Preparing Your V-VSS Presentation

Poster Presentations

Your Poster PDF must be a one-page PDF that is less than 20MB in size.

Creating Your PDF

Your Poster PDF can be any aspect ratio or resolution. Landscape orientation is recommended because we expect most attendees will be viewing presentations on a computer screen. Resolution should be high enough that all details are clearly visible. This allows attendees to zoom in on areas of your poster.

Most programs allow saving or printing to PDF format. The initial PDF created by many programs can be large. If you have Adobe Acrobat, you can reduce the file size by going to File > Save as Other > Reduce Size PDF. Free PDF converters and compressors can be found online (Example: Be aware that you may have to use a limited set of fonts if using an online PDF converter.

Poster Tour

In addition to your Poster PDF, you can upload an optional video tour of your poster. Your Poster Tour video cannot exceed 6 minutes in length. Otherwise, the requirements are the same as a talk video. See Video Presentations below.

Any graphical elements shown in your video must also be on your uploaded poster; you may rearrange these for clarity in your video. In addition, graphical elements in your video may be animated versions of those on your poster.

Video Presentations

Talks, awards speakers, and symposium presenters are required to upload a video presentation. Poster presenters may upload an optional Poster Tour video.

Creating Your Video

To assist you in preparing your video, VSS has purchased a Team Premier license to Screencast-O-Matic that gives presenters free access for recording, uploading, and captioning your video. See Using Screencast-O-Matic for installation instructions. Presenters will be emailed the password for accessing Team Screencast-O-Matic. If you can’t find your password, please contact us at .

You are not required to use Screencast-O-Matic to create your video. However, you will need to use the Screencast-O-Matic captioning tool to add captions to your video prior to uploading your video to your MyVSS Account.

Be sure to leave yourself enough time to create, review, edit, and caption your video. Most presenters go through several iterations before reaching a final version. Finalize your video before you move on to captioning, as you may have to re-do the captioning if you change the content.

Video Size and Length

Video files must be in MP4 format and be less than 2GB in size.

The length (play time) of your video cannot exceed:

  • 12 minutes for Talk presentations.
  • 15 minutes for Awards talks.
  • 6 minutes for Poster Tour videos.
  • Symposium talks vary in length based on the number of talks in the two-hour symposium. Symposium speakers should talk to their symposium organizer about the length of their video.

If your video exceeds the time limit, we will request that you upload a new video.

Video Resolution

The resolution and aspect ratio of your video is up to you. Both 4:3 and 16:9 aspect ratios are acceptable. Your video can be any resolution, but a resolution of HD (1280 x 720) will load and play faster than a larger file. For higher resolution, you can use a frame width of 1920, which fills most computer screens. Resolutions above 1920 are not recommended because this may affect playback if the user does not have a fast internet connection. Users will be able to change the size of the video window during playback, including the use of full-screen display.

Recording Tips

Here are some tips for recording a good quality video presentation of yourself giving a talk.

  • Choose a quiet, brightly front lit spot (light behind is a problem so do not choose to be in front of a window).
  • Use an external webcam with a good quality microphone.
  • If shooting video with a cell phone, attach it to a stand or tripod for best results.
  • Be mindful of what appears behind you in the background and/or consider using a virtual background.
  • Wear clothing that is neutral in color (no plaids or stripes). Avoid wearing colors that are the same as your background.
  • Look straight into the camera. Your camera should be at eye level. A stack of books might work to get the recording device at a good height.
  • Practice – record your presentation once, watch and make improvements to it, and do it again.
  • Minimize distractions in your local environment like cell phones, computer notifications, and barking dogs.
  • Stand up – standing up provides for a higher energy presentation and allows you to move like you would in an in-person presentation.

Adding Captions

VSS is committed to accessibility for our full membership, including deaf and hard of hearing members. For this reason, we require that all video presentations be captioned. For instructions on captioning your video, see Using Screencast-O-Matic.

Uploading Your Presentation Files

If you are scheduled to present at V-VSS, your MyVSS account home page will display option for paying your Presentation Fee. After you pay your Presenter Fee you will see an Upload PDF button (for poster presenters) and/or an Upload Video button (for talk and poster presenters) to upload your presentation files.

You must upload your FINAL presentation files to your MyVSS Account no later than May 7.

All presentation files must be in their final form by the upload deadline. You cannot make changes to your presentation files after May 7.

You may upload revisions to your presentation files until the upload deadline of May 7. Uploading a new presentation file will overwrite your previously uploaded file. If you have not uploaded your presentation files by May 7, your abstract will be withdrawn and removed from the V-VSS 2021 meeting.

To upload your presentation files:

  1. Log in to your MyVSS Account.
  2. From your account home page, poster presenters should click Upload Poster PDF or Upload Poster Video Tour. Talk presenters should click Upload Presentation Video.
  3. Select your presentation file and upload it.
  4. Click View PDF or View Video to play your presentation as V-VSS attendees will see it.
  5. You will also see links to Revise or Delete your uploaded presentation file.

The maximum file size for uploading a MP4 video file is 2GB. The maximum file size for uploading a poster PDF is 20MB.

More Information

Also see Presenter Instructions and Using Screencast-O-Matic.