Presenter Guidelines

All Presenters - General Guidelines

+ In Advance of Conference


Make certain you visit the online program https://convention2.allacademic.com/one/ila/ila20/ and using the search feature at the top of the page:

enter your name. A list of all the sessions you are presenting in and the scheduled days and times will appear. Mark your calendars to arrive at your sessions 30 minutes ahead of time!

Check the equipment and software that you will be using to connect to the conference.
  • The OnAIR platform is best utilized with Chrome. Other browsers do not support all features. Be sure to download Chrome and be prepared to launch OnAIR in Chrome.
  • Your session will be presented in stand-alone Zoom Session. You do not have to have a Zoom account to participate as a presenter; however, you do have to have the Zoom desktop client or app installed on the device you will use during your presentation. Make sure you have the latest version. Find out more at https://support.zoom.us/hc/en-us/articles/201362233.
  • Internet Connection. Use a hard-wired connection to the Internet if possible. Wi-Fi connections can be unstable. Turn off your VPN if you use one. It is not recommended!
  • Microphones and Speakers. We recommend that all presenters use headsets.
  • Camera
    • Check the built-in camera on your desktop or laptop or use an external camera
    • Camera should be at or a little above your eye-level
  • Space. Set up the space in your home/office.
    • Do not have lamps or windows at your back.
    • If you do not have a neutral background in your home/office space, consider using a virtual zoom background. ILA has created virtual backgrounds for you to use if you like. They may be downloaded here. If you use your own virtual background, please consider one that has a single photo (floral, landscape, library, etc.). If you do not use a virtual background, please consider the physical space around you and make it as simple and uncluttered as possible.
    • Make sure you have a comfortable chair!
    • Clothing is business casual, consider your attire for the presentation. Check to see how colors transfer on camera; not all reds are equal. Avoid narrow stripes!
NOTE: We highly recommend that you join a test Zoom meeting to familiarize yourself with Zoom and to test your microphone/speakers and video (be sure to select “Join with Video” when entering the test meeting). For more information and the link to join a test meeting go here: https://support.zoom.us/hc/en-us/articles/115002262083
 
Prepare your presentation slides (if applicable to your session format)

+ How to Access Your Zoom Session



No later than Monday, 02 November you will receive a message from the OnAIR portal providing you with instructions on how to gain access to ILA’s 22nd Annual Global Conference via the OnAIR platform.
 
Use Chrome to access the conference. Other browsers are not fully supported.
 
Upon entering the conference, you will be brought to a timeline. Proceed to the day you are presenting and find your session.
 
After locating your session, click on the View button.
 

 
Find Session Information on the right hand side and click the drop down arrow.
 
The link for your room will now be viewable

+ Arriving to & During Your Session


  1. Login to the OnAir portal and join your Zoom session 30 minutes before your session begins. A Volunteer Room Host will be waiting to let you in from the Waiting Room. It is imperative you arrive within 30 minutes of Go Time to facilitate getting into the room and begin preparing for your session.
  2. The Room Host will be scanning the waiting room for presenters. Re-name yourself 'presenter' whilst in the waiting room to make it easy and efficient for the room host to locate you and let you in. Once you have been admitted, you should rename yourself properly.
    • To rename yourself whilst in the waiting room: Hover over your name and a ‘More >’ button will appear. ... Click on the 'Rename' button that will appear after you click on the ‘More >’ button. Enter your new name in the 'New Screen Name' field.
    • To rename yourself whilst in a Zoom session: Hover over your name in the participants list and click Rename.
  3. The room host will make all presenters co-hosts upon entry to the session so everyone has access to Zoom controls and features.
  4. Be sure to have a system in place for reaching your co-presenters should they not arrive in a timely fashion.
  5. Conduct a quick camera, microphone, speaker, and screen sharing check.
  6. Any tools, files, and documents you plan to share during your session should be open and easily accessible on your desktop.
  7. Be sure to have any devices you may normally connect to via Bluetooth (if you are using a Bluetooth mic) turned off as they may interfere with using your mic in OnAIR.

+ Things to Remember When Presenting Virtually


  • Fewer Visual Cues: When we interact with each other on camera, please be aware that it is harder to read communication cues from people’s body language.
  • Lack of spontaneous engagement: Getting into the conversation is often more difficult for virtual participants than when people are sitting in the same room.
  • Technology glitches: There is usually something that goes wrong, and presenters must adapt quickly.
  • Cultural breakdowns: Participants with different communication styles or expectations for how interactions should occur may find it difficult to contribute.
  • Disengagement: Participants can easily become detached from the session and distracted by what is going on in their physical space.
  • Be creative and keep everyone engaged: Think about how to use the tools available on Zoom to keep participants engaged. For example, you might try asking people to use the thumbs up and clap emojis or to respond to a question in the chat box.
  • Look into your camera as much as possible. That’s how you make eye contact with your audience.
  • Use the colors of your voice (think timbre, tone, and other vocal qualities - bright, mellow, husky, etc.) and make sure you warm up your voice before a session.
  • Vary your pace, tone, pitch, and timing to keep participants engaged and to emphasize important points, but make sure you do not speak too quickly.
  • Smile!> This enthusiasm will translate.
  • Use silence appropriately. Allow it for processing and thinking, but don't let it go on for too long.
  • Create energy to engage participants; if you don't sound excited or interested, they aren't likely to be either.
  • Unstick yourself. Your posture affects your voice. Use the same body language and gestures you would in person.
  • Control your breathing. If you tend to get nervous, do some deep breathing or visualization exercises before the start of the session.

 
IMPORTANT: All sessions will be recorded and made available to registrants
 
Questions? Email us at Global2020CFP@ila-net.org.

The Role of the Room Host

Every presentation room has a volunteer room host, please familiarize yourselves as presenters with what the room host will be helping with.

+ Role of the Room Host


The Room Host will:
  1. Arrive first and manage the waiting room. Remember to rename yourself ‘presenter’ while sitting in the waiting room, this way the Room Host knows to let you in (see Arriving to and During Your Session above)
  2. Have direct access to technical support should you need to bring in tech support. Room Hosts are not technical experts.
  3. Monitor attendees’ cameras and mics during the session for interference.
  4. Look for chatter in chat that they can address.
  5. Remind attendees via 'Chat to Everyone' how you want questions received by you as presenters. Any questions for your session need to be monitored by you the presenters (or the chair of your session if applicable). Decide how you will do this and be clear in your communications with attendees.
  6. Leave when the session is over, as they may have another room to monitor. Presenters may remain in the room for as long as 20 minutes.

Specific Information for Session Types

+ Panels


In addition to the general guidelines above, here is some additional important information specific to Panel sessions.
 
Prior to your scheduled panel session, it is recommended that you meet with each other and coordinate.
  • Make sure everyone knows when the session will start in their local time zone.
  • Confirm they will arrive 30 minutes prior to the session Go Time (see above During Session for more details).
  • Panelists and the chair should coordinate in advance so that the session is carefully moderated, engaging, and interactive, with time reserved for audience participation, questions, and comments. If possible, conduct a run through on Zoom.
  • Consider having the agenda and questions from the chair written prior to the run through for each member of the panel for review.
  • Use the run through to work out any kinks, work on timing, and to review each person’s role during the panel presentation.
  • Decide if you want to use breakout rooms and if you do be sure to arrive in the 30-minute early time block so that you have ample time to set them up (see workshops below for instructions).
  • Decide how you wish to manage Q&A:
    • Q&A through the chat
      • Who will monitor your chat?
      • It is recommended if you choose this route that you tell attendees in the room they should send the question in a private chat to ‘X’
    • Q&A through raise hand feature
      • Who will monitor the raise hand feature?
      • This feature places the person asking the question at the top of the queue in participant view.
  • After the chair provides the introduction to the session, encourage attendees to put their Zoom in 'Speaker View', this will enable them to view each panelist as they speak.
  • The Chair should consider having their Zoom in 'Gallery View'. This will allow them to see attendees. Providing the ability to read nonverbal cues from your audience.
  • Panelists should mute their microphones when not speaking.
  • Panels do not normally have slides and it is not recommended. Panels should be a discussion of viewpoints, experiences, and theory (if applicable) with time allotted at the end for Q&A and audience discussion.

 
NOTE: The room host will take notice of any microphones causing interference and as host of the session mute those mics and video as necessary. Questions? Email us at Global2020CFP@ila-net.org.

+ Workshops


In addition to the general guidelines above, here is some additional important information specific to Workshop sessions.
 
Workshops include hands-on activities that engage the participants in how-to or small group endeavors. Presenting a workshop live and online will be very different from face-to-face. Perhaps conduct a quick google search for tips on presenting a workshop in a virtual setting.
  • Plan out your workshop in advance and coordinate with your co-presenters, if applicable.
    • Consider how you will transition between speaking, activities, engaging with your audience, and slide transitions.
    • Decide if you want to use breakout rooms and if you do be sure to arrive in the 30-minute early time block so that you have ample time to set them up.
    • Decide which Zoom interactive tools you want to use.
      • Chat: If you decide to use chat, designate one team member to monitor. This person will then be able to ask questions or review comments on behalf of the participants. If you are a solo workshop presenter, coordinate with your room host during the 30 minutes before the session begins so they understand how best to support you.
      • Whiteboards
      • Hand Raise: If you decide to use hand raise, designate one team member to monitor. If you are a solo workshop presenter, coordinate with your room host during the 30 minutes before the session begins so they understand how best to support you.
      • Ask yes/no questions
  • At the beginning of the session, be sure to have attendees select “Speaker View” in Zoom. This way they can focus on the facilitator when they speak
  • As facilitator(s) your Zoom cameras should be in “Gallery View”. This will allow you to see up to 49 attendees in full screen if you are using dual monitors. This is a great option for reading the non-verbal messages of your virtual audience and will help you to prepare for your breakout rooms. Please refer to this link on how to change the view: https://support.zoom.us/hc/en-us/articles/201362323-How-Do-I-Change-The-Video-Layout-

 
Creating Breakout Rooms
 
Click here for a handy guide for creating breakout rooms.
 
When you are ready for your group to breakout:
  1. Ensure instructions are clear (use whiteboard, time they have, topic, etc.);
  2. Ensure a facilitator is in each Breakout Room;
    • o If you do not have enough facilitators for each Breakout Room, let attendees know they have an option to Call you by using the Ask for Help button.

      If attendees were assigned to rooms, the button appears in the meeting controls.

      If attendees were allowed to self-select their breakout room, click on “Breakout Room” in the meeting controls.

      Then select “Ask for Help”.

      For both options, the attendee must confirm that they would like assistance by clicking “Invite Host”.

  3. You can send messages to the breakouts.
  4. You can Close All Rooms to bring everyone back together. “We will be ending in five minutes. Please return to the main room.”
     

 
NOTE: The room monitor will take notice of any microphones causing interference and as host of the session mute those mics and video is necessary. Questions? Email us at Global2020CFP@ila-net.org.

+ Presentation Sessions


In addition to the general guidelines above, here is some additional important information specific to Presentation Sessions.
  • The 75-minute session will be shared equally among the presentations in the session.
    • Presenters should allot 5 minutes of their presentation time for Q&A/discussion. This time will be reserved until after everyone has presented for collective Q&A and discussion moderated by the chair, as we find this is best for creating the opportunity for multiple perspectives on a question or synthesis comments.
    • The chair should be prepared to monitor the time of each presentation. Presenters should also have a timing device visible during their presentation (e.g., a phone timer or use the timer in presenter view in PowerPoint). Prior to the start of the session, the chair should communicate how they will alert presenters that their time is almost up (e.g. via private chat). The chair should be prepared to politely interrupt the presentation if it has gone past its allotted time.
  • Presentations will take place in the order they appear in the program. The chair will introduce each segment by presenter name(s) and presentation title. Access the program here: https://convention2.allacademic.com/one/ila/ila20/.
  • The session chair should decide how they wish to moderate Q&A/comments:
    • Q&A through the chat
      • It is recommended if the chair chooses this route that they tell attendees in the room to send the question in a private chat to the chair.
    • Q&A through raise hand feature
      • This feature places the person asking the question at the top of the queue in participant view.
  • After the chair provides the introduction to the session, encourage attendees to put their Zoom in “Speaker View”, this will enable them to view each presenter as they speak.
  • The chair should consider having their Zoom in “Gallery View”. This will allow them to see attendees. Providing the ability to read nonverbal cues from the audience.
  • Presenters should mute their microphones until it is their turn to present.

 
An email was sent on Saturday, 3 October, to the chair and presenters in each Presentation Session. If you did not receive this message, please let us know at Global2020CFP@ila-net.org so we can resend it to you.
 
NOTE: The room monitor will take notice of any microphones causing interference and as host of the session mute those mics and video is necessary. Questions? Email us at Global2020CFP@ila-net.org.

+ Symposia


In addition to the general guidelines above, here is some additional important information specific to Symposia.
 
Prior to your scheduled Zoom symposia presentation, meet with your symposia presenters, chair, and commentator to coordinate:
  • Make sure all know when the session will start in their local time zone.
  • Confirm that each will arrive 30 minutes prior to the session Go Time (see above During Session for more details).
  • The commentator, chair, and presenters should coordinate in advance so that the session is carefully structured, with time reserved for audience questions and comments. If possible, conduct a run through on Zoom.
    • Use the run through to work out any kinks, work on timing, and to review each person’s role during the symposia presentation.
  • Decide how to manage Q&A:
    • Q&A through the chat
      • Who will monitor the chat?
      • It is recommended if you choose this route that you tell attendees in the room they should send the question in a private chat to ‘X’
    • Q&A through raise hand feature
      • Who will monitor the raise hand feature?
      • This feature places the person asking the question at the top of the queue in participant view.
  • After the introduction to the session, ask attendees to put their Zoom camera in “Speaker View”. This way they can view each speaker as they speak.
  • After the chair or commentator provides the introduction to the session, encourage attendees to put their Zoom in “Speaker View”, this will enable them to view each presenter as they speak.

 
NOTE: The room monitor will take notice of any microphones causing interference and as host of the session mute those mics and video is necessary.
 
Questions? Email us at Global2020CFP@ila-net.org.

+ Interactive Roundtable Discussions


In addition to the general guidelines above, here is some additional important information specific to the Interactive Roundtable Discussion (IRD) sessions.

Interactive Roundtable Discussions will take place inside a Zoom session with each presentation/discussion assigned to a breakout room to facilitate the attendees selecting which they would like to attend.

  • The 75-minute session will be divided into three 23-minute time blocks, which will give attendees the opportunity to visit three breakout rooms/discussions. We’ll allow ~3 minutes for attendees to transition into/out of breakout rooms.
    • At the beginning of each time block, presenters should introduce themselves and spend a few minutes framing the topic. This should be a brief overview of your topic or a specific part of your topic. Formal presentations are not appropriate for IRD sessions.
    • The remainder of the time will be used to facilitate a discussion with attendees. You can allow attendees to steer the discussion or you can ask specific questions of them if you are looking for targeted feedback. Come prepared with several questions to start/keep the discussion rolling.
    • Inside the breakout room, the following Zoom features will be available for your use:
      • Screen sharing
      • Whiteboard
      • Chat and Reactions
    • ILA is not able to limit the number of attendees in each breakout room. If you want to keep the conversation small, please monitor the number of attendees that enter your breakout. Once you’ve reached your limit, politely let additional attendees know that they should come back during the next time block.
  • An ILA host will help facilitate the session in the following ways:
    • Assist presenters into their breakout rooms prior to the session start time and conduct a screen sharing, audio, and mic check.
    • Greet attendees and assist them with navigating into and out of breakout rooms.
    • Monitor the timing of the three 23-minute time blocks. The host will broadcast a 3-minute warning and “time to change discussion” message into breakout rooms.
    • Assist presenters during the session. To ask for help from the host, click on “Breakout Rooms”.

      Then select “Ask for Help”.

      Last, click on “Invite Host” in the “Ask for Help” popup box.

      The ILA host will receive an alert and will join your breakout room as soon as possible.


NOTE: Interactive Roundtable Discussions will NOT be recorded.

Questions? Email us at Global2020CFP@ila-net.org.

+ Emerging Scholars Research Consortium


In addition to the general guidelines above, here is some additional important information specific to the Emerging Scholars Research Consortium (ESRC).

The ESRC will be comprised of two parts during the conference:
  1. Participation in a 75-minute session on Thursday, 5 November, with ESRC junior and senior scholars.
    • Prepare and present a 3-minute overview of your poster. You will be able to share your screen.
    • Q&A/feedback from the other scholars will follow each presentation.
    • ESRC sessions will be facilitated by a chair, who will make introductions, manage the flow and timing of the session, and moderate the Q&A/discussion.
    • Presentations will take place in the order they appear in the program.
    • At the end of the session, each junior and senior scholar pair will be sent to a breakout room for a one-on-one discussion and further feedback.
  2. Your poster will be “displayed” in the conference platform’s Poster Gallery.
    • A poster is a one-page, visual representation (using text, graphics, photographs, data samples, etc.) of your research/work that engages the viewer.
      • There are numerous programs with which posters can be created, but PowerPoint is probably the most common choice. Free PowerPoint templates for posters are available online. Simply search for “free PowerPoint research poster templates” or something similar.
      • The most important thing is to make your information visually appealing without overwhelming the reader. This typically means keeping text to a minimum and letting graphics do the talking.
      • Sections of your poster might include: title, introduction/objectives/aims/problem/goal, methods, results, conclusion, references, acknowledgements, contact information.
      • There are many examples of good posters on the internet; search for “examples of poster presentation for conference”.
      • Once finalized, save your poster as a PDF and upload it to the conference platform by Wednesday, 4 November. Visit the Poster Presenter Guidelines page for step-by-step instruction.
    • If you signed up to participate in an optional Poster Session, instructions and details are available on the Poster Presenter Guidelines page.

While not required, we highly encourage you to attend as many of the ESRC sessions and visit your fellow scholars posters in the Poster Gallery as your schedule allows.

We also encourage you to connect with your senior scholar and the other junior and senior scholars via Meeting Hub, the platforms networking module. Once connected, you can live chat, video call, message, or setup meetings.

Questions? Email us at Global2020CFP@ila-net.org.

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The Role of the Room Host