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IEEE OnlineGreenComm Session Guidelines

Thank you for being a part of this IEEE online event supported by Bits On The Wire and vConferenceOnline for IEEE OnlineGreenComm 2013. The following information is an outline of the session guidelines and requirements for the upcoming event.

We are pleased to announce that this year's conference will be pre-recorded. This means presenters will be free to discuss their presentation's materials with viewers during the session. Pre-recorded sessions also allow for higher quality audio and video along with the opportunity for a more creative and engaging presentation. You will be provided with login access to a screen capture tool that allows you to create a recording of your presentation as a video file which will be sent in for upload to the online conference delivery platform.

Technical details for how to record are in a separate document titled, "BOTW Video Deliverables Requirements and Best Practices-SOM". Please request this document if you have not received it.

General Video Presentation Requirements

A presentation recording is defined as a beginning to end screen capture of both your slides and demos (if applicable) along with an audio recording of your voice. You have the option of using a webcam as an overlay on top of your screen if you wish. Technical details are in the "BOTW Video Deliverables Requirements and Best Practices-SOM" document". We encourage you to be creative with your presentation and use the SOM tool to its fullest capacity including webcam video. Viewers will appreciate being able to see you as you speak. Anything you can recreate on your screen can be captured with the SOM tool, with the exception of video clips. The SOM tool does not properly record video clip playback on screen with frame rates over 15 fps. If you have video clips you would like to include over your slides or webcam, you can send them alongside your captured presentation and we will edit them in for you. Please include notes on the time you want the video clip inserted and for how long.

Each presentation should be no longer than 20 minutes.

Please refrain from lengthy bios as your introduction. A short personal introduction is encouraged, but we want the content to be the primary focus. Your bio will be readily available to all attendees throughout the event.

Your PowerPoint slide deck aspect ratio should be setup as a widescreen format (16:9). You can do this by accessing the slide master view and clicking page setup. Default on most machines is 4:3 so you may need to change it to 16:9.

Always begin your presentation video with your title slide full screen for at least 3 seconds before you begin speaking. This is required for our play out functions to work properly.

If you're having trouble getting started (the intro is always the hardest) a sample introduction might go something like this... "Hi my name is ________. Welcome to the "IEEE OnlineGreenComm 2013 conference". In this session we're going to cover_________."

Consider recording your demos and other non-slide portions separately and then editing them in. This will avoid the ugly screen switch from PowerPoint slides to active desktop screen. See the best practices doc for help with recording in segments.

If you will be on camera, a headshot (shoulders up) is all that is necessary. Please consider your shirt selection. Avoid patterns. Solid colors are much more camera friendly. Collared polos or button-up dress shirts are preferred. Please avoid T-Shirts. See the "BOTW Video Deliverables Requirements and Best Practices-SOM" document for more detailed information.

Personal promotion and marketing is fine. It is perfectly acceptable for you to plug books, websites, organizations, companies, and any other projects you may be involved with at the end of the session.

When ending your session keep it simple. "Thank you for watching" is very common. Also, allow a few seconds of silence before you stop recording.

Test prior to recording your presentation

Please see the "BOTW Video Deliverables Requirements and Best Practices-SOM" document for recording setup details. In order to ensure quality standards, we request that you send a 1 minute test video of your recording prior to starting your full presentation recording.

e-mail and please include "IEEE Capture Test" in the subject line.

Make sure to show your slides, demo screen and webcam (if you are using one). We'll check video as well as audio and approve or let you know if there are any changes needed.

We are here to help so please contact us if you have any questions at all.

Thank you for participating!


Virtual Conference Presentation Tips for Improving the Spoken Word

  • Stand while you present since it gives your voice more energy. This will translate to a better and much more engaging virtual conference presentation for your audience.
  • Do not speak in the same volume you normally would for a phone conversation. Over-emote since presenting without an audience in front of you can dampen your delivery style.
  • When it makes sense, take advantage of opportunities to speak in the first person (using “we” instead of “you”). Putting yourself on the same side as your listeners, particularly with unfamiliar audiences, can provide another point of connection.
  • Plan for segments to solicit audience comments or questions about the content. Being flexible and customizing your material to address questions makes a strong impact.
  • Try to interpret the real meanings behind questions the audience raises. Absent visual cues, you have to be more perceptive to understand the question’s true nature. Answer what the person’s really asking, even if it’s not what they asked exactly.
  • Do not over answer questions. Answer briefly and if possible, check to see if you’re on target with how you’ve addressed the question.

Virtual Conference Presentation Tips to Maximize the Visual Impact

  • Reduce the number of words on your slides. Not showing every word you plan to say provides you more flexibility, reduces audience distractions, and points attention toward your spoken words.
  • Plan for people viewing the virtual conference in less than ideal conditions. Not every participant will have a state-of-the-art screen, so account for a relatively low common denominator. To prepare, print your slides 9 to a page. If you can’t read them at that resolution without squinting, don’t expect your viewers will be able to either.
  • Cover the headline on each PowerPoint slide and ask, “Can the audience get my point from the slide’s content?” Next, cover the content and ask, “Can the audience get my point from the headline?” Then determine, “Is the point consistent for both the headline and the content?” The right answer to all these questions is “Yes,” if you’re slide is a strong one.

A great way to practice for your virtual conference presentation is to record your presentation and listen to it. Hearing what is and isn’t working will help you deliver a more effective virtual conference presentation.

Here are some videos that give tips as well as some creative ideas to assist you in presenting the best video possible.

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