Author Area: Final Video Submission Instructions

Important Dates

Submissions of Contributions
for Review (no extensions):
September 15, 2009
(23:59:59 US Pacific Standard Time)
Notification of Acceptance January 7, 2010
December 31, 2009
All Final Contributions Due: February 10, 2010
(23:59:59 US Pacific Standard Time)

Direct Links

Overview and Submission Instructions

Final video contributions (a self-contained 1.5-3 minutes video not connected with a paper accepted to ICRA 2010) consist of a mpeg file (max 50 MB), accompanied by a summary in the form of a PDF file (up to 2 pages long). Authors must submit their videos electronically via PaperPlaza no later than 23:59:59 (US Pacific Time) on February 10, 2010. Late submissions WILL NOT be included in the conference proceedings.

For your final video to be included in the conference proceedings, at least one of the authors listed on the video submission must register for ICRA 2010. A single conference registration can be used to upload at most 2 papers/videos. The registration fee must be paid by the deadline of the final video submission, February 8, 2010. When you upload your final video contribution, the PaperPlaza system will ask you for an 'upload fee' which covers your registration.

Your video contribution should not have a commercial pitch. The authors of each video must have clear copyright of the audio and visual content. Videos should not use special codecs (coders/decoders) in order to provide as much portability across platforms as possible. We strongly recommend you use the most common media formats (mpeg 1 or mpeg 4). Only freely available players (e.g., QuickTime, RealPlayer, Microsoft Windows Media Player, MPlayer) should be required for viewing the video. Providing video portability is a responsibility of the authors and also be in their interest.

Preparing and submitting your video:

Step 1: Upload the video.

Unless the reviewers specifically asked for modifications during the review process, there is no need to re-upload your accepted video file - the original version will be used as the final (this can be specified during the final submission procedure in PaperPlaza).

Step 2: Preparing a two-page PDF file summarizing your videos

The final submission of a video contribution must be accompanied by a summarizing two-page text as a PDF file. This text should provide an outline of the work presented, references to papers that provide more details about the work as well as related work. For the final preparation of the summarizing text of a video contribution, please follow the instructions for paper contributions, with the exception that the length should be (at most) two (2) pages in the specified conference double-column format. This 2-page summarizing text must be IEEE PDF compliant as the instructions on the final paper contribution page specify.

Step 3: Preparing the Summary.txt and ReadMe.txt files

All accepted video contributions will be included in the DVD conference proceedings, and also in IEEE Xplore. The video will appear as an enhanced object next to the PDF of the summarizing text (which acts as a sort of short paper). To facilitate this, authors are required to submit the following two additional files.

Summary.txt file (max 1 KB) This describes in 5 sentences or less the contents or value of the extended object (the video). This file helps IEEE Xplore users to make downloading decisions.

ReadMe.txt file (max 10 KB). This file must include the following sections:

  1. Description: An overall description of the objects and what the audience can expect to gain by downloading them;
  2. Player Information: Provide the minimum version of the player software that is required to play the submitted files. Include the name of the software, the version number, and any special requirements for the player;
  3. Contact Information: The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.

Note that both the above files should be in .txt format. They are needed by IEEE in order to include the video in IEEE Xplore.

Step 4: As in previous ICRA conferences, there will be a Digest distributed to all registered participants of ICRA 2010. The Digest includes general information and the whole technical program. There will be one PowerPoint slide illustrating each paper (organized by sessions). To prepare the Digest slide corresponding to your paper, you must only use the PowerPoint template available here. Please follow the instructions given on the slide. The Digest will be printed in black & white, though you may use color pictures within your slide. Please have your PowerPoint file ready for upload when accessing the final submission procedure in PaperPlaza.

Step 5: Submitting your final contribution via PaperPlaza.

Proceed with this step once you have the following files in your posession:

  1. The IEEE PDF-compliant version of your 2 page summarizing text
  2. The two accompanying files Summary.txt and ReadMe.txt.
  3. The Digest slide in PowerPoint format adhering to the template.

Submit your video and accompanying files via the PaperPlaza web page.

If you have questions regarding the final contribution preparation and submission process please contact the Publications Co-Chairs:

Hairong Qi

Ani Hsieh