Information for Presenters

Thank you for sharing your work! Find instructions below for creating and sharing your presentations.

A woman in a long-sleeved grey shirt waves her hand while talking to a man in a green polo shirt in front of a white and blue poster on a black wire easel, while more people in the background gather in groups to talk.

Attendees at the 2019 Symposium discuss topics during the poster session. Photo: Claire F. Meyler.

Instructions for Speakers (Download Speaker Instructions as a PDF here)

Deadline: Please submit your file(s) by Friday, October 28.

Files required:

  • A pdf or ppt file of your slideshow. Name your file per the following convention: Yourlastname_Session#_Cal-IPC2022. Upload to Dropbox or email your pdf to jburger@cal-ipc.org.
  • If you pre-record your talk, please also upload your .mp4 or .mov video file (instructions below) in addition to a pdf. Upload to Dropbox using the same naming convention above.

Length of talk: Talks should be no longer than 15:00 minutes (unless you have arranged a different length with your session chair) in order to allow time for questions. Shorter talks will allow more time for audience questions. Consider pre-recording if you are concerned about time (see instructions below).

Presenting your talk:

  • Present from a private, quiet space with strong internet.
  • Use a headset or microphone for better audio. Speak slowly and clearly.
  • Rehearse your talk to gauge timing.
  • If you are new to presenting virtually, prepare for the strange situation of not being able to see your audience.
  • If your talk is pre-recorded, we will present it and you will be available for the Q&A.

Testing your setup:

  • We will be setting up multiple practice sessions for the week of Oct. 24 so you can check your audiovisual setup, learn about the conference platform, and ask any questions you may have. We will provide calendar invites with links for these.

Logging into your session:

  • Confirm the time of your session from the Symposium program on our website or on the Symposium web platform in Whova.
  • IMPORTANT: Use the Zoom link you receive from us by email to enter your session.
  • 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.

During your session:

  • Your Session Chair will introduce you and help you stay on time.
  • After your presentation, your Session Chair and Q&A assistant will present you with audience questions to answer.
  • If applicable, make sure to cover the topic of any DPR CEU quiz question(s) related to your talk.

Speaker profile: If you haven’t already, complete your Whova Speaker Profile with bio and photo.

Need Whova help? You can check out our conference platform’s helpful guides here. Or send an email to Jutta Burger at jburger@cal-ipc.org.

 

How to Pre-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.

Let us know if you have any video segments in your presentation.

 

Instructions for Lightning Talk Presenters (Download Lightning Talk Instructions as a PDF here)

Deadline: Please submit your presentation by Monday, October 24, 5:00 PM.

Length: Lightning Talks must be no longer than 5:00 minutes.

Recording your Talk: How you do this is up to you (see instructions above for doing it using a free Zoom account or through PowerPoint). Some recommendations:

  • Use a headset for better audio.
  • Speak slowly and clearly.
  • Rehearse your talk; you might need several takes to improve your presentation.
  • See this Microsoft support link for tips on making your presentation more accessible.

How to Submit: Please submit your video file (.mp4 or .mov format), and a PDF of your presentation through this Dropbox file request link or to jburger@cal-ipc.org directly. Name your files per the following convention – Yourlastname_LightningTalk_Cal-IPC2022.

Session Attendance: Please be available to interact with Symposium attendees through the “Live Stream” video chat during the Poster/Lightning Talk sessions on Wednesday, November 2, 10:30 – 11:30 AM.

  • In our Whova conference platform, we will set up a dedicated virtual meeting space for attendees to talk to you about your presentation. (The link will be posted with your presentation.) Please be in your virtual meeting space for the duration of the Poster/Lightning Talk. If you must step away, please leave a message in the Whova chat window indicating when you will return.
  • Have your video and audio on while you are in the meeting space. Welcome attendees that come in. Encourage them to introduce themselves and turn on audio and video if they haven’t done so.
  • Your virtual meeting space is available via this link throughout the Symposium and can be used for a follow-up meeting with an attendee about your presentation, if needed.
  • Answer questions posted in Q&A by writing a response. (Chat is for comments, not questions.)
  • Check in to your Lightning Talk throughout the course of the Symposium to answer any new attendee questions.
  • If your Lightning Talk title has a “*DPR Credit*” tag, be sure to clearly highlight the answer to the question we’ve included in the DPR quiz for your presentation. I will send that to you directly.

Speaker Profile: Complete your Speaker Profile on the Whova conference platform with a bio and a photo!

Need Whova Help? You can check out our conference platform’s helpful guides here.

Questions: Email Jutta Burger at jburger@cal-ipc.org

 

Instructions for Poster Presenters (Download Poster Instructions as a PDF here)

Deadline: Please submit your Poster presentation no later than Friday, October 28.

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

Tips: Use large font size (24 pt. – 85 pt.) for main body of text; put take home message in large font in center. Use images, figures, and bullets. Less text + clear message = more visitors to your poster. For an entertaining (and critical) how-to on creating posters, see this youtube video (go to 10 min point for tips). See this github link for additional accessibility tips for posters. If you would like internal feedback before submitting a final or would like to add an audio file to your presentation, please contact jburger@cal-ipc.org.

How to Submit: Please submit a PDF of your presentation to through this Dropbox file request link or to jburger@cal-ipc.org. Name your files per the following convention – Yourlastname_Poster_Cal-IPC2022.

Session Attendance: You are expected to be available to interact with Symposium attendees through the “Live Stream” video chat during the Poster/Lightning Talk sessions on Wednesday, November 2, 10:30 – 11:30 AM.

  • Join the dedicated live video link during your session so attendees can enter to talk directly to you about your poster (a link to it will be posted with your presentation). If you must step away, leave a message in the chat indicating when you’ll be back.
  • Have your video and audio on while you are in the live link. Welcome attendees that come by and encourage them to introduce themselves and turn on audio and video, if they haven’t done so, to encourage chatting. This link will be open throughout the symposium and can be used for a follow-up meeting with attendees about your presentation, if needed.
  • Manage and answer questions posted in Q&A as they come up. Use Chat for comments, not to answer questions about your poster.
  • Check in to your poster throughout the course of the Symposium to answer any new attendee questions that have been posted in the Q&A.
  • Encourage attendees to see other posters and lightning talks – there are 17 in all!
  • If your Poster title has a “*DPR Credit*” tag, be sure to clearly highlight the answer to the question for your presentation in the DPR quiz for the session (I will send you that directly).

Speaker Profile: If you have not done so already, complete your Whova Speaker Profile with a bio and a photo!

Need Whova Help? You can check out our conference platform’s helpful guides online.

Questions: Email Jutta Burger at jburger@cal-ipc.org

Thank you for helping to strengthen the California stewardship community!


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