VIRTUAL ORAL PRESENTATION GUIDELINES

IMPORTANT

The Presenter Acceptance Policy reflects the expectations of all presenters for this event.

Preparing for your presentation

The success of your online presentation is truly based on your dedication and investment. Whether you are a seasoned public speaker—online or to a live audience—or this is your first online speaking engagement, please read over these best practices for what to know before, during, and after your online presentation to make it a success.

Setup and Planning

The initial steps required to setup and prepare for an online presentation are often the most important. The more time you allow for preparation, the more successful your presentation will be.

Developing Your Presentation

Content

  • Make sure your presentation is geared toward your audience.
  • Make sure the information you present fits within the time frame allotted.
  • Polls should be created well in advance of your presentation.

Presentation Slides

  • When creating the presentation file, set font sizes, colors and styles using the slide master. Using this method ensures consistency and saves time when adding slides and making global changes to your presentation later.
  • The background and font colors should be contrasting colors for ease of readability; an ideal color combination is a white background with dark blue or black font.
  • Slides should include text talking points as well as some graphic images, if possible, while trying to maintain a balance between white space and text.
  • All text should use standard fonts without serifs (such as Arial) for readability, with font sizes no smaller than 16.

Practice/Rehearse

  • If you will be the only one speaking, practice your presentation.
  • Time yourself, then decide if you need to add or remove any content to meet the allotted time you have available.
  • If you are presenting with others, practice together; rehearse who is speaking and when.

Technology Requirements

Use the following recommended equipment and network connections.

  • Internet enabled computer (PC/Mac – Laptop or Desktop)
  • Hard-wired Ethernet internet connection
  • Back-up telephone (office phone or cell phone)

Webcam (can use laptop webcam—test BEFORE your presentation)

A headset with a microphone to ensure the best sound quality, if possible

Speaking Environment

Set up your required technology equipment in a quiet/secluded area.

  • Make sure this area has a door you can close to eliminate outside distractions or interruptions.

Eliminate distractions and prevent interruptions.

  • Turn your cell phone on vibrate or silent.
  • Notify the people around you that you will be recording a presentation.
  • Place a do not disturb sign on your door.
  • Stop all incoming calls to the main phone you will be utilizing (i.e., Do Not Disturb button).
  • Turn off all email, instant messaging, and social network notifications.

Have a glass or bottle of water nearby.

Presenting on Camera or Webcam

  • Have a solid-colored background behind you that is not distracting; black or navy blue is usually the best.
  • Wear appropriate neutral colored clothing; no bright colors, designs, etc.

Screen Sharing

  • Change your computer’s desktop background to a solid. neutral color.
  • Close all other windows being used to eliminate the possibility of participants seeing information you won't want them to see.
  • Test the websites/documents you will be sharing to make sure they are working.

Tutorial Resources

Download these useful resources to help you prepare.

Live Q&A Forum

Your pre-recorded presentation will be available for on-demand viewing prior to the start of the conference. Presenters will be scheduled with another presenter of a similar topic for a shared 15-minute LIVE Q&A Forum so they can interact with conference attendees.

Presenters will be required to join the Zoom Room 15-minutes prior to the start of the Q&A Forum to conduct a sound/webcam check with the facilitator of their session. Links and log in information to the conference platform and Zoom Room for the Q&A Forum will be shared closer to the conference start date.

Handouts

Presenters who want to provide a handout for virtual attendees to access can upload pdf material when they submit their mp4 recording. The deadline to upload handouts will be 17 November 2022. Handouts will be available on the Sigma Repository following the event with the presentations and abstract if the author has given permission to share.