Information for Presenters

SPEAKER INSTRUCTIONS | POSTER PRESENTER INSTRUCTIONS | PRE-RECORD INSTRUCTIONS | HOTELS & LOGISTICS

Deadline for delivering presentations: Oct 16!

Cal-IPC Symposium 2018 Poster session

Attendees connect during the poster discussion session. Photo: Claire F. Meyler

Thanks to everyone who will be sharing their work! The most important thing to know is that we are asking everyone to send their presentations to symposium@cal-ipc.org by Monday, Oct. 16.

By getting our presentations online early, we make them available to our attendees with visual impairments or learning/processing disorders to access the information in advance. Thank you for helping all attendees feel welcome!

Symposium committee members are reaching out to coordinate logistics for your specific session. Please find general instructions below. And don’t forget to Register!

View the program online, and some event logistics to help you plan your trip.

Instructions for Speakers

Download Speaker Instructions as a PDF

Deadline: Please submit your presentations by Monday, October 16.

Where to send: Upload your presentation using this Dropbox File Request link or send directly to Jutta Burger.

Files required:

  • A ppt or pdf file of your presentation.
  • Virtual presenters: pre-recorded presentation (.mp4 or .mov video file, instructions below).
  • Name your file(s) per the following convention: Yourlastname_Session#_Cal-IPC2023.

Length of talk: Regular session talks should be no longer than 15:00 minutes (unless you have arranged a different length with your session chair); timing of plenaries is plenary-dependent; timing of Lightning Talks is no more than 5 minutes. (Timing is crucial for questions and transitions). Please rehearse your talk in advance to gauge timing.

During your session:

  • Your Session Chair will introduce you and help you stay on time.
  • Please pay attention to time-keeper volunteers in the audience. They will hold up signs to remind in-person speakers of time remaining.
  • After your presentation, your Session Chair and Q&A assistant will present you with audience questions to answer (both from virtual and in-person attendees).
  • If applicable, make sure to cover the topic of any DPR CEU quiz question(s) related to your talk for those watching virtually.

If you are presenting virtually:

  • Pre-record your talk using Powerpoint, Zoom, or another application.
  • Be present in a private, quiet space with a strong
  • Use a headset or microphone for better audio. Speak slowly and clearly.
  • If you are new to presenting virtually, prepare for the strange situation of not being able to see your audience.
  • Unless other arrangements have been made, we will share your presentation. You will be available live for Q&A.

Logging into your session:

  • Confirm the time of your session from the Symposium program.
  • IMPORTANT: Use the Webex link you receive from us by email to enter your session. Each session has a unique speaker link.
  • Log into the session 15 minutes early so we can make sure everyone’s audio and video are working. Cal-IPC staff and volunteers will be present to help with questions and technical issues.

Speaker profile: Please complete your Speaker Profile with a bio and any links you want to share with attendees. Send a profile picture to Claire Meyler. We will send more detailed instructions as we get closer to the event on how to access our new Symposium web platform. We are opening this portal for attendees to get familiar with it on Sept. 29.

Questions: Email Jutta Burger.

Instructions for Poster Presenters

Download PDF Poster Instructions

Deadline: Please submit a digital version of your Poster presentation by Monday, October 16.

Format: PDF sized at 48” x 36” (landscape format). This is our typical poster format for in-person conferences.

Tips:

  • Font size suggestions: 85pt for main title, 36pt for subheadings, 24pt for body text, 18pt for captions.
  • Less text + more pictures and graphics = more digestible = visitors to your poster. You can reduce text by presenting information as bullet points.
  • Use colors, boxes, and photos, and a pleasing design to make your point.
  • There are many ways to make a poster. Here are a few examples: Law 2022, Bishop 2021, Edwards 2021, Stubblefield 2021

How to Submit: Upload your presentation using this Dropbox File Request link or send directly to Jutta Burger. Name your files per the following convention – Yourlastname_Poster_Cal-IPC2023.

Session Attendance:

  • In-person: Stand by your poster to explain your project and interact with Symposium attendees on Thursday, October 26, 4:00-5:15 PM. Be sure to download the Symposium app to interact with visitors, both in-person and attending virtually (portal will open Sept. 29). Use the app to check on your poster and answer questions from both virtual and in-person attendees.
  • Virtual: Be available online Thursday, October 26, 4:00-5:15 PM. We will send more detailed instructions as we get closer to the event on how to access our new Symposium web platform. We are opening this portal for attendees to get familiar with it on Sept. 29. Check your poster online over the course of the symposium to answer any questions that are posted to it.

Speaker profile: Please complete your Speaker Profile with a bio and any links you want to share with attendees. Send a profile picture to Claire Meyler.

Questions: Email Jutta Burger.

How to record your talk using Zoom:

Here is one way to record your talk:

  1. If you don’t already have access to an account, you can create a free Zoom account.
  2. Open your PowerPoint (or other format) presentation on your computer.
  3. Sign into Zoom. Once signed in:
    1. Navigate to “Host a Meeting” and select “Screen share only.”
    2. Make sure your video is on and that you are unmuted (you may need to test audio).
    3. Turn on “Record,” give your talk, then turn Record off.
  4. When you close the meeting, you will see a box saying that the file is being converted, then the folder in which it is saved on your computer will pop up (Documents/Zoom).
  5. Watch the video to make sure it works well. Re-record if needed.
  6. Rename your .mp4 file and send it to us.

 Zoom tips: The Zoom controls are usually found at the bottom of the screen in “Meeting Mode” and at the top of the screen in “Screen Share Mode.” You may need to hover over the controls to see them.  The “Record” function may be located under “More…” at the right end of the menu.

 

 

We post PDF files of talks on our website on the Symposium archive unless you ask us not to when you turn yours in. Oral presentations will be recorded and made available in the archives as well. Questions? Contact  symposium@cal-ipc.org.

 

Thank you for helping to strengthen the California stewardship community!

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