Pre- Recording & ZOOM Scientific

Guidelines for Pre-Recorded Presentations: VIRTUAL Speakers and VIRTUAL Oral Presenters

This event 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 .

Pre-recording Your Presentation in Zoom

Deadline to Remit: One Week Prior to Meeting

Note: In order to record your presentation, you must first download and install the Zoom client: https://zoom.us/download.

  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 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 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 17 minutes for regular/contributed speakers and 25 minutes for keynote speakers (unless otherwise noted).
  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: .m4a, .m3u and .mp4 file.

Uploading Your Presentation to the Submission System

You will receive a link (https://wetransfer.com/) in an email from the meeting management.  Follow the instructions upload your presentation.  Be sure to record your presentation one week prior to the meeting. You are required to present either in a live presentation or submitting prerecorded content.

Presenting Remotely/LIVE

Use the instructions below to present remotely at the hybrid event/Webinar.

  1. If you have selected to present remotely, your presentation will continue as scheduled.
  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. At least a week prior to the scheduled dates, all presenters for that session will receive a ZOOM Log in link and Credentials message from the meeting secretariat. The Zoom link will be the same for all the presenters and it cannot be shared with the unregistered persons. 
  5. 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.
  6. If you are presenting live, you will “Share” your screen or document. Please ensure that your webcam is on so that attendees can view you during your presentation.
  7. Question and Answer session will follow your presentation. The session presider will read questions submitted by participants in the chat box if any.
  8. 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

  1. For instructions on creating a Zoom account, Click here.
  2. Test your Zoom connection ahead of time, especially your audio and video
  3. Ensure your microphone, headphone or speakerphone is near you. 
  4. Mute your Zoom session or phone when not in use.
  5. Avoid bright lights and windows behind you. 
  6. Good light in front of you (on your face) will provide for a better image.
  7. 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.

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