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Presenter Guidelines

Important Information for Presenters


Due to the conference transitioning to a virtual format, all in-person presentations and posters will have the opportunity to transition to virtual presentations and e-posters. Please contact Cheryl at apaie2022-program@icsevents.com .


Overview

To assist you in preparing your presentation for APAIE 2022 Conference & Exhibition, this document includes information relevant to:
1. Guidelines for Chairs
2. Virtual presentations
3. E-Posters
4. Video recording options
5. Important technical requirements for Zoom recordings
6. Tips and best practices for self-recording


Presenter Guidelines

Chairs will receive the following information in the weeks before the conference:
Information Relating To The Session
  • Program rundown (timing etc)
  • Presenter bios
  • Instructions regarding introducing and closing the session
Drop-in Sessions For Chairs
  • It is advisable to attend at least one of the two drop-in sessions to familiarise chairs with the technical aspects of chairing live sessions. Chairs will be notified of the drop-in session times.
30 minute pre-call before the session
  • 30 minutes prior to the scheduled session start time, the chair and presenters will join a pre-call run through of the session.
Overview
  • The Chair has a key role to play in the smooth running and success of a session. Key aspects of the role are outlined below.
Before The Session
  • Session chairs have access to the online program where they can view details of the presentations (abstracts) and speakers in the session they are chairing. Closer to the event, chairs should check again in case any details have changed.
Q&A
  • Chairs are responsible for facilitating the Q&A part of the session. Whilst encouraging question submissions from the audience, chairs may wish to prepare one or two questions in advance, to kick off the Q&A. Such questions may be sourced directly from the presenters (consult with them in advance) or the following may assist in forming questions suitable to the content of the session:

    • What was the most challenging aspect for you / your team / students / people involved?
    • What are the next steps you envisage as part of this program / process?
    • How is the success of this initiative measured?
    • What are some of the opportunities you see moving forward?
    • Do you have advice for colleagues in similar circumstances?

    Whilst monitoring questions submitted by delegates via the conference platform during the session, the Chair can check which questions have the most votes and put these to the speakers.
Timing
  • Where an hour-long session has multiple presentations (such as two 30-minute presentations, or three 20-minute presentations) there is no break between presentations.

    However, there is at least 15 minutes between each hour-long session.

    This 15 minute break between sessions means that the Chair has some discretion with timing, and may allow some presentations to go slightly over time. This may occur, for example, where there is a particularly engaging discussion, to allow the speaker to finish their answer, or to avoid a sense of rushing between presentations.
Live-Streaming And Session Recordings
    Unless otherwise indicated, all sessions will be:
  • live-streamed via the APAIE 2022 online conference platform, which is only available to APAIE 2022 delegates.
  • recorded and available for delegates to view on-demand via the APAIE 2022 online platform.
There are three categories of virtual presentations:
1. All members of your group are presenting virtually in the program of concurrent sessions.
2. Some members of your group are presenting virtually in the program of concurrent sessions.
3. Your pre-recorded presentation or poster summary will be available on demand on the conference platform.
Pre-recording for virtual presentations
  • The virtual presentation segments will be pre-recorded between February - March 2022 by the conference organisers. Virtual presenters will be contacted to schedule their recording.
  • For all virtual only presentations, a recording of your presentation will be played during your scheduled session.
Live Q&A for scheduled sessions
  • If your recorded presentation is scheduled as part of the program of concurrent sessions, either you or your representative must be available for the live Q&A part of your session - as per the program schedule.
  • For a more seamless presentation, we suggest that, during the Q&A, your background, clothing and overall appearance matches the earlier recording, as far as possible.
Self-recorded presentations
  • Where your abstract has been waitlisted, and you have opted to record a virtual presentation to be available on-demand on the virtual conference platform, presenters are required to self-record their presentation with a maximum time limit of 10 minutes.
  • Self-recordings may be prepared using either Zoom or PowerPoint (further information below)
  • All video presentations should be submitted in .mp4 file format and renamed as <Paper number> - <Presentation title>.
  • Please upload the recorded presentation to this link.
  • Deadline for self-recorded presentation files upload is January 31, 2022.
PowerPoint format and video files
  • If using visuals to support your presentation, please prepare a PowerPoint presentation (.ppt).
  • Your .ppt file should be set to 16:9.
  • Video files MUST be embedded into your .ppt file.
Template
  • For consistency across the APAIE 2022 program, we suggest that presenters use the optional APAIE 2022 PPT Template for the first and last slides in the their presentations.
  • The maximum file size for your presentation is 150 MB. Macintosh presentations (such a Keynote) cannot be accommodated.
  • Here are 2 virtual background options for you to use during your recording:
    Option 1
    Option 2
Live-streaming and session recordings
  • Unless otherwise indicated, all sessions will be live-streamed via the APAIE 2022 online conference platform, which is only available to APAIE 2022 delegates.
  • Unless otherwise indicated, all sessions will be recorded and available for delegates to view on-demand via the APAIE 2022 online platform.
Follow-up Q&A
  • Please be aware that delegates may contact you directly with follow-up questions after your session, and we encourage you to respond at your earliest convenience.
E-poster
  • Virtual poster presenters are required to submit an e-poster which includes a self-recorded video/audio explanation of their poster with a maximum time limit of 5 minutes using either Zoom or PowerPoint (see below on how to record).
  • E-posters should be presented in 16:9 format with all content displayed in one page.
  • You may include minimum animation to highlight which section of your poster you are addressing during your explanatory recording.
  • Your e-poster recording will be uploaded onto the conference virtual platform for delegates to view on-demand. Point 5 & 6. below are some tips on how to record your presentation.
Using Zoom - Video
  • For a step-by-step video on how to record using Zoom, please click here.
  • We suggest using Zoom to record your presentation, and have included further details in “Important technical requirements for Zoom recordings” below.
Screen Recording Using PowerPoint
  • Another alternative to record your presentation is to use PowerPoint.
  • By using PowerPoint to record your presentation you will not be on camera, the recording will only be of your presentation and audio.
  • Please make sure to save your recording as a video and not as a presentation.
  • For more information on how to record using PowerPoint please click link.
Uploading e-poster presentation file
  • E-poster presentations should be submitted in .mp4 file format and renamed as <Paper number> - <Presentation title>.
  • Please upload the recorded presentation to this link.
  • Deadline for e-poster presentation file upload is by January 31, 2022.
Who?
  • Self-recordings are required by those who are waitlisted and have selected this option to have their presentation included for on-demand viewing on the APAIE 2022 platform. These recordings are up to 10 minutes.
  • Self-recordings of e-posters are required by all poster authors. These recordings are up to 5 minutes.
Using Zoom - Video
  • For a step-by-step video on how to record using Zoom, please click here.
  • We suggest using Zoom to record your presentation, and have included further details in “Important technical requirements for Zoom recordings” below.
Screen Recording Using PowerPoint
  • Another alternative to record your presentation is to use PowerPoint.
  • By using PowerPoint to record your presentation you will not be on camera, the recording will only be of your presentation and audio.
  • Please make sure to save your recording as a video and not as a presentation.
  • For more information on how to record using PowerPoint please click here.
Zoom desktop app
  • We suggest you use Zoom to record your presentation – please download the desktop Zoom App at https://zoom.us/download and click Download under Zoom Client for Meetings.
  • If you have it already downloaded, please ensure that you have the most up to date version.
Camera setup
  • Ensure your camera is centered and that we can see you from the chest up to a few inches over your head.
  • Start a meeting with yourself by clicking on New Meeting in Zoom to optimize your camera setup.
Headset and microphone
  • We highly recommend the use of headphones with a boom microphone like the one below (USB preferred over Bluetooth).
  • If possible, please do NOT use earphones/earbuds/in-ear headphones or a headset without a microphone as these reduce your audio quality.
Lighting
  • Lighting should come from the front of you rather than behind you.
  • Avoid backgrounds with harsh light such as windows. If you do sit in front of a window, please close the curtains/blinds.
Clothing
  • Avoid wearing colors such as purple, dark blue or light purple as this will blend into the virtual background.
Including video
  • If you want to include videos in your presentation, we recommend that you embed them in your slides instead of including a link to an external application.
  • Instructions on how to embed videos can be found here: https://bit.ly/2WDJj1w.
Tips & Best Practices
  • Record in a quiet space: Barking dogs and slamming doors are not just annoying in person, they are also annoying via Zoom. Find a quiet space to meet and shut the door. Place a “Do Not Disturb” sign on your door so people know not to bother you.
  • Look at the Camera to mimic the in-person feeling of eye contact. Alternating between looking at the screen to gauge attendee’s reactions and looking at the camera. If your webcam is built into your computer/laptop be sure to have your slides on the same screen as your webcam to avoid looking away from the camera.
  • Use gestures that you would typically use in person.
  • If feasible, stand up – helps keep things dynamic and energetic (use slide advancer instead of clicking next on keyboard for natural experience.
  • Do not get too close - position yourself so the camera is seeing you from the chest or waist up instead of just seeing your face.
Ten ways to look better on webcam

Contact Us

For any inquiries, please contact apaie2022-program@icsevents.com

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