IEEE Conference on Network Softwarization
29 June-3 July 2020 // Virtual Conference

Guidelines for Presenters

Each paper accepted to IEEE NetSoft 2020 must be presented by the registered co-author during the online conference. The video conferencing platform chosen by NetSoft 2020 is WebEx.

It is preferred that presentations are given live in the virtual conference room. However, if the presenter does not feel comfortable in doing so, the presentation can also be pre-recorded and played at the scheduled time in the virtual conference room. If the presenter’s Internet connection quality is not sufficiently good to run a live presentation, a pre-recorded video of the talk must be played.

Please connect to your session room in Webex at least five minutes before the start of the session. Once in the virtual room, the session host will change your role from “attendee” to “panelist”, so that you will be able to activate your microphone and camera when it’s your turn to present. Please keep your microphone muted whenever other speakers are presenting or a video presentation is being played.

If you are going to present live, the session host will grant you the “presenter” role so that you will be able to share your screen and show your presentation. If you prefer to have your video presentation played, please inform the session chair and/or the session host before the session begins. The session host will then play your video presentation at the scheduled time.

In any case, the speaker is required to participate live in the Q&A session to be held immediately after the presentation. Questions from the audience will be asked through the Webex Q&A Chat and will be read out by the session chair.

Speakers are also required to upload a pre-recorded video of their paper presentation. These are requirements for accepted papers to be published in IEEE Xplore.

The deadline to upload the presentation video is extended to June 22, 2020 (detailed instructions are given below).

Any participation issue or change of presenter must be immediately notified to the conference chairs at, sending all the information (Full name, email, affiliation, country) about the final presenter. This is needed in order to set the correct presenter’s Whova profile account. Please note that in that case the original presenter will not be able to access the conference content anymore, unless another registration for the conference as an attendee is made.

Please find below the exact duration of videos and Q&A sessions, depending on the presentation type:

  • Video files:
    • Keynote presentation video: 40 min
    • Full papers presentation video: 25 min
    • Short papers presentation video: 15 min
    • Demo presentation video: 10 min
    • S4SI 2020 workshop presentation video: 20 min
    • QoE Management 2020 workshop presentation video: 15 min
    • SecSoft 2020 workshop presentation video: 20 min
  • Q&A session after each presentation: 5 min

Testing your presentation in advance

If, during the conference, you have questions or you want to test your presentation on Webex (for example, testing audio, camera and sharing presentations on the screen), you can visit the Info Desk, also accessible through the Whova Program.

Please visit the Virtual Webex Information Desk on Monday any time, even if your presentation is on a later day during the week. The Webex Information Desk is available during the entire week from 8:30 am until 5:30 pm CEST, you are always welcome, preferably try to avoid the “busy hours”.

Instructions for Video Recording

Videos should contain a prominent view of the presentation slides along with audio of the spoken presentation. Optionally, videos may contain a shot of the speaker’s head for increased engagement (this shot should be thumbnail-sized and overlaid on the slide images as shown here). Many presentation software tools allow recording audio and video directly in the application and can export appropriate video files. Please see the notes below for detailed instructions for PowerPoint and KeyNote. If you use a different application, please see the notes under Other Options.


  1. Follow these instructions to add audio (and optionally video) to your slides.
  2. Follow these instructions to generate a MPEG-4 (.mp4) file from your slides and audio/video.
  3. Alternatively, you can follow this video tutorial which goes through both of these steps. Also, see this video tutorial if you like.

Video file format

The presentation video must be in MP4 format, with maximum resolution of 720p HD and bit rate less than or equal to 1 Mbps: to check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bit rate.

Please use the following naming convention: SID-presenter-last-name.mp4, where SID is your session ID, which you can find in the program beside the session title.

Tips for recording:

  1. Use as quiet an area as possible
  2. Avoid areas that have echo
    1. Rooms should be fairly small
    2. Sound dampening can be done with carpeting, curtains, furniture
  3. Hardline internet connection recommended, but if unavailable, use a strong Wi-Fi connection
  4. Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”.  Avoid using default built-in microphone on computer.
  5. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make adjustments if needed.

Instructions for Video Uploading

Deadline: extended to Monday, 22 June 2020

On June 19, speakers will receive an email, from Whova, containing an online form to submit your video, fill in your bio and complete your profile. Please do so by June 22.

If you have any issues with uploading your presentation, please contact the conference chairs at

As a reminder, videos that are not received by the deadline will be considered no-shows in accordance with the IEEE ComSoc non-presented paper policy.

We look forward to making NetSoft 2020 a success within this virtual conference format. We thank you for your cooperation in this endeavor.

2020 Patrons