Information for presenters in single and double sessions

Thank you for presenting at the upcoming AIEC 2021 to be held virtually. This guide aims to provide you with some assistance in planning for your session.

If you are a speaker in a single or double session, please read instructions on how to prepare for your session below.

Register here

View online program

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Key dates

Speaker & Chair Information Sessions (webinar)

As you will be participating in a live Q&A during your session (after your pre-recorded presentation is played), you must attend one of our speaker/chair training sessions.

The sessions will:

  • run through how you will access the Cvent platform
  • explain what happens on the day of your session
  • provide tips and guidelines on how to present in a virtual environment
  • provide an opportunity for you to ask any question

These will be scheduled at different times during the week of 13 September and 21 September.

Note there is a limit of of 30 spots per session, so please book your spot ASAP, no later than 6 September:

Session times:

  • Tuesday 14 September, 3pm AEST
  • Wednesday 15 September, 3pm AEST
  • Thursday 16 September, 5.30pm AEST
  • Tuesday 21 September, 3pm AEST
  • Wednesday 22 September, 3pm AEST
  • Thursday 23 September, 12pm AEST

Book your spot here

Format / session outline

All sessions (except for plenary and mini-plenary sessions) have been scheduled into 30 minute time slots. It is important to adhere to the 30 minute time slot, as sessions will be recorded and/or livestreamed to a live virtual audience.

Single session (30 minutes) 

A single 30-minute session will include a live chair intro and outro, time for a pre-recorded presentation (by speakers) and time for a live Q&A. Note it is not mandatory to have a ‘formal presentation’, but if you do have presentations the PowerPoints and media files must be emailed to the conference organisers at least one week prior to the session date.  

Here is a standard outline with suggested timings: 

  • Chair intro (3 min) 
  • Presentation #1 (15 to 17 minutes) 
  • Q&A (7 to 9 minutes) 
  • Chair closing remarks (3 min)
 

Double session (30+30 minutes) 

A double 30+30-minute session will be divided into two 30-minute parts: the first part will be for formal presentations (pre-recorded PowerPoint) and the second part for a live deep dive or interactive activity such as a live Q&A.

Here is a proposed outline with suggested timings below.

Part 1 of 2 (30 minutes)

This part will be streamed and recorded  

  • Chair intro (3 min)
  • Content/presentations (25 minutes) with or without PowerPoint presentations
  • Chair closing remarks (2 min)
  • Virtual presenters who are not presenting in person from the Gold Coast may be asked to pre-record their presentation.
  • There will be no questions from the audience during this part.

SHORT BREAK (15 minutes)

This part will NOT be recorded or livestreamed.  

Part 2 of 2 (30 minutes)

This part WILL be recorded or livestreamed. 

  • Chair intro (3 min) 
  • Q&A – Questions from virtual and in-person audience and questions from the chair/moderator 
  • Chair closing remarks (2 min) 

Pre-recording your presentation

The transition to a virtual program means that all presentations within your session (if using PowerPoint or other presentation tools) in your session must now be pre-recorded and submitted four weeks prior to the conference.

Please note you do not need to include the chair in your pre-recorded video.

Duration of your video presentation (played during your session)

Each session type has a recommended maximum ‘presentation’ time assigned for the formal pre-recorded presentations (i.e. presentation of information/content, excluding Q&A time).

  • Single sessions: max. 17 minutes for presentation(s)
  • Double sessions: max 25 minutes for presentation(s)

If there are two ore more speakers presenting, please note the times shown above are for the entire presentation, not per speaker!

Please do not go over your allocated time – if your presentation runs over the maximum time allocation, you will be asked to re-record and resubmit.

For single sessions, the less time to spend on formal presentations, the more time you will have left over for Q&A.

All sessions will start and end on time, and this will be strictly enforced by the session chairs and technical team.

File specifications

For best results, we request that videos follow these specifications:

Maximum file size: 5 GB

Resolution: 1920x1080 pixels

Frame rate: 30 fps

Codec: H.264

File type: MP4 or MOV

Presentations with large file sizes or photographs should have the photos compressed to 96dpi for screen/web. This will decrease the file size without affecting the image quality. This feature is available within PowerPoint in the picture toolbar.

How to record a presentation using Zoom

We recommend using Zoom to record your presentation. Please watch the video demonstration on how to record your presentation:

We highly recommend:

  • For your live Q&A, please wear the same clothes as what you have done in your pre-recording.
  • If you have more than one presenter, have the main presenter screen share so that they are able to control the slides. The other presenter can record the presentation to ensure the recording is a smooth process.

How to name your file to the organisers

Please ensure you include the following information in your file name

  • Session type (e.g. Double, Single, Inspire)
  • Abstract ID reference number
  • Presenters’ last name (if there are more than one presenter, please include use the first presenters’ lastname)
  • Presentation date (YYYYMMDD)

For example, for the session below, the file name would be: Double_ID123_Sarah-Argles_2021-10-07

How to send your files

Once saved with the correct name please upload to this link: https://www.dropbox.com/request/K1qWtkyphOfYBrYK0XgL

Upload to dropbox

When to send your files

All recorded video presentations (and supporting document files) need to submitted by 5.00pm AEST, Friday 10 September 2021.

Presentation content

Please ensure the information in your presentation  accurately reflects the abstract and learning objectives as described in the AIEC program.

Also, please ensure your first slide includes information as per the program:

  • Session title
  • All speaker names (preferably in the order in which they are presenting)

Need help?

If you are having issues pre-recording your presentation, please don’t hesitate to get in touch with us at aiec@thinkbusinessevents.com.au.

Virtual Speaker Guidelines

Whether you are pre-recording your presentation or whether you are presenting or chairing live in front a virtual audience, there are some important things to remember when presenting virtually. We’ve prepared some “Dos and donts” for virtual presenters and chairs.

Read guidelines

 

Audience interaction

There are different ways the virtual audience and speakers can interact during your session.

Q&A

Q&A will run through the virtual platform and be moderated by the session chair. Delegates can submit questions in real time, and vote on other questions others have submitted. The chair can then decide which questions to ask during question time based on most popular questions.

For single sessions, the Q&A segment will be approximately 7-8 minutes, and take place at the end of the session (after all the pre-recorded presentations).

For double sessions, the Q&A will take place during the second 30 minute session slot (part 2/2)

Polling

There is also the option to include live polling in your session.

If you feel your presentation would benefit from the inclusion of live polling, please ensure you let Think Business Events know by Friday 10 September 2021. Requests to include polling will not be considered after this date.

All poll questions must be submitted by no later than 24 September.

Chat

Each session will have a session chat. The chat will be moderated by an appointed session moderator from the AIEC team. Speakers and chairs can also comment and interact on the chat during their session.

Joining your session on the day of your session

This information will be covered during the Speaker Training Session in September.

Basic requirements

  • Computer (Mac or PC)
  • Google Chrome browser
  • Headset with microphone or good quality computer speakers/mic
  • Telephone with headset (where computer audio is not satisfactory or as a backup)
  • High speed internet connection (capable of at least 6-10 mbps up and down).
  • Be mindful of who else is using the same network, no one should be downloading or streaming video during your presentation
  • You will have received an email containing a Zoom URL
  • When you are ready to connect, click on the link to launch your browser
  • The Zoom launch window will load
  • You will be joining the zoom with the audio/video off automatically. Please remain so until you are called to speak.
  • When the Zoom launch window loads, it will prompt you to download an installer.
  • Download and run the Zoom package and follow the prompts to complete the setup.
  • Once you have followed the prompts, the Zoom app will automatically load
  • The first time you join, you will be prompted to enter your name and email address. Click save when completed
  • When prompted, choose “Use Internet Audio” to use your computer mic and speakers to connect
  • If you are unable to join using the Zoom application, open the Zoom URL from your invitation email in Google Chrome
  • When the Zoom launch window loads, click “Join from your browser” at the bottom of the page
  • Enter your name on the web page and click join. You will enter the meeting
  • Click the “Join Audio by Computer” button to connect your audio to the meeting

Connecting to your session

  • You will have received an email containing a Zoom URL
  • When you are ready to connect, click on the link to launch your browser
  • The Zoom launch window will load
  • You will be joining the zoom with the audio/video off automatically. Please remain so until you are called to speak.

Connect using the Zoom app

  • When the Zoom launch window loads, it will prompt you to download an installer.
  • Download and run the Zoom package and follow the prompts to complete the setup.
  • Once you have followed the prompts, the Zoom app will automatically load
  • The first time you join, you will be prompted to enter your name and email address. Click save when completed
  • When prompted, choose “Use Internet Audio” to use your computer mic and speakers to connect

Connect using the Google Chrome Browser (Not recommended)

  • If you are unable to join using the Zoom application, open the Zoom URL from your invitation email in Google Chrome
  • When the zoom launch window loads, click “Join from your browser” at the bottom of the page
  • Enter your name on the web page and click join. You will enter the meeting
  • Click the “Join Audio by Computer” button to connect your audio to the meeting

Troubleshooting connecting

  1. Ensure your computer is connected to the internet and has a functioning microphone and speakers
  2. Check the Zoom application has loaded correctly. If in doubt, click on the Zoom URL to restart the connection process
  3. If the Zoom application won’t load, or if there are security issues when connecting (i.e. at work) try connecting with Google Chrome
  4. Ensure you accept ALL prompts during the connection process
  5. Look at the Zoom help article located at https://support.zoom.us/hc/en-us/articles/201362193-Joining-a
  6. If you can’t hear the other party, or are otherwise having issues, please call Think Business Events on +61 (3) 9417 1350

Don’t keep your audience waiting. Be early and on time!

Please connect to your Zoom link 30 minutes before your session is to start.

Viewers will be watching the session from the moment it starts, just like an in-person event. The conference schedule is precise, and everyone needs to play their part to ensure things are on time.

Once you join the ‘meeting’ via zoom, you will be greeted by your Cvent technician to run through the session outline.

During the  Speaker/Chair Training Session, a Cvent representative will go through how you will join your session on the day of your presentation.