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
Friday, May 7

Speaker Training
Week of 4/26

Event Date
May 22-25

Click Here to submit your presentation video via dropbox

Presenter Requirements:

  1. Record and submit your presentation as a video file (Due 5/7)
  2. Participate in an online dry run the week before the conference
  3. Conduct a Live Q&A 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.

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 selected, 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 5/7/2021.

 

Day of Your Presentation:

The day of your presentation, you will receive an email from our production team with the following information:

  • A link to the presenter Zoom room
  • The time you should expect to enter

As your scheduled time gets closer, you may receive a call or text from the production team, with a reminder of when to enter the Zoom room.

At your scheduled time, click the link to enter. You may initially be placed in a waiting room, but our production team will soon bring you in to the call.

You will be joined by a moderator, and if you are part of a panel or group discussion, those additional speakers also will be present.

Once everyone has entered the Zoom room, a member of the production team will provide a quick recap of what to expect during the live session and assist with any last-minute technical issues.

When it is time to hit the stage, we will count down from three, then immediately begin live broadcasting the zoom room to Hopin’s main stage. The moderator will introduce any speakers and immediately begin the live portion of the presentation. In most cases, a member of the event staff will post any questions from Hopin into the Zoom chat, which the moderator will relay to the speakers. You will have the ability to share your screen via Zoom, if necessary.

Once the time limit is up, the moderator will let you know so you can give any thanks or goodbyes, before the production team ends the broadcast. We will let you know when you are no longer live, at which point you can exit the zoom room.

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, May 7th.

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 Friday, May 7.

Submit Presentation Video

 

Poster Requirements:

  1. Submit poster as a PDF (Due 5/7)
  2. Be in your virtual booth with webcam enabled during the poster presentation period (Tuesday, May 25th, 9:00am – 11:00am)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 9:00am and 11:00am.

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 May 7th.

In a single email, sent to kbenton@coachmarketingltd.com, 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

Day of The Poster Program

The morning of May 25th, all poster presenters must be in their booths by 9:00am. 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.

Hopin Guides/Info

 Equipment Recommendations