Live & On-Demand SessionPresenter Guidelines

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49th Annual Conference | Nov 11-13 | Convened Virtually

Table of Contents

• Pre-session Checklist

• Virtual Presentation Best Practices

• On-Demand Sessions: Recording in Zoom

• On-Demand Sessions: Uploading your Presentation

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Pre-session Checklist

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Ensure that you have all program and system updates installed

Use a wired internet connection, if possible

Turn off all programs except those needed to present and run your presentation

Prepare materials in advance for easy access to your presentation file while recording

Close your email application and turn off all notifications so you don’t receive alerts or notifications when recording

Test your display/screen to ensure the content that you are presenting is clearly legible

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• Make sure your background is clear, your face is well-lit, and there is no background noise behind you.

• Avoid backlighting and/or being too far from the camera.

• Test out different audio options; headphones with built-in microphones may provide a more clear recording.

• To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking.

Virtual Presentation Best Practices

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1. To pre-record your session, schedule a Zoom meeting with your co-presenters.

2. Identify who will be hosting and chairing* the session and recording the session, as well as the order of presentations. Upon recording, you will be prompted to select whether to save the recording to the cloud or to your computer.

3. Once recording begins, only the individual presenting should have their microphone and camera on. Click “Share Screen” and select the window you wish to share for your presentation. If your presentation includes a video, be sure to click on “Optimize Screen Share for Video Clip.”

4. After all presentations are complete, the host/chair will click “End Meeting.”

5. Once you have your recording, upload it to Youtube or Vimeo to submit to ARNOVA staff.

*Session chairs must be identified in advance to receive additional training. Session chairs should be assigned as the “Host” for the Zoom meeting in order to facilitate the steps above. If you are not able to identify a chair from within your session, one may be assigned to you. Please let us know in advance at conference@arnova.org.

Recording your Session in Zoom

mailto:conference@arnova.org

Uploading your Presentation

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YoutubeIf you do not have one, create a Youtube account. You can also synchronize Youtube with an existing Google account.

To upload a video: Click on the icon that looks like a video camera with a plus sign in the middle at the upper right corner of the screen and

select the option “Upload video.” Click “Select File,” then browse to where you have saved your recording On the next screen, title the video (e.g. last name of presenter and presentation title). Add a description (name of

presenter, presentation title, session title, AAG 2020 Virtual Conference…) Select a thumbnail, which viewers will see before playing the video. Under Playlists: Select “New Playlist” at the bottom of the menu. Title the playlist with the name of your session. Set up

your session as unlisted so your video will not appear in search results or on your channel. Then click “Create,” then “Done.”

Under Audience, select “No, it’s not made for kids”. If needed, set an age restriction. If desired, select “More options” to add tags, select video language, add subtitles, category, and comment visibility.

https://www.youtube.com/account

Uploading your Presentation

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VimeoLog in to your Vimeo account.

Click on the New Video icon at the top right-hand side of the window, which can be found next to your user and notifications icon.

Then, press ‘select files to upload’ to find the video file saved on your computer. Or, you can drag and drop it into the window.

Once you select a file, Vimeo will automatically upload you video and save it to your channel. While the video is uploading you have a set of optional settings you can add to your video.

• You can also set the privacy settings here. You may select the option “Only people I follow” and follow us here.

Title the video (e.g. last name of presenter and presentation title). Add a description (name of presenter, presentation title, session title, AAG 2020 Virtual Conference…)

https://vimeo.com/

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Have questions? We’re here to help! Join us on Monday, September 21

for our Presenter FAQ webinarOr contact Natalia Rivera, Events & International Programs

Assistant at conference@arnova.org

mailto:conference@arnova.org

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Slide Number 1Table of ContentsPre-session ChecklistVirtual Presentation Best PracticesRecording your Session in ZoomUploading your PresentationUploading your PresentationSlide Number 8Slide Number 9