Virtual Meeting Speaker Guide

This page contains training and resources for individuals participating in this year’s Virtual Meeting.  Click each tab for instructions and to learn more about how each of these programs will work in an Online Format.

Important Dates

We ask that you submit your presentations by the due dates provided below.  If you have any questions or run into any issues, please don’t hesitate to contact us.

Speaker Presentations Due
Wednesday, April 15th

CPC Presentations Due
Wednesday, April 15th

Oral Presentations Due 
Friday, April 10th

Posters Due
Friday, April 10th

 

Presenter Requirements:

  1. Record and submit your presentation as a video file (Due 4/15)
  2. Participate in an online dry run the week before the conference (exact date tbd)
  3. Conduct a Live QandA session via webcam, immediately following your presentation video

Required equipment:

  • Computer with internet access
  • Webcam (Built-in or External)
  • USB Microphone
  • Microsoft PowerPoint

If you have a laptop or webcam, it most likely has a built-in microphone, but we recommend using an external USB Microphone if possible, as the difference in sound quality is substantial.

If you don’t already have an external microphone, click the link below and request one by April 6th, and we’ll have one sent to you.  Please make sure to include your shipping address.

Request USB Microphone

Recording Your Presentation:

To play your presentation at the conference, we’ll need you to create a video containing your slides with accompanying narration.  The video file must be:

  • .MP4 file format
  • 1080p resolution

You can create the video using any tools  or methods you wish.  We’ve found the easiest way, however, is by using Microsoft PowerPoint.  Please note that the following instructions are refer to the version of PowerPoint included in Microsoft 365, and may differ slightly if you’re using an older version.

To record your presentation as a video file using PowerPoint.

  • Open your presentation in Microsoft PowerPoint
  • Click the Slide Show Tab
  • Click Record Slideshow
  • Click Settings, and make sure your USB Microphone is selected
  • Click the camera icon to ensure your camera is turned off
  • Hit record

PowerPoint will start recording your narration, slide timing, and any marks or highlights you make in real-time.  All recordings are tied to each slide, so you don’t need to record the entire presentation in one uninterrupted take. if you’d like to pause, start a slide over, or go back and make changes to any slide, you can always do so.

Please note that PowerPoint won’t record your voice during a slide transition, so if you have them in your presentation, just wait until they finish to begin speaking.

Once you’re happy with all your slides,

  • File
  • Export
  • Create a video
  • Make sure Full HD 1080 and Use recorded timing and narrations are selecrted, then hit create video
  • Choose a name and save location, and hit save.
  • Depending on the length of your presentation, this may take several minutes.

Submitting Your Presentation:

To submit your presentation, please use the Dropbox folder linked here.

Please note all presentations must be submitted by Wednesday, April 15th.

Rehearsal Dry Run:

The week of April 20th, we’ll be conducting an abbreviated dry run of all presentations.  This will give you the chance to become more familiar with the online platform, and provide an opportunity to resolve any technical issues ahead of the meeting.  We’ll be reaching out to all speakers individually with details and scheduling for this dry run, at which time we’ll provide login information for the online platform.

 

Day of Your Presentation:

The morning of your presentation, you’ll receive an emailed link to the presenter’s backstage area.

The backstage is a temporary holding area that gives us a chance to make one final check on your video and audio before you hit the main stage.

We will communicate exact times, but expect to arrive backstage about 10-15 minutes before your presentation.

To access the backstage, follow the link from that morning’s email (keep in mind, you will have already followed this process during the dry run.  Just make sure to use the link sent to you the morning of the meeting, as it may be different.)

  • Once backstage, use the backstage chat to let us know you’ve arrived.
  • When we prompt you via chat, hit the Blue “request Permission” button. This will turn on your video/audio feed in the backstage.
    • Your browser may ask for permission to use your microphone and camera, hit allow.
    • You’ll then see a preview of your video feed, and have the option to pick select your devices.
    • Make sure to select your USB microphone if it’s not already selected.
    • Hit Apply
  • After your presentation video concludes, we will give you a heads up, then push you to the main stage.
  • Once we start the live broadcast process, you’ll see a flashing yellow LIVE symbol. Yellow mean’s the broadcast is loading.  Once the Live symbol turn’s red, that means you’re live on the main stage, and can immediately begin speaking.

You’ll be accompanied on-stage by a moderator, who will feed you attendee questions pulled from the general chat.  Once there are no more questions, or when your presentation’s scheduled time concludes, the moderator will let you know so you can give your thanks and make your goodbyes, after which time we will stop the broadcast.

Clinical Pathology Conference Overview

All presentations at this year’s virtual meeting (including CPC) will feature pre-recorded videos of each presentation, with a live virtual Q&A session immediately following.  Please review the Speakers Tab for instructions and requirements regarding that process.

For CPC presentations specifically, cases will be broadcast one after the other, each consisting of the Presenter and Discussant video presentations played back-to-back, followed by a live Q&A session with both presenters on stage together.

Submitting CPC Presentation Videos

We’ve setup a special Dropbox folder, specifically for CPC Presentations.  Please make sure your presentation video is submitted via the link below by Wednesday, April 15th.

Submit Presentation Video

Oral Essay Overview

All presentations at this year’s virtual meeting (including Oral Essays) will feature pre-recorded videos of each presentation, with a live virtual Q&A session immediately following.  Please review the Speakers Tab for instructions and requirements regarding that process.

As the Oral Essay program features multiple presentations and speakers, we will provide you with a specific timeslot.  Generally, however, expect to login to the virtual backstage immediately after your presentation video begins playing.

Submitting Your Presentation:

To submit your presentation (both the video file and the PowerPoint file itself), please use the Dropbox folder linked here.

Please note all presentations must be submitted by Friday, April 10th.

Poster Requirements:

  1. Submit poster as a PDF (Due 4/10)
  2. Participate in an online dry run the week before the conference (exact date TBD)
  3. Be in your virtual booth with webcam enabled during the poster presentation period (April 28, 9:20am – 11:30am)

    Note: Unlike other presenters, Posters are not required to submit a video.

Poster Overview:

Each poster will be assigned a virtual booth in the expo section of the show’s online platform.  Your booth will contain a digital copy of your poster, and allow you to virtually ‘man’ your booth via video chat.  The morning of the poster presentations, all poster presenters must be in their booths with their webcams enabled between 9:20am and 11:30am.

During that time, a panel of judges will roam from booth to booth, reviewing posters, and asking questions of the presenters.  As this is an open event, you may also receive comments and questions from general attendees throughout the morning, though we ask that you give the judging panel precedence once they arrive.

Submitting Your Poster:

To setup your poster booth, we’ll need the following submitted by April 10.

In a single email, sent to info@aaomp.org, please include:

  • Your poster, saved as a PDF File
  • Your name
  • The title of your poster
  • A cell phone number we can use to contact you during the meeting if needed

Rehearsal Dry Run:

The week of April 20, we’ll be conducting an abbreviated dry run of all presentations.  This will give you the chance to become more familiar with the online platform, and provide an opportunity to resolve any technical issues ahead of the meeting.  We’ll be reaching out to all speakers individually with details and scheduling for this dry run, at which time we’ll provide login information for the online platform.

Day of The Poster Program

The morning of April 28, all poster presenters must be in their booths by 8:20am. To enter your booth, click Expo on the left hand side and find your booth. Click it to enter.

To start your video feed, click Participate. Make sure you’ve given browser permissions for Hopin (the meeting’s online platform) to use your camera and mic.

Judges and other attendees may submit questions or comments through video chat, or through the chat window, so again, please make sure you’re available and active in your virtual booth during the poster presentation period.

 

Looking and Sounding Your Best…Virtually

As long as you have access to a computer with a webcam and microphone, you have everything you need to present at this year’s meeting.  But to help you look and sound your best, here are a few tips and best practices we recommend when presenting online.

 

  • Make sure you setup in a private or quiet room, free from distractions, and with a reliable internet connection.
  • Avoid sitting in front of bright backgrounds (such as windows).  This can cause your camera to automatically dim the image, making you harder to see.  Instead, try and position a light source in front of you, so you are well lit, and the center of attention.
  • Speaking of backgrounds, remember that people can see what’s behind you.  Make sure what they can see is clean, and non-distracting.
  • Camera placement has a big impact on how you look during a video conference.  Position your camera or laptop screen on a sturdy surface (not your lap) with the camera around eye level.
  • Before appearing on camera, close any unnecessary windows, tabs or programs that you may have open on your computer.  It also may be a good idea to see if your computer has any pending updates a day or so before your presentation, just in case.
  • When presenting, sit up straight, speak clearly into your microphone, and try to avoid checking yourself out too much on the computer screen, keeping your eyes on the camera.

 

Contact Us

If you have any questions or run into any issues, click here to email us.

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