Speaker Guide

This page contains training and resources for individuals participating in this year’s Virtual Meeting.  Click each tab for instructions and to learn more about how each of these programs will work in an Online Format.

Important Dates

Presentations Due:  4/2

Speaker Training:  Week of 3/29

Event Date:  4/9 – 4/10

Click Here to submit your presentation video via dropbox

 

 

 

 

 

This year’s event will be held virtually on the online event platform Hopin.  To help with this transition, we’ve created a guide containing everything speakers will need to participate in this virtual event.

Presenter Requirements:

Presentations will consist of a pre-recorded video of the presentation, followed by a live Q&A featuring the presenter.  As a presenter, you’ll need to:

  1. Record and submit your presentation as a video file (Due 8/24)
  2. Participate in an online training session (week of 8/31)
  3. Conduct a Live Q&A session via webcam, immediately following your presentation video

Required equipment:

To record your presentation and fully participate in the event, you’ll need:

  • Computer with internet access
  • Webcam (Built-in or External)
  • USB Microphone
  • Microsoft PowerPoint

If you have a laptop or webcam, it most likely has a built-in microphone, but we recommend using an external USB Microphone if possible, as the difference in sound quality is substantial.

Submitting Your Presentation:

To play your presentation at the conference, we’ll need you to create a video containing your slides with accompanying narration.  The video file must be:

  • .MP4 file format
  • 1080p resolution

You can create the video using any tools  or methods you wish.  We’ve found the easiest way, however, is by using Microsoft PowerPoint.

Check the Recording/Submitting Presentation tab for detailed instructions.

Training Session:

Prior to the Virtual Event, we’ll be conducting an abbreviated dry run of all presentations.  This will give you the chance to become more familiar with the online platform, and provide an opportunity to resolve any technical issues ahead of the meeting.  We’ll be reaching out to all speakers individually with details and scheduling for this dry run.

 

Day of Your Presentation:

The morning of your presentation, you’ll receive an emailed link to the presenter’s backstage Zoom Room.

The backstage is a temporary holding area that gives us a chance to make one final check on your video and audio before you hit the main stage.

We will communicate exact times, but expect to arrive backstage about 10-15 minutes before your presentation video ends.  We may also send you a text message or give you a call as your speaking time nears.

Once you’ve arrived in the backstage zoom room, we’ll give you a quick recap of how your QA Session will work, and answer any last minute quesitons you may have.

When your presentation video has ended, we’ll countdown from 3, then broadcast you to the main stage.

You’ll be accompanied on-stage by a moderator, who will feed you attendee questions pulled from the general chat.  Once there are no more questions, or when your presentation’s scheduled time concludes, the moderator will let you know so you can give your thanks and make your goodbyes, after which time we will stop the broadcast.

Recording Your Presentation:

To play your presentation at the conference, we’ll need you to create a video containing your slides with accompanying narration.  The video file must be:

  • .MP4 file format
  • 1080p resolution

You can create the video using any tools  or methods you wish.  We’ve found the easiest way, however, is by using Microsoft PowerPoint.  Please note that the following instructions are refer to the version of PowerPoint included in Microsoft 365, and may differ slightly if you’re using an older version.

To record your presentation as a video file using PowerPoint.

  • Open your presentation in Microsoft PowerPoint
  • Click the Slide Show Tab
  • Click Record Slideshow
  • Click Settings, and make sure your USB Microphone is selected
  • Click the camera icon to ensure your camera is turned off
  • Hit record

PowerPoint will start recording your narration, slide timing, and any marks or highlights you make in real-time.  All recordings are tied to each slide, so you don’t need to record the entire presentation in one uninterrupted take. if you’d like to pause, start a slide over, or go back and make changes to any slide, you can always do so.

Please note that PowerPoint won’t record your voice during a slide transition, so if you have them in your presentation, just wait until they finish to begin speaking.

Once you’re happy with all your slides,

  • File
  • Export
  • Create a video
  • Make sure Full HD 1080 and Use recorded timing and narrations are selecrted, then hit create video
  • Choose a name and save location, and hit save.
  • Depending on the length of your presentation, this may take several minutes.

Submitting Your Presentation:

To submit your presentation, please use the Dropbox folder linked here.

Please note all presentations must be submitted by Monday, August 24th.

 

Looking and Sounding Your Best…Virtually

As long as you have access to a computer with a webcam and microphone, you have everything you need to present at this year’s meeting.  But to help you look and sound your best, here are a few tips and best practices we recommend when presenting online.

 

  • Make sure you setup in a private or quiet room, free from distractions, and with a reliable internet connection.
  • Avoid sitting in front of bright backgrounds (such as windows).  This can cause your camera to automatically dim the image, making you harder to see.  Instead, try and position a light source in front of you, so you are well lit, and the center of attention.
  • Speaking of backgrounds, remember that people can see what’s behind you.  Make sure what they can see is clean, and non-distracting.
  • Camera placement has a big impact on how you look during a video conference.  Position your camera or laptop screen on a sturdy surface (not your lap) with the camera around eye level.
  • Before appearing on camera, close any unnecessary windows, tabs or programs that you may have open on your computer.  It also may be a good idea to see if your computer has any pending updates a day or so before your presentation, just in case.
  • When presenting, sit up straight, speak clearly into your microphone, and try to avoid checking yourself out too much on the computer screen, keeping your eyes on the camera.

Contact Us

If you have any questions or run into any issues, click here to email us.

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