• Technical Conference: 

    9 - 14 May 2021

  • Exhibition: 

    11 – 13 May 2021

Virtual Conference: Presentation Guidelines

Pre-recording Your Presentation l Uploading Your Presentation l Presenting Remotely l Hints and Tips l
Zoom Options for Participants l Helpful Zoom Links and Tutorials

Pre-recording Your Presentation in Zoom (Deadline to Remit: 4 May)

The 2020 CLEO Conference will be presented using the Zoom web conferencing platform. If you have never used Zoom, instructions on creating an account and basic features can be found here. In order to record your presentation, you must first download and install the Zoom client. Below you will find instructions to pre-record your presentation. Recordings should be uploaded by 4 May.


Zoom Recording Instructions

  1. Open Zoom. In your profile, click "Settings", then "Recordings". Be sure that Local Recordings is on.
  2. At the upper right corner, it will say “Host a Meeting”. Click on “Host a Meeting with Video”, and follow the instructions to download and run Zoom or wait for the meeting to generate.
  3. Be sure that your audio and video are both on and working. The video is required in order to ensure a high-quality experience for the audience.
  4. The size of the webcam will be 224x126 pixels in the upper right corner.  Once you start screen sharing, your video will move to the upper right-hand corner and may potentially cover text or images.  Please adjust your presentation accordingly.
  5. Become familiar with the Zoom tools available at the bottom of your screen.We encourage the use of the embedded laser pointer during the recording. For an example of a good recording, view the OFC tutorial, which has been made open access, thanks to the instructor.
  6. Press the “Record” button.Select “Share Screen” and begin your presentation. As a reminder, your presentation should not exceed 12 minutes for contributed and 25 minutes for invited (unless otherwise noted).If your presentation exceeds these time limits, it may be edited after receipt.
  7. Once you have finished your presentation, you can select “Stop Record” and then end the meeting, or simply end the meeting--which will stop the recording. It will begin to convert your video to your local system into three files: an .m4a, .m3u and .mp4 file.

Uploading Your Presentation to the Presentation Module

Follow the instructions below to upload your presentation.  A individual presentation link will be sent to you by email by 1 May.

  1. Be sure to record your presentation by 4 May. In order for your paper to be published, you are required to present (either in a live presentation or submitting prerecorded content). If you are unable to make this deadline, please inform cstech@osa.org as soon as possible with the date by which your presentation will be available, and we will do our best to ensure the presentation is reviewed for quality.
  2. Once the recording is complete, you will see three different files: .m4a, .m3u, and .mp4. You will only need to upload the .mp4 file as that file incorporates Audio, Camera and Content Slides (PowerPoint) all in a single file.
  3. You will receive an email by 1 May with instructions for uploading your presentation to CCR, our official audiovisual provider. Utilizing the same instructions, you will be able to upload the .mp4 Zoom recording file. Depending on the size of the resulting file, this may take some time, so be patient as the file uploads. If you have not received this email by 1 May, please contact cstech@osa.org, and confirm  the email address these instructions should be sent to. 

Presenting Remotely

Use the instructions below to present remotely at the Virtual Conference.

  1. Your talk will continue as scheduled. As with a physical meeting, each session will proceed in the order identified and maintain the schedule.
  2. Each talk will be comprised of a presentation and subsequent, dedicated Q&A.
  3. Management staff and the presider will manage the order of the presentations and will initiate the playback of any presentations not given live.
  4. Each session will be presented in its own unique virtual conference room.
  5. At least one day prior to the scheduled session, the presider and all presenters for that session will receive a message from the virtual conference room that contains the connection information.  The Zoom link will be unique to each presenter for each session and cannot be shared. 
  6. In preparation for the meeting, please download the test via the Zoom Test site (https://zoom.us/test).  For the best experience, please use your webcam and test your audio.  Note:  For audio connection, you can use your computer audio/VOIP or dial in using the toll or toll-free numbers provided in the invitation. 
  7. If you are presenting live, you will “Share” your screen or document.Otherwise, the room moderator can set this up on your behalf. Please ensure that your webcam is on so that attendees can view you during your presentation.
  8. Question and Answer session will follow your presentation. The session presider will read questions submitted by participants.
  9. Please plan to join the meeting 15 minutes early in case there are any issues that need to be worked out.

Hints and Tips for a Successful Presentation

  • For instructions on creating a Zoom account, Click here.
  • Test your Zoom connection ahead of time, especially your audio and video
  • Ensure your microphone, headphone or speakerphone is near you. 
  • Mute your Zoom session or phone when not in use.
  • Avoid bright lights and windows behind you. 
  • Good light in front of you (on your face) will provide for a better image.
  • Test any virtual backgrounds that you may be utilizing to ensure there are no video irregularities.

Zoom Options for Participants

As a presenter or attendee, when you first connect to a Zoom room to participate in a session, you will be presented with the option to download and use the Zoom client. CLEO Management recommends using this full client version for the best viewing experience. However, we recognize that some organizations may prevent staff members from downloading and using it.

As an alternative, participants can opt to join via a web browser only. If choosing this option, you should use the latest versions of Google Chrome, Firefox, Microsoft Edge or Safari. Internet Explorer is not supported.

Presenters, please note that the web browser option is only if you are presenting your talk live. If you are using Zoom to record your content in advance, you must use the Zoom client or choose another recording method.

Helpful Zoom Links and Tutorials

The following links and documents may be useful as you prepare for your virtual presentation

Creating a Zoom Account
Screen Sharing
Recording
Audio/Video Testing
Screen Sharing a PowerPoint Presentation

 

 

 

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