Please find all of the information and resources you will need to prepare for presenting at an ASCB meeting.

Instructions to Record and Upload Your Presentation

Pre-Recorded Talks

Format

Recordings should be in MP4 format, with a resolution of 1920 x 1080. View instructions on how to create your narrated presentation by clicking the appropriate links below:

Length

Narrated talks should be recorded under the length of time provided to you in your emails from ASCB. If your talk goes over the time limit, you will be asked to re-submit your talk. If you are unable to reduce your time, you risk potentially having your talk cut off or reducing the time for your Q&A (if applicable). If your talk is shorter than the time allotted, the additional time will be used for your Q&A (if applicable).

Disclosures & Conflicts of Interest

Any disclosures or conflicts of interest, should be acknowledged during your presentation on either your second slide (after your introductory slide) or last slide.

Uploading Presentations

ASCB’s AV provider, Projection Inc., will collect all pre-recorded talks and display them during the live meeting.

Please refer to your emails from ASCB for specific video upload links.

Speaker Guidelines – Best Practices for Pre-Recorded Talks, Live Q&A, and Live Presentations

  • Be sure your computer meets the minimum system/technical requirements for the virtual platform (see above). If at all possible connect your laptop through a hard-wired Ethernet LAN since wi-fi can be less reliable.
  • Sit in a comfortable position and ensure you are centered in the webcam view. The webcam should be at, or slightly above your eye level.
  • Ensure the framing of your face in the webcam is appropriate and there is not too much “head space” (space above your head) or you are not too close so your head is cut off in the view.
  • Think about what is behind you. Choose a professional and neutral background where there is little to no possibility someone may walk behind you. A bookshelf, solid wall, or home office environment works well.
  • Lighting is very important. Computer screens typically give off a blue light. Make sure any light source in the room is in front of you (behind your laptop screen). This can be a lamp or a window. Make sure there is no light source behind you because it will make your face appear dark in the camera.
  • Avoid wearing pure white clothing because it can make you appear overexposed. Do not wear checkered or highly patterned items because they usually do not look good on a webcam. Solid colors other than white and in contrast to your background work well.
  • Look directly into the camera as much as possible if there is a video aspect to your presentation. This makes the virtual audience feel as if you are talking directly to them and will help engage them. People tend to look at their screen to see a video of themselves while presenting and it makes it appear as if they are looking down and not making eye contact. If you find yourself looking at your screen instead of the camera, position the video of yourself on the computer screen as close to the webcam camera as possible. You can also put a photo of family, pets, etc., right next to the camera to remind you to look up at the camera.
  • If you wear glasses, they will reflect what is directly in front of you into the camera. Tilt your head slightly or adjust your glasses to eliminate this effect.
  • During the recording or the live presentation/Q&A, eliminate any background noises and mute any telephones or other devices and computer notifications (e.g., new email notification sound), so they will not provide a distraction during the recording or live talks/Q&A.
  • Optional: We recommend using a USB headset during your presentation so that the microphone will be close to your mouth and background noise will be reduced compared with your computer’s built-in microphone.
  • If you are presenting live or doing a pre-recording, relax and take a few deep breaths before starting your presentation. The audience is interested in what you have to say, but you will not receive the same social cues that you would in an in-person event.
  • Build in natural pauses in the content to allow the audience a moment to interpret an important point.
  • Don’t rush your presentation, but also do not stay on any one slide too long. Ensure the presentation is engaging.
  • Do not use build slides (a slide that starts with the first major bullet point and shows more major bullet points as the presentation proceeds) or animated transitions during your presentation. They will not have the same impact in a virtual setting and can appear distorted to the audience.
  • Familiarize yourself with how you’ll look on the webcam by recording a 30-second video of your talk and watching it. Using these tools you can get used to presenting “live”:
  • Windows 10: Click Start and scroll down to choose Camera. On the right you’ll see a camera icon and the option to “Take a Video.” Click this to begin recording and then click stop when finished. A thumbnail will appear at the bottom of the screen. Click the thumbnail to view the video you just made.
  • Macintosh: Open the Photo Booth application and click the video icon in the lower left. Click the red button with camera icon to begin recording, then click to stop when finished. Double-click the thumbnail to view the video.
  • Keep a glass of water nearby and take a drink during a natural pause in your talk if your throat becomes dry.

Day of Presentation Information for Speakers and Moderators

  • Check your internet connection
  • Make sure you can access the virtual platform. Log in well in advance. Instructions to access the platform will be provided via email.
  • Check your laptop/computer microphone and video.
  • Remove distractions
  • Mute anything that may buzz or beep, turn off your email pop-ups, etc.
  • Plug in laptop power source to avoid a dead battery.
  • Wear solid colors or jewel tones. Navy looks better than gray or black. Avoid strips, small patterns, or wild patterns.
  • Speak straight into your camera. Your webcam should be at eye level.
  • Try to ensure your background is plain and not distracting. Make sure that you are not sitting with a window or light source behind you.
  • Wear a headset for the best audio and change your computer’s audio settings to be input and output through the headset and it’s mic if you do this.
  • If sharing internet with others, ask them to minimize their internet use during your presentation. Turn off any devices you do not need during the live event to avoid low internet connectivity.

Questions?

Contact us about registration at ascbinfo@ascb.org.

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