Information for Authors and Presenters

Important Dates: 

Final Presentation Upload Deadline (Oral and Poster): 11 June 2021

Deadline to register as a presenter: 11 June 2021

Deadline for Supplementary Information: 23 July 2021

Oral Presentations:

What To Expect During 5 minute Live Presentation Time:

  • Your live presentation time will be 5 minutes long. You will have 5 minutes to answer questions about your abstract from the live audience and your pre-recorded homework video file. While you are speaking, a summary slide will be shown by tech support via screen share. These live presentation sessions will take place using Zoom Webinar, which will be accessed through the Virtual Meeting Platform.
  • When you are scheduled to present you will join the meeting through the platform and be directed to the presenter side.
  • Plan to be unmuted and have your webcam on while presenting.

What to Prepare:

  • Summary Slide (Required)
    • Please upload one (1) slides per 5-minute presentation. This will be shown on the screen during your live presentation time.
    • Summary Slides should be in one of these three formats; PPT, JPEG, PNG 
    • Summary Slides should be no larger than 2GB.
    • We will provide you with a link for uploading. 
  • Pre-recorded Homework Video File (Optional)
    • The full presentation of your abstract that you would have given at an in-person meeting. 
    • This recording should include slides and your voice. It should be no longer than 15 minutes. 
    • Pre-recorded content should be in MP4 format
    • Pre-recorded content should be no larger than 2GB.
    • We will provide you with a different link for uploading this file. Other supporting content can be uploaded here as well.
  • Extended Abstract/Supplementary Information (Optional)

Please Note:

  • The deadline to upload an Extended Abstract is 23 July 2021.

Poster Presentations:

Your live poster session will take place entirely in the “Poster Hall” of the virtual platform, and will focus on Q&A with attendees. During their designated poster session each poster presenter will have a Zoom Room available to discuss their presentation. Screenshare will be available during this live presentation time. Prior to and after their designated poster time presenters will be able to use the text and video chat function to further discuss their presentation. Attendees will have already had the opportunity to view your poster PDF and the optional video as homework prior to the session, so they should be prepared with questions to ask you. 

What will I present?

  • All poster presenters are required to upload a pdf of their poster and are encouraged to upload a pre-recorded presentation up to 10 minutes about their poster. 
    • All pdf files should be 200MB or less.
    • Pre-recorded content should be in MP4 format 
    • Max file size for pre-recorded content is 2GB 
    • You will receive a form from the platform that you can use to submit these files.

Need help during the poster session?

Poster Times:

Poster Session 1: Monday, 21 June 2:00pm-3:00pm (EST)

Poster Session 2: Tuesday, 22 June 2:00pm-3:00pm (EST)

Poster Session 3: Wednesday, 23 June 2:00pm-3:00pm (EST)

Online Resources:

Examples:

Tips for your Poster PDF:

  • Place the title and name at the top center of the poster
  • Keep it simple
  • Make sure it has a logical flow
  • Use color, graphics, charts, and photos
  • Key points should be in large type
  • Do not try to tell the entire story on the panel
  • Save some key points for the one-on-one discussion
  • Avoid the following color combinations: Green & Red; Green & Brown; Blue & Purple; Green & Blue; Light Green & Yellow; Blue & Grey; Green & Grey; Green & Black

Recording your Presentation

Screen Recorders are able to record your webcam along with your recording. We Recommend these screen recorders will do an excellent job of recording your slide presentation:

  • For Mac:
    • Use the screen recording feature built into QuickTime Player, and send us the recording as a Quicktime (.mov) file
    • Use the screen recording feature built into Keynote (included with most Apple devices), and send us the resulting M4V file. To edit the recording created with Keynote we recommend iMovie (included with most Apple devices). Please save your file as: Resolution:1080p, Quality: high, and Compress: Best Quality and send us the MP4 recording.
  • For Windows:
    • Use Flashback Express (very easy to use, free forever), and send us the Flashback (.fbr) file.
  • For Windows or Mac:

Recording with TechSmith Snagit Application

If you would like to record your webcam along with your recording we only suggest doing so using the TechSmith Snagit application and following the instructions provided below. You may, of course, also use this application when recording your presentation without your webcam (more non-webcam application options will follow). When recording with QuickTime we instead suggest that you simply include a good photo or video of yourself as part of the first and last slides in your presentation. Your physical presence will be missed at the meeting. But if the audience can see your face at the beginning and at the end of your talk, and if the audio quality of the recording is good, then it will almost feel to them as if you were there for a short while. You can record these short videos using TechSmith Snagit.

  • Recording with Snagit: IMPORTANT: Do not record your screen with a higher resolution than 1920 x 1080. If your computer's resolution is higher than that, please change this to a maximum of 1920 x 1080. Instructions for changing computer resolution in Mac and in Win 10.
  • When you start the Snagit Application you will see options on how you would like to record:
    1. Click the Video button on the bottom left corner. For Mac: click Capture button in the top left, then a box appears on the top right, here you can click "Video" and change the selection to "full-screen".
    2. Selection setting should be "Region". For Mac: leaving this as full-screen yielded best results.
    3. Share setting should be "None"
    4. Webcam should be turned off. You can turn it on during your presentation at any time if you like.
    5. Preview in Editor should be ticked in the on position.
    6. Capture Cursor should be ticked in the on position.
    7. Record Microphone should be turned on, click the arrow to ensure the correct microphone is selected.
    8. Optionally, if you have audio in your presentation (perhaps from an embedded video or YouTube link), Restore System Audio should be ticked on.
  • Capturing your video with Snagit:
    1. Press the red circular capture button.
    2. Press the "F" key on your keyboard to record the fullscreen. For Mac: does not apply in Mac.
    3. Press the record button on the toolbar.
    4. Optionally, while recording you can click on the video icon on the small grey Snagit toolbar to record your webcam video. For Mac: in order to turn your webcam on during your presentation: bring your cursor to the lower right and hover over the person icon, it will read "Switch to webcam", click. To switch back to recording the presentation on your screen: hover over the same icon, it will read "Switch to screen", click.

Recording with Zoom

Setting up with Zoom:

  • IMPORTANT: Do not record your screen with a higher resolution than 1920 x 1080. If your computer's resolution is higher than that, please change this to a maximum of 1920 x 1080. Instructions for changing computer resolution in Mac and in Win 10.
  • When you start the Zoom Meeting Application, you will see a settings wheel icon in the top right of the application window:
  • Click the Settings button.
  • Click the "Video" menu on the settings column on the left hand side of the screen.
    • If you would like to record your webcam along with your presentation, Uncheck "Turn off my video when joining meeting".
    • If you don't want to record your webcam along with your presentation, Check "Turn off my video when joining meeting".
  • Click the "Audio" menu on the settings column on the left hand side of the screen.
    • Check your speaker and microphone to make sure you can hear yourself in your microphone. Ensure the correct Speaker and Microphone is selected in the dropdown list if you have trouble hearing yourself.
  • Click the "Recording" menu on the settings column on the left hand side of the screen.
    • Make note of the location where your Zoom recordings are stored, you can change this by clicking the "Change" button.
    • Optional: There is an option to choose where to store your recordings after each meeting ends.
    • If you would like to record your webcam along with your presentation, Check the "Record video during screen sharing" checkbox, this will reveal another checkbox "Place video next to the shared screen in the recording", check this checkbox as well.
    • If you don't want to record your webcam along with your presentation, uncheck "Record video during screen sharing."
  • Close the Settings window.

Recording with Zoom:

  • Click the "New Meeting" button on the Zoom Meeting Application home screen.
  • Click the "Join with Computer Audio" button.
  • Click the "Share Screen" button on the bottom of your screen.
  • Ensure "Screen" is highlighted in blue.
  • Check the box "Share Computer Sound" in the bottom left corner.
  • DO NOT check the box "Optimize Screen Sharing for Video Clip" this will prevent you from recording your mouse activity and your Webcam.
  • Click the "Share" button in the bottom right corner.
  • To begin recording there are several ways to do this depending on the type of computer you have:
    • On Windws PC we recommend this for a smooth recording: Press and hld down ALT + R to start the recorder. To pause recording at any time press and hold down ALT + P. To unpause the recording press and hold down ALT + P again.
    • On Mac we recmmend this method for a smooth recording: Press and hld Shift + Command + R to start the recorder. To pause recording at any time press and hold down Shift + Command + P. To unpause the recording press and hold down Shift + Command + P again.
    • Alternate methd on Mac or PC that may require video editing afterwards: Drag yur mouse to the Zoom Meeting Control panel. Hover over the "more" menu and select the "Record" option.
  • If you selected to record your Webcam, you can hide the webcam while you give your presentation at any time by hovering over the webcam video and clicking the grey minimize button. The webcam will disappear and will now only be a small black bar. You can show the webcam again by hovering over the black bar and clicking the grey maximize button. note: Whenever you hide the webcam video it will disappear in the recording, whenever the webcam is visible you will see it in the recording in it's own area outside of your presentation. So at no point in your presentation recording will the presentation be obscured by your Webcam video.
  • When you are finished with your presentation there are several ways to stop recording and they depend on the type of computer you have:
    • On Windws PC we recommend this for a smooth recording: Press and hold down ALT + R to stop the recorder.
    • On Mac we recommend this method for a smooth recording: Press and hold Shift + Command + R to stop the recorder.
    • Alternate method on Mac or PC that may require video editing afterwards: Drag your mouse to the Zoom Meeting Control panel. Hover over the "more" menu and select the "Stop Recording" option.
  • Drag your mouse to the top of the screen and click the red "Stop Share" button.
  • Click the red "End Meeting" button in the lower right corner of the screen.
  • Click end meeting for all.
  • Wait for the Zoom Meeting App to finish converting your recording.
  • Click on the mp4 to review your recording.

Closed Captioning

If you plan to record a video of yourself presenting your poster, we highly recommend that you provide closed captions. Closed captions should be included directly on the recording video. Below are some ways that you can add closed captions to your slides. These are just suggestions and you are welcome to use other software. 

Please note that it is not possible to add closed captions directly in Keynote. If you plan to use Keynote, you will have to use one of the other options above to create your closed captions.