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Pre-recording Presentations Using Videoconferencing Technology

Version Date: 07 September 2021

Optica meetings use the Zoom web conferencing platform to present virtual or hybrid programs. If you have never used Zoom, instructions on creating an account and basic features are included in the Introduction to Zoom.

Prerecording Your Presentation in Zoom
Deadline to Remit: One week prior to the meeting start date

Note: In order to record your presentation, you must first download and install the Zoom client:

  1. Open Zoom. In your profile, click “Settings,” then “Recordings.”  Be sure that "Local Recordings" is on.
  2. At the upper right corner, it will say “Host a Meeting.” Click on “Host a Meeting with Video” and follow the instructions to download and run Zoom or wait for the meeting to generate.
  3. Be sure your audio and video are both on and working. The video is required in order to ensure a high-quality experience for the audience.
  4. The size of the webcam will be 224x126 pixels in the upper right corner.  Once you start screen sharing, your video will move to the upper right-hand corner and may potentially cover text or images.  Please adjust your presentation accordingly.
  5. Become familiar with the Zoom tools available at the bottom of your screen.  We encourage the use of the embedded laser pointer during the recording. For an example of a good recording, view the OFC tutorial. Thank you to the instructor for making the tutorial open access.
  6. Press the “Record” button.  Select “Share Screen” and begin your presentation. As a reminder, your presentation should not exceed 12 minutes for contributed and 25 minutes for invited (unless otherwise noted). If your presentation exceeds these time limits, it may be stopped before your conclusion.
  7. Once you have finished your presentation, you can select “Stop Record” and then end the meeting, or simply end the meeting, which will stop the recording.  It will begin to convert your video to your local system into three files: .m4a, .m3u and .mp4 file.

Uploading Your Presentation to the Presentation Module

  1. Be sure to record your presentation at least one week prior to the meeting. In order for your paper to be published, you are required to present (either in a live presentation or submitting prerecorded content). If you are unable to make this deadline, please inform as soon as possible with the date when your presentation will be available, and we will do our best to ensure the presentation is reviewed for quality.
  2. Once the recording is complete, you will see three different files: .m4a, .m3u, and .mp4.  You only need to upload the .mp4 file as it incorporates audio, video and content slides (PowerPoint) in a single file.
  3. Upload the .mp4 Zoom recording file directly into our ScholarOne online submission system. Instructions will be provided to you from shortly after (or with your) acceptance notification email. You may also access the system using the same link you used to submit your paper: Select the "Alert" pop-up box that will appear in your account. Depending on the size of the resulting file, this may take some time, so be patient as the file uploads. 

Helpful Hints

  • Test your Zoom connection ahead of time, especially your audio and video.
  • Ensure your microphone, headphone or speakerphone is near you. 
  • Avoid bright lights and windows behind you. 
  • A better visual presentation requires a good light source placed in front of you (on your face).
  • Test any virtual backgrounds that you may be utilizing to ensure there are no video irregularities.


Image for keeping the session alive