Presenter Requirements & Guidelines
All presenters were sent an email with presenter guidelines and access information to the following: speaker profiles, session information, presenter polls, and handouts. Please contact us if you are missing this information.
PREPARING YOUR PRESENTATION
SESSION GUIDELINES
TECHNICAL INFORMATION
- All presentations must include a disclosure slide that minimally states:
"The presenters have no relevant financial relationships with any commercial interests to disclose" unless a conflict of interest was declared in the Disclosure Form and was cleared by APTR staff. - APTR has provided an optional template PowerPoint with a disclosure slide for your use.
- There is no slide limit for oral presentations. A general guideline is one slide per minute of presentation time.
- APTR suggests presenters set the PPT for Widescreen Format Show (16:9)
- Fonts should be easy-to-read typeface, such as Helvetica, Arial, and Tahoma. Use of fonts not included in Windows can lead to words that bleed into graphics.
- Accessibility best practices include using a white background, avoiding light lettering on a light background, and avoiding red or green text to be considerate of those who are color blind.
SESSION GUIDELINES
- Each talk will be comprised of a presentation and subsequent, dedicated Q&A.
- Refer to the Presentation Types for guidance on session timing to allow for adequate Q&A.
- Each session will have a dedicated facilitator who will introduce speakers, manage times, and moderate Q&A.
- You will not be allowed to run over your allotted time.
- Time your presentation so that it does not overrun. It is important to practice especially if you will have multiple speakers.
- As with a physical meeting, each session will proceed in the order identified in the program and maintain that schedule.
- Sessions will be opened by the host 15 minutes prior to the start time to allow speakers to set up and be granted presenter and screen sharing permissions.
TECHNICAL INFORMATION
- In preparation, please download the test via the Zoom Test site (https://zoom.us/test) and test your webcam and audio.
- You will “Share” your slide presentation and/documents from your computer.
- Ensure that your webcam is on so that attendees can view you during your presentation.
- Ensure your light source isn’t coming from behind you.
- Optional: A Teaching Prevention 2021 Zoom Background is provided below for use during your presentation. This feature works best with a green screen and/or uniform lighting, to allow Zoom to detect the difference between you and your background. To change your background, you will need to:
- Log in to Zoom
- Click on the Up Arrow next to the camera in the bottom left corner
- Select Virtual Background
- Add/Choose background
HANDOUTS
- Any handouts, URLs, or accompanying materials that are submitted through the Presentation Upload form must also be added to your session description on the meeting website. Speakers are responsible for adding this content to their session description.
POSTER PRESENTATION
Virtual Poster Presentation Session: Tuesday, March 9, 2021 from 4:15 to 5:15 pm ET.
Poster Presenters are required to participate in a live 60-minute virtual Poster Session where each poster will be in a numbered Zoom breakout room with attendees streaming in and out. Posters, videos, & handouts must be posted in the session profile in Whova by March 1.
Update Speaker Profile
Review your speaker profile, bio, and session description. The system will require a photo upload before saving any changes.
Upload Poster
Under “Session Info” click on “Add Document” to upload your poster in pdf format (max 10 MB). You may upload two associated documents. Your poster will be viewable by attendees upon upload in the meeting app.
Provide Link To Video
Under “Session Info” click on “Add Video”. You must select option 1: Add a video link (e.g. Youtube, Vimeo). Your video will be viewable by attendees upon upload in the meeting app.
Services recommended: Youtube, Vimeo, Zoom, DailyMotion, Wistia, Sprout Video, Brightcove, iPlayerHD, VeritasTV, Crowdcast, and Wix Video.
Virtual Poster Presentation Session: Tuesday, March 9, 2021 from 4:15 to 5:15 pm ET.
Poster Presenters are required to participate in a live 60-minute virtual Poster Session where each poster will be in a numbered Zoom breakout room with attendees streaming in and out. Posters, videos, & handouts must be posted in the session profile in Whova by March 1.
Update Speaker Profile
Review your speaker profile, bio, and session description. The system will require a photo upload before saving any changes.
Upload Poster
Under “Session Info” click on “Add Document” to upload your poster in pdf format (max 10 MB). You may upload two associated documents. Your poster will be viewable by attendees upon upload in the meeting app.
Provide Link To Video
Under “Session Info” click on “Add Video”. You must select option 1: Add a video link (e.g. Youtube, Vimeo). Your video will be viewable by attendees upon upload in the meeting app.
Services recommended: Youtube, Vimeo, Zoom, DailyMotion, Wistia, Sprout Video, Brightcove, iPlayerHD, VeritasTV, Crowdcast, and Wix Video.
PRESENTER RESPONSIBILITIES
The Poster Presentation format includes three components:
DIGITAL POSTERS FORMAT
STUDENT POSTER AWARDS
These awards are given to the three best student posters presented at the conference. It rewards a combination of excellent research, innovation, and presentation. A panel of faculty judges will review posters during the poster session. Poster winners will be announced at the close of the conference and will receive a certificate.
- Posters and accompanying videos and handouts will be displayed for the entirety of the conference on the meeting platform.
- Conference attendees will have the option to send written questions/comments to poster presenters throughout the conference through the conference app chat function and poster presenters can respond at any time they choose, but at least daily.
The Poster Presentation format includes three components:
- Video Presentation
Poster presenters will provide a link to a brief video (2-4 minutes) they produce that introduces the poster or provides an overview of the poster topic. Presenters can record themselves or record a voice-over portions of their poster. Videos can be creative and include content such as footage or photos of the project, collaborators, or other engaging content. Poster presenters will add a link to the video posted online (e.g. YouTube, Vimeo) in their Whova session profile. Do not upload a video directly to Whova. - Poster Presentation
Posters will be uploaded to the session profile and shared in electronic PDF format. Posters can be designed in “landscape” or “portrait” orientation. Alternatively, posters can be broken out into sections on multiple pages, with a maximum of 10 slides/pages. - Optional Handout
Presenters have the option to upload one supplemental material handout or URL for download/viewing by attendees.
DIGITAL POSTERS FORMAT
- The poster title should be the same as the title in the conference program and appear in boldface at the top.
- Poster authors should be listed at the top.
- Material should be displayed in logical sequence (i.e., introduction, background, objectives, research design/program description, results/evaluation, and conclusion.)
- Graphics (i.e. graphs/charts, photos) are encouraged.
- No commercial activities or any advertising may be displayed on the posters. Non-compliance with this rule will result in the poster being removed from the conference program.
STUDENT POSTER AWARDS
These awards are given to the three best student posters presented at the conference. It rewards a combination of excellent research, innovation, and presentation. A panel of faculty judges will review posters during the poster session. Poster winners will be announced at the close of the conference and will receive a certificate.
Speaker Tips
Audio: If you prefer a headset or headphones with a microphone to a standalone microphone, make sure to test out the compatibility with your computer either with blue-tooth or plug-in headphones.
Video: Below are a few helpful tips for a virtual presentation to keep the audience focused and engaged.
Preparing Materials: You are expected to share a PowerPoint or other slide presentation format during your talk. If you plan to share additional visuals, videos, webpages, etc., please integrate this content into your slide presentation or have these windows open prior to your presentation.
You are asked to submit your slide presentation to APTR by Wednesday, February 17th for CE approval. Session moderators will also have a copy of your slide presentation saved on their computer in case you have technical difficulties and need someone else to share the slides (i.e., loss of Wi-Fi and you have to call in to present). For additional guidance on preparing for your presentation, please review this helpful resource link How to Prep for Speaking at a Virtual Conference.
- Zoom allows you to test out your audio by starting a meeting on your own and clicking the up arrow on the mute button. Please choose “Test Speaker & Microphone” and follow the prompts.
Video: Below are a few helpful tips for a virtual presentation to keep the audience focused and engaged.
- To facilitate optimal eye contact during your presentation, try placing your laptop on a stack of hardcover books to make sure the webcam or built-in computer camera is at eye level.
- Using Zoom will allow you to choose simple and non-distracting backgrounds. APTR will provide you a simple background image with the APTR or conference logo on it (optional). Other simple background options to keep the focus on you include a blank wall, an organized bookshelf, or subtle artwork in your home or place of work.
- Plenty of lighting for your presentation, natural or artificial, is recommended.
- An available sunny room is always a good choice. If you can, please avoid sitting with your back to the window because exposed light will make it hard for the audience to see you.
- One steady lamp by your face for even lighting is also a good choice. More specifically, LED lighting which produces more video-friendly color temperature and does not put off much heat.
Preparing Materials: You are expected to share a PowerPoint or other slide presentation format during your talk. If you plan to share additional visuals, videos, webpages, etc., please integrate this content into your slide presentation or have these windows open prior to your presentation.
- APTR will provide a Disclosure Statement that is required in your second slide.
- Videos should ideally be downloaded to your hard drive rather than played from the internet.
- If you plan on creating a poll, please refer to this link from the Zoom help center: https://support.zoom.us/hc/en-us/articles/203749865-Polling-for-webinars.
- If you have notes for your presentation, it is better to place sticky notes below or next to your webcam or use a sticky note feature on your computer so that you can maintain quality eye contact with your audience.
- Make it clear if you would like the audience to post questions in the Q&A or chat box during the presentation or save questions for the end of the presentation by raising a hand to be called on by you or the session moderator.
- You are welcome to add PDF handouts and URL links to resources in your session description in Whova.
You are asked to submit your slide presentation to APTR by Wednesday, February 17th for CE approval. Session moderators will also have a copy of your slide presentation saved on their computer in case you have technical difficulties and need someone else to share the slides (i.e., loss of Wi-Fi and you have to call in to present). For additional guidance on preparing for your presentation, please review this helpful resource link How to Prep for Speaking at a Virtual Conference.
SPEAKER TEMPLATE, ZOOM BACKGROUND & LOGOS FOR DOWNLOAD
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CHANGE IN SPEAKER OR CANCELLATION
- If for any reason you are unable to present, APTR must be informed of all cancellations or changes immediately up to the time of your presentation. Please notify APTR as soon as possible. “No Shows” are strictly monitored and MAY not be allowed to present at future meetings.
