2021 Presentation Guidelines For Research Reports (Oral Presentations)

Overview

2021 Presentation Guidelines for Research Reports
Oral Presentations

We offer the following to allow for a wide range of presentation experience. These guidelines are intended to aid you in a successful presentation at the Virtual ASEV National Conference.

REGISTRATION

  • It is necessary to pre-register for the ASEV National Conference. Click here to register for the conference through June 15. Registration is not complimentary. We extend our pre-registration member rate of $200 USD to all presenters through June 15. However, ASEV Student Member presenters are entitled to complimentary conference registration (General Registration, Tuesday through Thursday). If you are not an ASEV member, we encourage you to join.

PRESENTATION FORMAT

  • All presentations will be pre-recorded by the presenter and available at the time listed on the daily schedule.
  • Click here for instructions on how to record your presentation using Zoom.
  • Submit a .mp4 file to us by June 1. Click here to upload.
  • Presentations will remain on the virtual conference platform through the end of the conference and then three weeks after the conference, July 16

CONTENT

  • You will be presenting a brief summary of your research with results and conclusions as applicable. This should be directly related to the information as submitted in your abstract.
  • Keep the description of the methodology as brief as possible. A clear message conveyed to the audience is essential to ensure they benefit from your research presentation.

TIME ALLOWANCE

  • Each presentation shall be a maximum of 20 minutes. However, flash talk presentations should be a maximum of 3 minutes. Make sure you leave enough time for the summary and conclusion. We will not offer Q&A since the presentations will be pre-recorded. However, attendees can use the “Drop Business Card” feature to email you questions.

TECHNOLOGY

  • CAMERA & MIC: Most laptops have a built-in camera and microphone you can use to record your presentation; no special equipment necessary. If you have a headset, you are of course welcome to use it. Please make sure any equipment is fully charged, or plugged in.
  • BROWSER: We recommend using Chrome (version 30+), Firefox (version 27+) or Safari (version 7+)
  • CONNECTION: Optimal bandwidth for streaming web presentations is 3+ Mbps “up” (minimum bandwidth required is 1.5 Mbps “up”). Test your bandwidth here: speedtest.net
    • If speedtest says your bandwidth is too low, try a different room closer to your router, or using an ethernet cable for a hardwire connection instead of wifi.
    • Don’t compete for bandwidth during your presentation.
    • Shut down or log out of applications you don’t need while you are presenting. Ask others in your household to take a break from streaming and gaming applications for a little while.
  • ZOOM: If you have never used Zoom before, or its been a while, download the zoom client for meetings here: https://zoom.us/download#client_4meeting. You can then join a test meeting to check your audio and video settings: https://www.zoom.us/test?zcid=1231.

SCENE AND BACKGROUND

  • WARDROBE: Dress for your virtual presentation the same way you would for a live presentation. If you would present in a suit jacket, put one on. Avoid clothing with intricate patterns, a sheen, or deep V necks that could be unflattering on camera. 
  • LIGHTS: The best lighting is soft, not glaring, and placed between 10 and 2 o’clock in front of you at eye height. One or two small lamps on either side of your computer, positioned just behind the camera, works well. Avoid having a window or other light behind you – which will cast your face in shadow. If possible, also avoid lights directly overhead, which will also give some unflattering shadows.
  • CAMERA: Position your camera at or just above eye level. This may mean grabbing some books or boxes to prop up your laptop. Even better, if you have room to stand to deliver your presentation – just as you would at a podium in the session room – it will change your posture and open your chest for a better delivery.
  • SOUND: Don’t have multiple sources of audio during the presentation. We recommend using the computer audio; if the sound check shows this is working fine, there is no reason to also connect by phone. We also recommend disconnecting any external speakers, which can cause echo.
  • BACKGROUND: We DO NOT recommend using Zoom’s built in “virtual backgrounds” feature. Instead, keep it simple: pick a spot in your home with a clean, uncluttered background. Bookshelves, plants or decorated walls are fine and will not distract.

DURING THE PRESENTATION

  • GET COMFORTABLE: Find a comfortable seated or standing position that you can stay in for a long period of time to avoid shifting or fidgeting too much. Have some water close by, in case your throat gets dry, but avoid food during the video.
  • DO NOT DISTURB: Before you start your presentation, turn off or silence your phone and close any applications on your computer that may have popup notifications. Also make sure to close out of other programs that might use your camera, microphone or speakers, and let other members of your household know your schedule to minimize disruptions and background activities.
  • ADJUST YOUR DISPLAY: Once you start sharing your screen, we suggest that you drag your video screen over so it is right under your camera (that way it looks like you’re looking there) or hide yourself so you aren’t distracted. 
  • NOTES: If you have notes or a script to follow during your presentation, keep them as close to eye level as you can, so your focal point stays close to the camera.