ICWES20 ONLINE PRESENTERS’ GUIDE

Guidelines for Online Oral Paper Presenters and Online Session Participation

20th International Conference of Women Engineers and Scientists ICWES20 | August 4–7, 2026 | Clark Freeport Zone, Pampanga, Philippines

Purpose. This guide is for ICWES20 presenters who will participate online or who are requested to submit a pre-recorded presentation video. It is adapted from the ICWES20 Presenters’ Guide for onsite oral and poster presenters and adds specific instructions for recording, uploading, and presenting professionally through Zoom or a similar video-conferencing platform.

1. General Requirements for Online Presenters

All online presenters are requested to upload their final presentation materials on or before July 31, 2026. This allows the technical team to organize the files, check video playback, and prepare session materials before the conference.

Upload links: ICWES20 Website | Direct Portal

Required item Recommended format Suggested file name
Final PowerPoint presentation .pptx Surname_TA.pptx
Pre-recorded presentation video .mp4 Surname_TA_Video.mp4
PDF backup copy of slides .pdf Surname_TA_Backup.pdf
120-word bio with 2×2 ID picture .docx or .pdf Surname_Bionote.docx or Surname_Bionote.pdf
Additional media files, if any .mp4, .wav, .mp3, image files Surname_TA_Media01.mp4

Important: Online presenters should not assume that they can play files directly from their own device during the live session. The official uploaded file will be used whenever possible, especially if connection problems occur.

2. Required Presenter Bio and ID Picture

All presenters must submit a short 120-word bio with a 2×2 ID picture. The bio will be used by the session chair or moderator when introducing the presenter.

  • Full name
  • Affiliation or institution
  • Country
  • Current position or designation
  • Area of specialization or expertise
  • Relevant research, professional work, advocacy, or leadership experience

Bio writing style: Use third person, keep it concise and professional, and limit it to approximately 120 words.

Example opening: “Dr. Maria Santos is a Professor of Environmental Engineering at ______ University in the Philippines. Her research focuses on circular economy, sustainable materials, and waste management…”

3. Online Oral Presentation Format and Time Allocation

Recommended video length: 15 minutes. This follows the onsite oral presentation format, where each presenter has 15 minutes for the presentation, with a separate period for introduction and questions. Please keep the recording within the allotted time unless the Technical Paper Committee gives a different instruction.

Activity Recommended time
Introduction by session chair/moderator 1 minute
Pre-recorded video or live online presentation 15 minutes
Question and Answer 5 minutes
Total presentation slot 20 minutes

Q&A attendance. Even if a pre-recorded video is submitted, the presenter should join the assigned online session live, preferably 30 minutes before the session or at least 15 minutes before the scheduled talk, to answer questions and receive instructions from the moderator.

4. Recommended Method: Recording the Presentation Using Zoom

Zoom is recommended because many presenters already know how to use it, it can record the speaker while sharing slides, and it produces a video file that can be submitted as a backup or as the official pre-recorded presentation. Other tools may be used, provided the final video is clear, audible, and submitted in MP4 format.

  • Prepare the slides: Open the final PowerPoint file. Use a 16:9 widescreen format, readable fonts, high-quality figures, and simple slide layouts. Include the ICWES20 conference logo on the title slide and/or final slide, if available.
  • Start a Zoom meeting alone: Open Zoom, start a meeting, and make sure your microphone and camera are working. Use the same computer, microphone, and location that you plan to use for recording.
  • Set your display name: Use a professional display name, preferably “First Name Surname – Institution/Country.”
  • Share only the presentation window: Click Share Screen and select the PowerPoint window or screen that contains the slide show. Avoid sharing your full desktop if confidential files, email alerts, or personal items may appear.
  • Select audio options when needed: If your slides include video or sound, select Share sound. If the presentation includes a video clip, use Zoom’s video-sharing optimization option when appropriate.
  • Choose a clean layout: Use speaker video in a small unobtrusive position, or record slides only if this is clearer. Avoid covering important text, graphs, captions, or the ICWES20 logo.
  • Record locally or to the cloud: Click Record. Local recording is practical because the MP4 file is saved on your computer after conversion. Cloud recording may also be used if available in your Zoom account.
  • Present within 15 minutes: Speak clearly and naturally. Focus on the key message, methods, results, and significance of the work. Avoid reading every word on the slides.
  • Stop recording and check the file: After recording, stop the meeting and allow Zoom to convert the recording. Play the MP4 from beginning to end before uploading.

5. Making the Zoom Recording Look Professional

A. Camera and framing

  • Place the camera at eye level. Avoid looking down at the camera.
  • Frame yourself from the upper chest or shoulders upward, with a small space above the head.
  • Look at the camera at key moments, especially at the opening and closing of the presentation.
  • Do not sit too far from the camera; your face should be visible but should not dominate the slides.

B. Lighting

  • Face a window or lamp. The brightest light should be in front of you, not behind you.
  • Avoid strong backlighting, ceiling glare, or dark backgrounds that make the face difficult to see.
  • Check the recording preview before starting the final take.

C. Background and attire

  • Use a clean, quiet, and professional background. A plain wall, bookshelf, or simple virtual background may be used.
  • Avoid distracting movement, clutter, or personal items behind you.
  • Wear professional attire with colors that contrast with your background.

D. Audio quality

  • Use earphones or an external microphone when possible.
  • Record in a quiet room. Turn off fans, alarms, phone notifications, and email sounds.
  • Do a 30-second test recording and listen to the sound before recording the final version.
  • Speak slightly slower than usual, especially for an international audience.

E. Slide visibility

  • Use large fonts and avoid crowded slides. A minimum of about 24-point font is recommended for body text when possible.
  • Use high-contrast text and background combinations.
  • Label all figures, tables, diagrams, and charts clearly.
  • Avoid placing your camera video over important slide content.

F. Delivery style

  • Begin with a short greeting, your name, affiliation, country, paper title, and thematic area.
  • State the purpose and key message early.
  • Use transitions such as “The next slide shows…” or “The main finding is…” to guide listeners.
  • Close with one summary slide and one acknowledgement slide, if applicable.

6. Suggested 15-Minute Video Structure

Part Suggested duration Content
Opening 1 minute Greeting, title, presenter name, affiliation, country, and thematic area
Background and purpose 2 minutes Problem, motivation, objectives, and relevance to ICWES20
Methods or approach 3 minutes Design, methodology, framework, data, or implementation approach
Results or key discussion 5 minutes Most important findings, figures, tables, case examples, or analysis
Significance and contribution 2 minutes Implications for women in STEM, engineering practice, innovation, sustainability, policy, or community impact
Conclusion and acknowledgements 2 minutes Main message, recommendations, acknowledgements, and contact slide

7. Technical Requirements for the Video File

  • Preferred format: MP4 video file.
  • Recommended orientation: landscape, 16:9 widescreen.
  • Recommended quality: clear HD video if possible; avoid very low-resolution recordings.
  • Audio must be clear and understandable throughout the presentation.
  • The video should play without requiring internet access, external links, or additional software.
  • If your presentation includes externally linked videos or audio files, also upload those supporting media files separately.
  • Upload a PDF copy of the slides as a backup.

8. Final Review Checklist Before Uploading

  • The presentation video is within the required time limit.
  • The first slide shows the title, presenter name, affiliation, country, and thematic area.
  • The speaker can be heard clearly from start to finish.
  • Slides, figures, tables, and charts are readable on screen.
  • No private messages, notifications, browser tabs, or unrelated desktop items are visible.
  • Videos, animations, and audio clips work properly.
  • The MP4 file plays correctly on a different media player or computer if possible.
  • The PowerPoint, PDF backup, MP4 video, bio, ID picture, and supporting media files are named clearly.
  • All files are uploaded on or before July 31, 2026.

9. During the Online Session

  • Join the online session early, preferably 30 minutes before the session or at least 15 minutes before the scheduled presentation.
  • Use the same name format as your submitted bio so the moderator can identify you easily.
  • Keep your microphone muted when not speaking.
  • Keep your camera on during the introduction and Q&A whenever internet bandwidth permits.
  • Be ready to answer questions briefly and directly during the Q&A period.
  • Stay for the full session, as much as possible, as a courtesy to other presenters.
  • Follow the instructions of the session chair, moderator, and technical team.

10. Contingency Plan for Connectivity Problems

The pre-recorded presentation video serves as a backup. If the presenter has internet problems during the session, the session team may play the uploaded video file, subject to the conference team’s final procedure.

  • Keep a copy of the MP4 video and slides on your computer and on a USB drive.
  • Have a mobile hotspot or alternate internet connection available, if possible.
  • Share an alternate email address or mobile number with the Secretariat if requested.
  • Log back in immediately if disconnected and inform the moderator through chat once you return.

11. Contact and Assistance

For questions or concerns regarding presentation uploads, schedule, or technical requirements, presenters may contact the ICWES20 Secretariat or the Technical Paper Committee through the official ICWES20 communication channels:

12. References and Useful Zoom Guides

  • Zoom Support: Screen sharing a PowerPoint presentation
  • Zoom Support: Sharing your screen or desktop on Zoom
  • Zoom Support: Optimizing a shared video in full screen
  • Zoom Support: Troubleshooting muted audio when sharing screen
  • Zoom Support: Getting started with computer and cloud recording
  • Zoom Support: Adjusting recording video layouts

We thank all online presenters for their cooperation and look forward to meaningful, inspiring, and well-prepared presentations at ICWES20.

ICWES20 Technical Paper Committee

Dr. Sarah Peers

INWES President

As Head of Academic Skills at New Model Institute for Technology & Engineering (NMITE) a new university in England with a new approach to engineering education, Sarah leads on the mathematics pedagogy and the so-called soft skills for NMITE’s degree programmes. She also drives NMITE’s Access and Participation Plan for diversity and inclusion, for gender, neurodiversity, social mobility.

Sarah’s degrees are largely mathematical followed by a mechanical engineering PhD in the application of AI and reliability tools to the maintenance of structures. She is a Fellow of the Institute of Mathematics and its Applications (IMA), a Fellow of the Institute of Innovation & Knowledge Exchange (IKE) and Advisor to the IKE’s STEM Foundation. She has expertise in skills strategy and policy development for innovation, STEAM (science, technology, engineering, mathematics and the arts) education, and she was integral to the development of Uruguay’s national “STEM Plan” for gender in schools.

Sarah has over 30 years of engineering education experience at multiple levels, tempered with consultancy for industry. She has championed gender equality in STEM since 1992 and has been active in INWES for 10 years. She believes in global collaboration to improve the lives of women and men.