Presenter | Guidelines – Oral Presentations

Thank you for presenting at the 2021 14th National Allied Health Conference.

We want to ensure your presentation runs smoothly.
The following guidelines and resources are designed to assist with your preparation and participation.
If you have queries please contact mail@conferencedesign.com.au

Oral Presentations will be 10 minutes in duration, with up to 5 minutes additional time allocated for live Q&A following the presentation.

Oral Presentations will be scheduled in a concurrent session in which the MP4 video will be shown followed by live Q&A of the chair directing questions to the presenters.  The audience will be able to submit questions through the Q&A chat feed..  

You may record your video using the software you feel most comfortable with. If you have little experience recording videos, we suggest using Microsoft PowerPoint or Zoom.  For more information and for instructions on how to create a video, visit the Presenter Toolkit.

Presentation recordings must not exceed their allocated time of 10 minutes.

Presenters are required to upload their presentation as a single MP4 file via DropBox no later than midnight Sunday 20 June. This will allow us time to check your file, request resubmission where required, and prepare your presentation for delivery via the online conference portal.

If you have any concerns about pre-recording your presentation or providing your file to us by the deadline please contact mail@conferencedesign.com.au

VIDEO UPLOAD

.MP4 FILE - DUE 20 JUNE

UPLOAD YOUR PRESENTATION

Ensure your presentation is uploaded no later than 20 June.

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BEFORE THE CONFERENCE

Record your video using the software you feel most comfortable with.

If you have little experience recording videos, we suggest Zoom or Microsoft PowerPoint.

Keep your presentation recording to your allocated time (10 minutes maximum). If you go over time you will be required to edit and re-submit.

Recordings need be provided to the Conference Managers in MP4 format. Should your presentation be received in a format other than MP4 you will be asked to resubmit.

If you have limited online presentation experience or are looking for some tips about how to take your online presence to the next level, we encourage you to visit the Presenter Toolkit.

Visit the Presenter Toolkit

DUE DATE: midnight Sunday 20th June

Recordings must be provided to Conference Design:

  • In MP4 format.
  • As a single file. Multiple files will not be accepted.
  • Submit via the Oral Presentation Dropbox link.
  • Files to be named: presenter name, day, session and time of your presentation (Firstname_Lastname_Day_Session).

If making changes, always ensure to upload the latest version. Each upload is stamped with date/time so we will only use the latest version uploaded to the system.

Failure to submit your recording by this deadline will result in your presentation being withdrawn from the program.

If you will be participating in the conference from within your workplace, you will need to ensure that your workplace firewall does not block access to the streaming platforms of the sessions and networking functions. You should check access with your IT department as early as possible as it may take a few days or weeks for your request to be processed.

Below is a list of all the streaming platforms that may be used during the online conference. Your IT department will need to whitelist these programs to enable you to access the online events.

*These are not weblinks and cannot be tested through pasting them into an internet browser

  • AirCast
    • livefeed.aircastcdn.com
    • studio.aircastcdn.com
    • hls.aircastcdn.com
    • live.aircastcdn.com
  • Vimeo
    • player.vimeo.com/log
    • player.vimeo.com/crossdomain.xml
    • av.vimeo.com/crossdomain.xml
    • vimeocdn.com/p/2.1.18/js/player.js
    • vimeocdn.com
    • vimeocdn.com/p/2.1.18/css/player.css
    • player.vimeo.com/play_redirect
    • player.vimeo.com/video/<VIDEO_ID>
  • Twilio
    • The IP addresses used for Twilio REST APIs are highly dynamic, and span a large range, so it’s impractical to list each of them. Instead we recommend you allow all outbound HTTPS traffic to any *.twilio.com subdomain
  • Vonage
    • https://prov.vonage.com
    • https://ztp.polycom.com
    • https://provisioning.e-connecting.net

Please note: If you are accessing the platform using Google Chrome, then you should experience no issues gaining access to the online conference portal from within your workplace. If the above sites are not whitelisted, then your organisation may block access to the streamed presentations and conference sessions and you will not be able to watch any of the sessions.

If you have any concerns about accessing the online conference portal, please email mail@conferencedesign.com.au

Presenters will have access to the online conference portal approximately One Week before the event. We recommend presenters log in early to:

  • Familiarise yourself with the presenter dashboard
  • Check session information including your abstract and biography
  • Upload a photo of yourself
  • Familiarise yourself with the Live Q&A feed
  • View any handouts you may have provided in advance

Remember you MUST use a Google Chrome browser to access the platform.  This is the browser the technology has been designed with and some elements, especially presentation elements, will not work through other browsers.

DURING THE CONFERENCE

We recommend presenters log in early on the day of their presentation. This will allow you to:

  • Familiarise yourself with your equipment and make sure everything is in good working order (ie microphone and camera working, plenty of battery if using a laptop, stable internet connection).
  • Review your online content (presentation video and handouts if supplied).
  • Familiarise yourself with the Live Q&A feed.
  • Connect with your fellow presenters (if you are co-presenting you will be able to connect with your fellow presenters via the presenter chat).
  • If you have any issues or queries, you can connect with the support team through the Control Room Chat or log a Live Support ticket.

Presenters should be logged in 30 minutes prior to the commencement of their presentation.

  • On entry to the session in which your presentation is scheduled you will be greeted by your session Host and your session Chair in the AIRCast Studio. They will run you through the technical aspects of the studio and ensure your microphone and camera are operating correctly.
  • Your presentation MP4 will be automatically played by the session Host at the nominated start time. There is no need for presenters to start or activate their MP4s.
  • The key reason for presenters to be online is to participate in live Q&A with audience members.  This will commence once your MP4 has concluded and questions will be directed by the session Chair.
  • Audience members can type questions into the Live Q&A box at any time during the session.
  • Presenters are able to answer any questions the Chair doesn’t get to after their allocated time via text through the Live Q&A chat feed.
  • Audience members and presenters will also be able to participate in general discussion through the Discussion Forum throughout the session.
  • Delegates will be able to log back into the presentation to view the recording “on-demand” once they have been edited and reloaded. Live Q&A and Discussion Forum content from the session will also be available to view.
  • At the conclusion of the presentation, presenters can go back to the timeline and participate in the conference as usual.

Live support will be available throughout the conference opening hours and will include dedicated IT/AV support.

Should presenters require assistance at the time of the conference they should contact support by:

  • Control Room Chat: this chat feed is easily accessible via your presentation in the online conference portal. Queries will be quickly picked up by the support team
  • Live Support Hub: live support is immediately accessible via the icon at the top of the online conference portal. Users should log their query in the live support chat box and a team members will respond as quickly as possible.
  • Alternatively email mail@conferencedesign.com.au or call +61 3 6231 2999.

PRESENTER GUIDE FOR AIRCAST STUDIO

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