Online Oral & Lightning Talk Presenter | Guidelines

Thank you for presenting at the 2021 Online C3DIS!

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

To assist with the successful planning of C3DIS Online and ensure the smooth delivery of your presentation, we kindly ask all pre-recorded presentations to be uploaded prior to 28 June

ORAL PRESENTATION VIDEO UPLOAD

.MP4 FILE - DUE 28 JUNE 2021

UPLOAD YOUR PRESENTATION

Ensure your presentation is uploaded no later than 28 JUNE 2021

LIGHTNING TALK VIDEO UPLOAD

.MP4 FILE - DUE 28 JUNE 2021

UPLOAD YOUR PRESENTATION

Ensure your presentation is uploaded no later than 28 JUNE 2021

PRESENTER TOOLKIT AND TIPS

FAQ'S, TECH INFORMATION, TIPS & TRICKS

Oral presentations will consist of a 15 minute pre-recorded presentation, followed by 15 minutes live facilitated panel Q&A with all presenters from your session and your Session Chair. 

You can 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 visit the Presenter Toolkit via the link above.

Presentation recordings should be no longer than 15 minutes in duration.

Presenters are required to upload their presentation as a single MP4 file via Drobox no later than Monday 28 June.

This will allow us time to check your file 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

Lightning Talks will consist of a 5 minute pre-recorded presentation, followed by live facilitated Q&A with all presenters from your session and your Session Chair.

You can 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.

Lightning Talk recordings should be no longer than 5 minutes in duration.

GATHER.TOWN

Lightning Talks will be featured as part of the Gather.Town function, programmed for 15:15 – 16:15, Tuesday 6 July.

There is no additional preparation required by presenters to have their Lightning Talk included in the Gather.Town function. The Conference Managers will upload a copy of your talk prior to the start of the function.

During the Gather.Town function, we recommend spending some time standing near your presentation so you can talk with delegates.

The Gather.Town function is free to attend for all C3DIS online delegates, however registration for the function is required.

If you have not registered for the Gather.Town function, please contact mail@conferencedesign.com.au.

For more information about Gather.Town please visit https://gather.town/

Presenters are required to upload their presentation as a single MP4 file via Drobox no later than Monday 28 June.

This will allow us time to check your file 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

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 15 minutes (for orals) or 5 minutes (for lightning talks).

If you go over time you will be required to edit and re-submit by the deadline.

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 in an MP4 format.

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

Visit the Presenter Toolkit

DUE MONDAY 28 JUNE 2021

Recordings must be provided to Conference Design:

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

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.

DUE MONDAY 28 JUNE

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

Presenters will have access to the online conference portal approximately one week prior 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
  • Preview your pre-recorded presentation (if applicable).

We want to ensure a quality online experience for presenters and delegates at eResearch Online. Recording presentations provides the following benefits:

  • Smooth technical delivery – lower reliance on the performance of technology, IT infrastructure, live streaming platforms and internet provides a reduced risk of technical issues at the time of the conference.
  • Increased number of presentations at the conference – asking presenters to pre-record their presentations means we are able to accept more submissions for the conference.
  • Accommodate various presenter skill levels – pre-recording allows everyone to practice their presentation and get it “just right” for the conference.
  • Accommodate various online presentation experience levels – presenting online is new for a lot of people and we want to make sure delivery at the time of the conference is simple and smooth for all presenters. Pre-recording means the “hard part” is taken care of prior to the conference for presenters. At the time of the conference you can watch your presentation via the presenter view as its streams to attendees and review and respond to questions coming in via the Live Q&A chat box.
  • More time for Q&A and audience interaction – pre-recording means you have more time to answer delegate questions throughout your presentation and participate in the discussion forum.
  • Opportunity for creativity – pre-recording can allow presenters to get creative with their content beyond what can potentially be delivered at a face-to-face conference; this is a great opportunity to try out new things for your presentation at low risk!
  • Quality control – pre-recording allows quality control, so if lighting/audio isn’t up to scratch, or a presenter uses the wrong aspect ratio (such as portrait instead of landscape) then these issues can be rectified well before the broadcast.
  • No interruption to your presentation – the online conference software runs to strict timings and closes each session exactly as listed in the program. Pre-recording ensures everyone keeps to their allotted time and no-one misses out due to earlier presentations running over time.
  • It’s great for time zones – pre-recording means people from around the world can still have their presentations included in the program without the need to present early morning or late evening.

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).
  • 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 15 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 following the conclusion of the last presentation in your session and 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 session, 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

ABOUT AeRO

AeRO is the industry association focused on eResearch in Australasia. We play a critical coordination role for our members, who are actively transforming research via Information Technology. Organisations join AeRO to advance their own capabilities and services, to collaborate and to network with peers. AeRO believes researchers and the sector significantly benefit from greater communication, coordination and sharing among the increasingly different and evolving service providers.