Requirements and guidelines for presenters


1. Presenters can choose to either present live (on the Webinar date) or pre-record their presentation.

2. Pre-recording is recommended to avoid technical problems due to an unstable internet connection etc.

3. Pre-recording can be done by the presenter.

4. Your presentation can include power-point slides but the slides are not mandatory, it is up to the presenter to decide.

5. If the presenter chooses to pre-record the presentation, he/she is still expected to connect live for the Q&A session.

6. All presentations have 20 min time limit + 10 min for Q&A.


1. Start preparing your slides (if you plan to show slides) right away.

2. Rehearse your presentation to make sure you can fit into the time limit – 20 minutes – and to feel comfortable in front of the camera.

3. Be aware that you are expected to attend the Webinar live for the Q&A session after your pre- recorded presentation is played. You will be provided the login data for this in a separate email 24 hours before the time your presentation is scheduled.


Yes. This is even recommended if you don’t have a very good internet connection, or you are presenting without slides or you are able to record while also integrating the slides into your recording.
If you don’t use slides you may get the best quality by recording with your smartphone.

There are several video conferencing tools available to easily record a presentation in one step. You have the option to show your presence via a webcam (if you would like) and to display your slides as you talk. Below are some links to instructions for recording a meeting on various common platforms. You are free to use any meeting software that you prefer as long as you obtain a good quality recording and your final file is in the MP4 format.

  • WebEx: Video Conferencing – Record a Cisco Webex Meeting

  • Skype: Skype for Business: Recording a Meeting | Information Technology Services | Bemidji State University

  • Google Meet: Record a video meeting – Meet Help

  • Zoom: Local Recording – Zoom Help Center

  • Gotomeeting: How to Record a GoToMeeting Session | Techwalla and How to Convert and Open the GoToMeeting Recordings

  • Microsoft Teams: Record a meeting in Teams – Office Support

  • Microsoft PowerPoint: Record a slide show with narration and slide timings

    All final pre-recorded presentations must be in the MP4 Format and uploaded by 1 August 2021 to the designated Dropbox folder.


1. A good quality internet connection is a must. A broadband internet connection is recommended, but if unavailable, use a strong Wi-Fi connection.

2. A computer with a built-in web-camera or a newish smartphone with camera does the trick well. Clean the lens before recording.

3. Avoid up-down camera angles. Your camera lens should be at the same level with your eyes.

4. Do not use built-in background effects. The built-in effects may result in cutting your features.

5. Check your room background with yourself in the picture. Not too 'noisy', not too 'empty' would be the best.

6. Light should ideally come directly from behind the camera. Not from behind you or directly from one side. The whole room should be bright, if possible.

7. Try and use a good headset with the microphone close to the mouth BUT away from the direct-line-of-mouth to reduce “mouth pops”. Avoid using the default built-in microphone on your computer.

8. Use as quiet an area as possible. It is especially important when recording with PowerPoint.

9. Avoid areas that have echo. Rooms should be fairly small. Sound dampening with carpeting, curtains, or furniture is recommended.

10. When playing audio files during your presentation, mute your loudspeakers to avoid distortions and use only a headset. When using Zoom, select 'Share sound' in 'Settings' to play external audio files.

11. Before recording the entire presentation, it is strongly recommended that you do a test recording that is at least a few minutes in duration to review the sound & picture quality, the MP4 format, and the selected bit rate. Make adjustments if needed.

12. After the recording play the whole recording to be sure there are no flops you do not want to see on screen.


Required aspect ratio for presentation slides – PPT, PPTX, and PDF is 16:9

Audio/Video File requirements (if you are recording yourself):

  • All final pre-recorded presentations must be in the MP4 Format.

  • The minimum acceptable bitrate for your video presentation is 1 Mbps. To check the bitrate, right-click on the file name, click on 'Properties', go to the 'Details' tab, and look for the 'Total bitrate'. Good bitrate is 4-5 Mbps, but anything over 2,5 Mbps (2500 kbps) looks okay.

  • Resolution = at least 720p HD. Full HD resolution 1080p is recommended.

  • Presentation length is not to exceed 20 mins.

  • For individual oral presentations, please use the following naming convention for the final file: S_I_N.ppt, S_I_N.pptx, S_I_N.pdf, or S_I_N.mp4, where SIN is Surname_Identifier_Number. Surname is your surname as published on the programme. Identifier is the file type (e.g Video, Slides, Presentation, Introduction, etc) to identify the exact part of your presentation in case you plan to present multiple files. Number is the sequential number in case you plan to present multiple files in certain sequence. (Example set: Vurma_introvideo_1.mp4, Vurma_presentation_2.pptx, Vurma_video_3.mp4, Vurma_summary_4.pdf)


If you have questions regarding the technical guidelines, please contact the Secretariat via email: