Convention 2023
Convention 2023
Convention 2023



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


  • Make sure your presentation is geared toward your audience.
  • The information you present should fit within the allotted time frame of 5-minutes or less.

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.
  • Limit animations.
  • If using animation, be sure that animation is timed, and transitions do not occur on the click.
  • All presentations will need to be uploaded to the "Speaker's Corner" no later than 11:59 p.m. (2359) Eastern Time on Wednesday, 16 August 2023.
  • If unable to upload the presentation, contact to make arrangements.


  • 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.
Guidelines for Including Audio Recording File
  • Record your 3-5 minute presentation as if you were presenting in-person. We recommend using the recording feature through PowerPoint.
  • Before recording, make sure your microphone is plugged in and ready to record.
  • To record narrations in PowerPoint, find the Slide Show tab on the ribbon. Click on the Slide Show tab to change the available option.
  • Click Record Slide Show and a new window will pop up with two options to set before you start recording. Leave both options checked and click Start Recording.
  • Recording will start immediately. The recording may be a maximum of 5 minutes long. You can see the length of time recording on the screen.
  • When you have finished, click the X button on the upper right corner of the Recording window to complete the audio recording.
  • Export the PowerPoint as a video. Please save your mp4 file like so: Abstract Number_Your Last Name_Virtual Rapid Presentation
    Be sure that when you save the "Use Recorded Timings and Narrations" option is selected. Verify that the file will save as an mp4 file before saving.
Best Practices and Tips When Recording

Creating good quality audio is all in the details. Please follow the steps below to ensure your audio is clear.

  • Find a quiet place where you can control the environment.
  • Mute computers, cell phones, etc.
  • Avoid public areas where background noise may be present.
  • Be prepared and have an outline of what you want to say.
  • Speak 6-12 inches away from the microphone.
  • Maintain the same distance from the microphone throughout your recording.

Rapid Presentation Round Recommendations

  • Be engaging and draw the attendees in with the presentation.
  • Your audience will be multinational. Be sure to explain/define any slang terms, acronyms, etc.
  • Be aware of the time limitation of no more than 5 minutes.
  • If using a PowerPoint presentation, make sure that your present the information in a clear, consistent way with font size that is easy to read (no smaller than 24-point).

Tutorial Resources

Download these useful resources to help you prepare.

Live Discussion

The recorded presentation will be available at the scheduled time. After the rapid presentations, the presenters will be able to interact with participants in a discussion-type format via a Zoom Room.

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


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 16 August 2023. Handouts will be available on the Sigma Repository following the event with the presentations and abstract if the author has given permission to share.