, through The upload site is open. The session host will download and play your presentation during your scheduled presentation date if you choose this option, or as a backup option in case of technical difficulties that make it impossible for you to present your paper live. For all paper presentations, after your video presentation plays, the Session Chair/Co-Chair will open the floor for 3 minutes for you to take and answer questions. Please see details below on how to prepare your presentation for upload.
    Please note that the file must be a video file in mp4 format (more details below). Please do not try to upload PowerPoint or PDF files. 

If a paper is not presented, it causes severe disruption to the session. Please note that in case a paper is identified as a “NO SHOW” at the conference, we have to remove it from the list of papers delivered to IEEE Xplore.

B. Presenting your Late-Breaking Results Poster

  1. Please upload a PDF file of your poster to papercept by June 25, 2021. Your poster will be visible for attendees in a poster room through SpatialChat (4 posters in each room). One week before the conference, you will receive an email in which Poster room your poster will be presented.
  2. During the date and time of your poster presentation, please join the SpatialChat poster room 10 minutes before your poster presentation (See here for an introduction of SpatialChat (1 min) . You as a poster presenter will be standing in front of your poster and presenting with Megaphone turned ON (don’t forget to turn it off after you have completed your presentation and Q/A. After your presentation of your poster, you can walk around in Spatial Chat yourself and talk to others).

How to Prepare Your Video Presentation for Upload:

  1. Please use the following guidelines to prepare your video:
    • Duration:

Contributed/Invited Session papers, TMech/AIM Concurrent paper, or TMech Presentation only paper presentations:12-minute max. video presentation

    • File size limit: 80MB file
    • File format: mp4
    • Minimum height: 480 pixels
    • Aspect ratio: 16:9
  1. The corresponding author will receive a link via email to the submission page where he/she can upload the video. Alternatively, the corresponding author can login to his/her workspace and follow the link to upload (or re-upload) video presentation file until the deadline.
  2. You are also kindly required to submit a release form with your video (signed copy in PDF or JPG), as it is not covered by the original copyright transfer. The deadline for the submission is June 25, 2021.
  3. While we are unable to provide individualized technical support to help you create your video, Zoom and Loom are both possible approaches to record your presentation, which are available to users on most platforms and in most countries. The free plan of Zoom  lets you record a compatible video from content displayed on your computer screen and voice recorded via the computer microphone (how recording a Zoom meeting). Alternatively, you could use Loom to quickly record a screencast with voiceover and your face.
  4. Please note the above specifications will be checked at the time of submission and files not meeting them will be prevented from being uploaded.
  5. Except for the above duration and digital constraints, the form of the presentation is left free (though please be sure the video includes the number and title of the paper, the authors, and a reference to AIM 2021,  so it is easy for the session organizers to identify the video).
  6. Please start early: given that the resulting video files will be very large, they might need a long time to transfer.

Recording with Zoom:

Point of attention: There might be up to 20 seconds waiting time within and between steps.

  1. Make a free Zoom account on the website: https://zoom.us/. Or sign in if you already have an account.
  2. Start a Zoom meeting: ‘HOST A MEETING’ with video on. Use Zoom Client by ‘Download and run Zoom’. Join with computer audio.
  3. Open your powerpoint in presentation view.
  4. Start the recording: You find this under the ‘MORE’ button. (If you are asked, choose: Recording to this computer.)
  5. You can switch between video and powerpoint with the ‘SHARE SCREEN’ button.
  6. When finished you stop the recording via the ‘STOP RECORDING’ button.
  7. Then choose ‘END’ and ‘end the meeting for all’. Your recording will be converted automatically and the screen will show where the file will be saved.

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Tips & tricks for efficient and quality video interactions:

Tips & tricks for efficient and quality video interactions:

  • The place of your device. If you’re at a desk, is everything set to the correct height? The top of your monitor should be in line with the top of your head, for example If you’re using your laptop, are you able to have it on a stand or surface that puts it more at an eye-level height? The camera should be in line with your eyes.
  • Lighting also plays a key part. Where your computer is set up, there may be a window behind you – in the middle of a sunny day, that could cause you to look like a shadow on the screen with no-one able to see your face, so closing a blind/curtains and even having a lamp just to one side or the room light switched on is advisable. Please take notice that spotlights from the ceiling is not preferable.
  • Please check your background. A neutral white wall without pictures or a bookcase will be the best.
  • Audio. A good microphone is always preferable. We suggest having a separate microphone, whether as an independent device or as part of a pair of earphones/headphones, is certainly preferable. Also being able to hear the audio of a video call or webinar is important. Having to turn your speakers up on a mobile device can lead to a distorted and uncomfortable experience. This is where, again, having a physically comfortable pair of headphones – or even better, headset or earphones with a built-in microphone – can make virtual interactions so much more bearable.

We appreciate your kind cooperation for making AIM 2021 a successful conference despite the challenges you may be facing under the current events. We look forward to your attendance at AIM 2021.

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