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Oral Presentation in Special Session

Due Dates

  • November 15: Upload Video File for Pre-recorded Presentations
  • November 19: Upload Presentation Slides for Live Presentations

Instructions to Upload

You will be sent an email with your presentation number, the link to upload your presentation slides or video file, and the file naming protocol.

Presentation Format

Presentations will be delivered through Zoom and viewed by attendees in Whova, our virtual congress app and website.

  • Each presenter has a 20-minute time period, which includes a 15-minute presentation and 5 minutes for questions and discussion.
  • Presenters in special sessions have the two options below for delivering their presentations. We expect most of the special sessions will include live presentations, but the pre-recorded videos are a good option for those with time zone challenges or limited internet service.

Live Presentations: At your scheduled time during the special session, you will present live by sharing your screen, audio, and video. The audience will be able to ask questions through the chat and Q/A features, and you can answer using your audio and follow-up in the chat as needed.

Zoom Information
We request that each presenter upload their set of presentation slides by November 19. These slides will serve as a back-up on the day of the presentation if there are technology challenges (so the producer can share your slides and advance them for you).

We’ll send you a calendar invitation from Nia Fillo (nia@swaimstrategies.com) with a Zoom link to join 15 minutes prior to the beginning of the time block for your presentation.

Tips

  • Click here to access the Whova Speaker Guide, which provides tips on uploading your session info, presenting a session, answering Q&As and more.
  • The best slide size for your PowerPoint while giving a presentation on Zoom is 16:9 or a widescreen layout.
  • In Powerpoint, it might be easier for you to present without being in fullscreen mode. To adjust this setting: On the Slide Show tab, click Set Up Slide Show. Under Show type, pick click Browsed by an individual (window).
  • Be sure to turn off phones and notifications that could cause distractions during your presentation.
  • It is highly recommended that you practice using Zoom before recording so that you are comfortable with the controls before your presentation.
  • Check audio and adjust your microphone volume if necessary.
  • Check your video and adjust your lighting and webcam angle if necessary.

Pre-recorded Presentations: At your scheduled time during the special session, your 15-minute pre-recorded video will be shown. We strongly encourage presenters to be online, so you can answer questions, respond to comments, and be part of the session. Presentation videos must be submitted by November 15. Please note that the pre-recorded oral presentations for the general sessions are different, as those will be available “on-demand” throughout the event rather than being part of the schedule of presentations.

You can pre-record your presentation using any meeting or presentation software. We will provide instructions below for using Zoom and Powerpoint as an example. 

We expect your video file to be 75-100 MB in size and to be submitted in a common format (such as .MP4).

  • If you do not have a Zoom account, create one for free.
    • The free account allows you unlimited time for one-on-one meetings and has a 40-minute limit for group meetings.
    • You can initiate a meeting without any other participants and use Zoom’s presentation tools to record your presentation.
  • Open your presentation in Powerpoint and click Play from Start or From Beginning to begin the slideshow.
    • In Powerpoint, it might be easier for you to present without being in fullscreen mode. To adjust this setting: On the Slide Show tab, click Set Up Slide Show. Under Show type, pick click Browsed by an individual (window).
  • Open Zoom and click New Meeting.
  • Connect audio and video and check to make sure both are working.
  • At the bottom of the Zoom window, click Share Screen.
  • In the Share window, click the window you wish to use in the recording.
  • If your presentation includes sound, check the box for Share computer sound.
  • If your presentation includes a video, check the box for Optimize Screen Sharing for Video Clip.
  • Click Share. The window that is being shared/recorded will have a green outline.
  • When you are ready to begin your presentation, click the three dots in the menu bar and select Record.
  • When you are finished, click the three dots in menu bar and select stop recording.
  • When you close the Zoom meeting, a folder will open with your MP4 video file. This is the file you will upload by November 15.

Tips

  • Watch your video! Make sure it starts and stops at the correct times, the video and sound quality are good, and the full presentation has been recorded correctly.
  • The best slide size for your PowerPoint while giving a presentation on Zoom is 16:9 or a widescreen layout.
  • Be sure to turn off phones and notifications that could cause distractions during recording.
  • It is highly recommended that you practice using Zoom before recording so that you are comfortable with the controls before you record your presentation.
  • Check audio and adjust your microphone volume if necessary.
  • Check your video and adjust your lighting and webcam angle if necessary.