Video Submission Instructions

In view of the COVID-19 pandemic, WOLTE14 2021 has been moved to a fully virtual conference.

We have opted for a format in which each invited and contributed presentation will take the form of a pre-recorded video, available to registered attendees three days before the conference and also in the month after it.

You will be expected to attend your live presentation which will include a 5 minutes highlight of your presentation and 5 minutes of Q&A. Attendees will be expected to review your pre-recorded video prior to the live session.

As to the Keynote presentations, they will be given live or have their pre-recorded video broadcasted during their presentation time, even though they’ll remain online afterwards like the other presentations. We ask that all keynotes submit a pre-recorded video regardless of if you plan to present live or through your pre-recorded presentation.

The duration of the video depends on presentation type (Invited, oral or poster), as detailed in the table below: 

Contributed presentations:10-15 minutes in length (100 MB file limit)
Contributed Poster presentations:3-5 minutes in length (100 MB file limit)
Invited presentations:20-25 minutes (200 MB file limit)
Keynote presentations:35-45 minutes

Please make sure not to exceed the allotted time, since longer presentations will be reduced to the original requested length.

All of the videos will be included in virtual sessions (denominated tracks), arranged according to the actual schedule, going from Monday to Thursday, which will be live and consist of a Q&A session with the attendees. Friday will be devoted to the Quantum Detection Special Session.

Every presenter is required to be available for the entire time of their relevant session. In addition, a Q&A will be set up for every presentation, so that attendees can contact the authors outside of the live Q&A time. It is the presenter’s responsibility to review and answer all questions sent in by attendees.

We request you to prepare and upload a video of your presentation, comprised of a brief introduction with webcam, if desired, followed by voice over slides for your presentation. This will be posted within your allotted track on the virtual platform. 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.

Our recommended approach to record a compatible video from content displayed on your computer screen and voice recorded via the computer microphone, is to record the presentation using Zoom, available to users on most platforms and in most countries.

Instructions for recording your presentation with Zoom:

For Authors located in China who are unable to access Zoom for free, use of the free software OBS, which allows also to capture simultaneously yourself while speaking and your slides:

In order for videos to be verified by the technical program committee, there is considerable urgency in preparing and uploading your video. Accordingly, we ask you that you please finalize your video no later than March 17th, 2021. This is a HARD DEADLINE.

Guidelines for preparing your video:

  • Duration: See table
  • File size: 150MB max
  • Video file format: mp4
  • Dimensions: Minimum height 720 pixels, aspect ratio: 16:9

Please note the final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Please be sure the video includes the title of the paper, the authors, and a mention to WOLTE14 2021


Upload your video by March 17th

Speaker Instructions
  1. Visit the Speaker Submission Webform at the following URL: If you have not yet been sent your submission link URL please contact Coral Miller at
  2. Choose which author is the presenting author
  3. Fill out your Speaker Information
    1. Optional
      1. Upload a Speaker headshot photo
      2. Include a Speaker Biography in the available text field
  4. Upload your Presentation Data
    1. video in mp4 format (max of 150MB is allowed)
    2. Upload PDF of your presentation slides (Optional, if you would like your slides to be made available to attendees)
    3. If you are presenting a Poster  you must submit a PDF of your poster while submitting your video
  5. Wait for your video to finish uploading into the system
  6. Submit the form by selecting the Submit button at the bottom of the screen
  7. A confirmation message will be presented upon successful submission and a confirmation will be emailed to you
    1. Be sure to retain this information in case you need to make future updates to your submission

If you have any issues with uploading your presentation, please contact Coral Miller at

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

Please note that all authors must register for the conference. Each registration only covers one abstract. If you have more than one abstract that you will be presenting, please make sure to add the additional abstract charge to your registration. You can register here:

We hope to make WOLTE14 2021 a success despite the difficult situation and this virtual conference format. We thank you for your cooperation in this endeavor.

If you would like to use official WOLTE14 background, please download them here:

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