• An In-Person-Only Event
  • Technical Conference:  07 – 12 May 2023
  • The CLEO Hub: 09 – 11 May 2023

Oral Virtual Presentation Guidelines

CLEO Virtual Background l Pre-recording Your Presentation l Uploading Your Presentation l Zoom Practice Room l Presenting Remotely l Hints and Tips l Zoom Options for Participants l Helpful Zoom Links and Tutorials


CLEO:2022 will be presented in a hybrid format with the option for speakers unable to travel to the meeting to present remotely during their scheduled talk time. This format will be facilitated using the Zoom web conferencing platform.. If you have never used Zoom, instructions on creating an account and basic features are included in the Introduction to Zoom.


CLEO Virtual Background

Zoom wall paper

We encourage all speakers to use a CLEO Conference virtual background when presenting remotely—either live or in a prerecorded video. The Zoom web conference platform allows you to customize your virtual background in Settings/Virtual Background.

  1. Download the CLEO virtual background image or save the image displayed above (PC users: right click on image, then select "Save as"; Mac users: drag and drop image or CNTRL-click, then "Save Image As").
  2. Select the "+" button to add the CLEO wallpaper to your Zoom client.
  3. Select "Mirror my Video".

Note that virtual backgrounds work best when you present in front of a bare wall with no bright light behind you.


Pre-recording Your Presentation in Zoom

Deadline to Remit: 6 May

Note: In order to record your presentation, you must first download and install the Zoom client

  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 stopped before your conclusion.
  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

Your presentation can be uploaded by logging into the ScholarOne system using the same link that you used to submit. This link will also be resent to you in an email from the conference management with the instructions to indicate your preferred method of presentation and how to upload your presentation.  Follow the instructions below to upload your presentation:

  1. Be sure to record your presentation by 6 May.  In order for your paper to be published, you are required to present (either in a live presentation or submitting prerecorded content).
  2. Once the recording is complete, use the submission system link to log in.  Use the username and password used for your submission to sign in. Your username is generally your email address.  If you have forgotten your password you may use the forgot password function. Note: User ID and password are case-sensitive
  3. Once you log in, you should have a Message Alert on your welcome screen.  Select Respond to Meeting invitation.
    • If you do not have this alert, you can access your invitations manually. On the top navigation bar, from the Messages dropdown, select Invitations
    • If you do not see an alert box or any invitations in your Messages dropdown, contact cstech@optica.org and ask them to check your account. Be sure to include your presentation ID.
  4. Under ACTION on the left click on Select and select View or View & Respond
  5. Scroll down the page through the invitation message to the Questions & File Upload.
  6. Respond to the presentation options. If your planned presentation method changes at any time prior to your presentation, you may log back in to the system (Steps 3-5) to update it.
  7. Upload your presentation
    • Click on the 1. Select File button
    • Browse and select your presentation (recording should be an .mp4 file)
    • Click on the 2. Upload Selected File button. Depending on the size of your file, the upload may take some time, so be patient.
  8. Hit the Save button after you upload the presentation. Your screen will not close, but your activity will be saved. 
  9. On the bottom right-hand side of the invitation, select Accept Invitation. This will indicate in our system that you have completed the survey. 
    • The Accept Invitation button will only be displayed once. After the first saved activity, it will no longer be displayed.
    • You may update your presentation preference, upload and/or update your presentation files at any point. 


Presenting Remotely

Use the instructions below to present remotely during the Hybrid Conference.

  1. Your talk will continue as scheduled. 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 in person or live remote.
  4. Each session will be presented in its own unique virtual conference room, to accompany the physical meeting 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.


Zoom Practice Room

Prepare for your Zoom presentation in a stress-free environment. Use the Zoom Practice Room to rehearse, including sharing your screen, giving your presentation, advancing your slides and testing your mic and speakers for optimum participation during the meeting. CLEO staff will be available to assist and answer questions. Zoom practice room hours are listed below.

Date Times
Friday, 13 May 07:00 PDT (UTC -7.00)
13:00 PDT (UTC -7.00)
Monday, 16 May 07:00 PDT (UTC -7.00)
13:00 PDT (UTC-7.00)
Tuesday, 17 May 07:00 PDT (UTC -7.00)
13:00 PDT (UTC -7.00)
Wednesday, 18 May 07:00 PDT (UTC -7.00)
12:00 PDT (UTC -7.00)


To access the Zoom Practice Room during the hours of operation listed above, click here.

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
Audio/Video Testing
Screen Sharing a PowerPoint Presentation