Guidelines for Presenters @ BUCLD 46

Thank you for presenting your work in our virtual BUCLD46! Please observe the following guidelines in order to make a virtual BUCLD as good as an in-person BUCLD!

If you are giving a poster presentation:
  • The deadline for video submissions is October 15, 2021.
  • You are free to create a poster using the dimensions and style of your choice, but your poster must be in .pdf format.
  • Please make a 3- to 5- minute video summary of your poster. The goal is to summarize your poster just as you would when presenting at a live conference. You can use your poster image in your video, or you may choose some figures or graphics, or you can present without visuals. See below for some recommendations about recording your video summary!
  • In order to ensure that your poster is accessible, this year we are requiring presenters to submit a subtitle file with their video. Please submit a subtitle file in .srt, .sbv or .vtt format. See below for more information about creating a subtitle file.
  • Your video must be in .mp4 or .mov format, and your file must not be larger than 10 GB.
  • When you submit your video, subtitle, and poster, please name your video as “Submission-ID_poster”, e.g. 999_poster. You may find your Submission ID in the confirmation email, acceptance email, or through Softconf.
  • At the designated presentation session, you will have a chance to interact with other BUCLD attendees live via Zoom! This year posters are being organized into panels. Zoom links  for your poster panel will be provided shortly. Don’t forget to check which session you are assigned to.
If you are giving a talk:
  • The deadline for video submissions is October 7, 2021.
  • Your talk must be pre-recorded. You may record yourself using any platform you would like. See below for some recommendations about recording!
  • Please make sure that your talk is not longer than 20 minutes.
  • Your video must be in .mp4 or .mov format, and your file must not be larger than 10 GB.
  • In order to ensure that your talk is accessible, this year we are requiring presenters to submit a subtitle file with their video. Please submit a subtitle file in .srt, .sbv or .vtt format. See below for more information about creating a subtitle file.
  • Your video will have a video containing ASL interpretation of your talk added, which will be placed in the bottom right corner of the screen (see example screen below).
  • When you submit your video and subtitle, please name your video as “Submission-ID_talk”, e.g. 999_talk. You may find your Submission ID in the confirmation email, acceptance email, or through Softconf.
  • At the designated presentation session, you will have a chance to interact with other BUCLD attendees live via Zoom using the link provided by the BUCLD Organizing Committee! Don’t forget to check which session you are assigned to.
An example screen showing where the captions and ASL interpretation will be added.
Recommendations for making a recording:

We strongly recommend creating a Zoom recording of yourself, using sharing screen to show your visuals (if any), keeping the speakers in a panel on the right (see example screen above). If you are recording your presentation with Zoom, we recommend that you check the “Enable HD” and “Optimize for 3rd party video editor” options.

  • Start Video at the bottom left corner >> Video Settings >> Video tab >> My Video: Enable HD
  • Start Video at the bottom left corner >> Video Settings >> Recording tab >> Optimize for 3rd party video editor
Guidelines for creating a subtitle file for your video:
We strongly recommend creating a subtitle file using YouTube’s caption function. Here’s the steps!
  1. Sign in to YouTube Studio with a YouTube account [you can create one or sign-in with your Google account].
  2. From top right, click create then select upload video.
  3. Select the video file you want to upload. Your video will now upload into your account.
  4. Once your video is uploaded, YouTube will require that you check the necessary boxes, follow the instructions. Then under “age restrictions (advanced)”, click on show more. Scroll down to language and captions certificate, and in the video language tab, select English.
  5. Then select next to proceed. At this point, you have two options:
    1. RECOMMENDED: We recommend you proceed to the next screen, and when prompted under “Visibility,” select Private or Unlisted. YouTube will then generate auto-captions (this may take several minutes or hours depending on the length of the video). Once the auto-captions are generated, you can then select the Video, click on Details, then select Subtitles, and select “Duplicate and Edit.” Here you can edit the spelling and other details of the auto-captions (DO NOT submit without editing!). Once you are finished editing, click SAVE.
    2. You can also type all of your captions by hand. To do that, under video elements, click on Add subtitles. On the page that shows up, click auto-sync, and that will open a caption box for you to type all that you say in the video and after the system will automatically match what you say with the time stamp in the video.
  6. Once your captions are saved, go back to the subtitle page and click on the three dots next to Edit text and then Download to download the subtitles. Note that the three dots do not appear unless you hover over the video entry.

If you do not want to use YouTube, you may also check out otter.ai. Zoom and PowerPoint also have auto-captioning function!

If you encounter any problems, please feel free to email us at langconf@bu.edu.