2021 Virtual Plenary Meeting: Guidelines for Presenters

 

 

Dear Speaker,

Thank you for your willingness to lend your expertise and experience to the ICAC's 2021 Virtual Plenary Meeting. Below are the guidelines fo recording and submitting your presentations:

Please submit your final recording and PPT slide deck by Friday, 19 November. Running a virtual meeting is new to us so we would appreciate a little extra time to iron out any technical issues that arise.

FOR THE RECORDED PRESENTATON:

  • Try to position the camera at eye level so viewers aren’t looking up or down at you as they watch.
  • Ensure you’re in a quiet, well-lit area for the presentation. When you begin and introduce yourself, please use the full screen so people can see you. When you begin your presentation, share your screen so the slides are large and the video window of your face is small.
  • You can record your presentation on whatever platform you like, but please ensure your background is plain and minimally distracting. Ideally, you will record your presentation directly in PowerPoint. Because it doesn’t rely on streaming Internet, the picture is usually sharper and the sound is almost always better. Please ensure that your face is visible in the small screen when you share your PowerPoint slides. Here is a link to those instructions:

https://www.youtube.com/watch?v=2m60HT3OMOI

If you have any difficulties with the recording, please contact Mike McCue at mike@icac.org for assistance.

  • When you begin recording your presentation, please be sure to say ‘Thank you Chair for the introduction and opportunity to speak today’.
  • To maintain as much ‘normalcy’ as possible, please dress for your presentation recording as you would if you were giving the presentation live at a Plenary Meeting.
  • Use a headset and microphone if you have them to reduce background noise.
  • Test your audio and video by making a sample recording before you start the formal presentation.
  • Close unnecessary tabs in your browser and turn off notifications such as Email or messaging. Mute your phone so it doesn’t interrupt as you’re speaking.
  • Use gestures, expressions and mannerisms that you would typically use in person.

FOR THE LIVE Q&A:

Please be present during the entire session, including the recorded portion. People submit questions throughout the entire presentation and if you are there as your presentation plays, you will know what questions are coming and be better prepared to answer them.

  • If at all possible, please try to wear the exact same clothing for the live Q&A that you did when you made your recording, to give the event seem as ‘live’ as possible.
  • Review how to blur your background and share your screen as well in case a question is asked and you want to reference something on your computer (like a slide or photo).
  • Close unnecessary tabs in your browser and turn off notifications such as Email or messaging. Mute your phone so it doesn’t interrupt as you’re speaking.
  • Mute your microphone at all times when you are not actively speaking, especially if you are part of a panel discussion.