Lightning Talk – Presenter Toolkit

Pre-Conference

If you have submitted an abstract and wish to withdraw your submission, please contact mail@conferencedesign.com.au.

Please ensure your connection speed is 2 Mbps upload, 4 Mbps download or better.

You can test your Internet connection speed at SpeedTest.net.

You will not need to download specific software to participate in the event.

We’ll send you a web-link prior to the commencement of the event which gives you access to our online conference system called OnAIR, which is where you’ll watch and participate in the conference.

OnAIR:

  • Works most effectively when using the Google Chrome internet browser.
  • Integrates with Zoom which is fully embedded in a personal and secured environment.
  • Provides full online support before and during the event for attendees, speakers, session chairs and exhibitors.

It is recommended for optimal use of the platform to access the OnAIR portal on a PC and in Google Chrome.

Click the below image to install Chrome.

We generally use Zoom for the connectivity component of online conferences. Zoom makes privacy and security a top priority for all its users. Please click the link here to read more about Zoom privacy and security.

Our policy stipulates that at least one (1) presenter for each accepted abstract must be registered as a delegate for the conference.

If presenters remain unregistered, the presentation may be removed from the program.

If multiple co-authors are planning to attend the conference, each co-author must register individually.

If you have any technical questions prior to the conference, please contact mail@conferencedesign.com.au.

Video Presentation Tips

Some authors will have experience with creating video presentations, but for others, this may be their first time. Here are some important best practices to guide you in preparing your presentation.

Attention spans in a digital setting are very short, you have a relatively short time to communicate what is significant about your research or project., Make sure to refine your message, keep it clear, engaging, and on point. Focus on your study’s unique contributions and findings. Think of your presentation as an elevator pitch to a venture capitalist.

We recommend limiting the size of your slideshow to no more than 1 slide per minute, and preferably less if the information in your slides is difficult to understand at first glance.

Keep your slides clean and legible. Remember that videos are generally watched in smaller windows, or even on a phone or tablet. Thus, small fonts or screenshots may not be legible when displayed at this size. Focus on presenting key findings in bullet points instead.

Make sure to start your presentation with a title slide. This will have the title of your paper/presentation and include all contributing authors, with the presenting author highlighted. This should also serve as the thumbnail for your video (what virtual delegates see before they hit play on a video).

To help you achieve a seamless recording, we strongly recommend that you practise your presentation two or three times before recording.

It is also helpful to prepare a detailed script so that you can ensure that all key points and facts are delivered during your recording. This will allow you to articulate your message clearly, as well as cut down on errors and hesitations (umms and ahhs) whilst recording.

If you are using PowerPoint, there is the ability to use Presenter Coach to rehearse your presentation. Click here for more information.

If you choose to include a recording of yourself as part of your presentation, remember to look towards the camera and not down at your notes. Place your notes directly below the camera so that you can read them during your presentation whilst continuing to direct your gaze at the camera.

Delegates are more likely to be engaged for the full duration of your presentation if they feel they are being spoken to directly, rather than watching someone who is reading a script robotically and not looking at the camera.

Before you begin recording your final video, we recommend conducting a test recording to ensure that your audio is clear, with no echo or background noise. Audio is always clearer when using a microphone, whether that is through headphones with an inbuilt microphone or an external microphone.

Choose your recording space based on the amount of background noise there is. Avoid areas where you can hear traffic, the heating and cooling system, or voices from another room. While these may not seem loud to your ears, they can be very distracting in recordings.

Speaking in a clear, bright voice goes a long way in producing audio. Try to enunciate each word, but do not overthink, as it can make you sound robotic. You may even want to try smiling while recording, as this can make your voice sound a little more approachable. Additionally, be mindful of your pacing. Keep things steady without rushing or crawling at a snail’s pace.

Presenter Technology Information

Lightning Oral Presentations for the conference will be presented in the following format:

Pre-Recorded Video
Each presenter will prepare and upload a pre-recorded video. Please see below for further guidance on how to prepare your video.

You will need to take into consideration the following before starting a video recording:

  • What resources will you use to use to record your presentation? A webcam, slides with audio recording, or a combination of both?
  • Will you be using slides in your recording? If so, what software will you use?
  • Do you need to incorporate any other media into your recording (e.g. websites, videos, data files, etc.)?
  • Do you wish to be included in the video recording as audio-only, or audio and video? In other words, do you want your face to appear on the video recording?
  • Will you do a one-shot recording? (Hit start, record your presentation, and stop). Or, will you be combining the best parts of multiple recordings and editing out unwanted portions?
  • What is your skill level with using video recording software and technology? Will you need to ask for help?

Video Recording Recommendations

You can record your video using whichever software you feel most comfortable with. If you have little experience recording videos, below are two recommendations.

If you are already familiar with Microsoft PowerPoint, you can use it to record both audio narration and, optionally, a webcam recording of yourself superimposed on the slides.

Additionally, if you add your script to the Notes field, the notes will appear at the top of your screen (normally right below where the camera is located) to help you hold your gaze towards the camera.

The basic steps for recording are:

  • Go to the “Slide Show” tab.
  • Click on the “Record Slide Show” button and select “Record from Beginning”.
  • Use the “Settings” button on the upper right corner allows you to select your microphone and camera.
  • If you do not wish to be visible in the recording, you can turn off webcam recording using the little camera icon below your slides on the lower right corner.
  • Click “Record” on the upper left corner. PowerPoint will start a 3-second countdown and then start recording. The recording will automatically stop after your last slide.
  • Select “File” -> “Export” -> “Create a Video” to save your recording on your hard drive (We recommend a resolution of 1080p to make sure the quality is high enough. Please do not go lower than 720p).

For a more detailed information visit the below Microsoft Support links,

If you have created a Zoom account (including the free version), you can simply start a Zoom meeting and record the meeting to your local hard drive. The basic process is as follows:

  • Start a new Zoom meeting. “Exit Full Screen” if the meeting window has covered your whole screen by default.
  • If you are using a slide deck, open it in a new window. In PowerPoint, you can set the slide show to begin in a window (instead of taking up the whole screen) by following these steps:
    • Go to the “Slide Show” tab
    • Click the “Set up Slide Show” button
    • Select “Browsed by an Individual Window
    • Click the “From Beginning” button to begin the slide show
  • In the Zoom toolbar, click “Share Screen” and select the “PowerPoint window”.
  • Click Alt+R or “Record” in Zoom (it may be under the “More” button). The recording will begin immediately. Go through your presentation. When you are done, click the “Stop Recording” button, or the Alt+R key combination again.
  • End your meeting. Wait for the recording to be processed. It will be saved on your computer, and Zoom will open the folder with the recording.

Presenters will be asked to upload their presentation via a Dropbox/OneDrive link.

Presenters have the option to provide their slides as a PDF file for attendees to download before, during or after their presentation.

During the Conference

The Meeting Hub is a feature of the online system which allows you to engage in real-time discussions with other attendees.

When using Meeting Hub delegates can search for attendees, request meetings, and when accepted engage in a video conversation.

Reset/review your internet browser permissions for your camera and microphone. For example, in Chrome, you can click on the small lock icon to the right of the URL to check on these settings. Make sure you know where to find these settings before the first day of the conference.

Our Live Event Support Team is online and available for you at any time during the live event. If you have any questions or need technical assistance, click on the red Live Support icon in the top right of the screen.

Post-Conference

Your pre-recorded presentation/s will be available for delegates to view after the event. Any additional files authors choose to share will also be available to view during and after their presentation.

Access to the virtual platform is restricted to conference participants only and cannot be found by search engines.

During the registration process, delegates must acknowledge and agree to the virtual conference Terms & Conditions, which include strict rules around unauthorised photography and recording of conference material. While these measures can be taken, we cannot enforce this rule in an online environment. The assumption should be made that participants may indeed take unauthorised photographs, screenshots, audio, or video recordings, therefore you may wish to adjust the content of your presentation accordingly.

Still have some questions?

Please email us at mail@conferencedesign.com.au and we’ll be happy to assist.