Congratulations on being selected to deliver your presentation at the Summer 2011 ESCC/Internet2 Joint Techs. Please follow these guidelines to make sure it is delivered successfully to your live, netcast and World Wide Web audiences. If you have any questions or cannot comply with these guidelines for any reason, please contact firstname.lastname@example.org as soon as possible.
- Preparing and Submitting your Presentation
- Delivering your Live Presentation
- Netcast Presentation Requirements
- Especially for Videoconference Presenters
- Especially for Remote Presenters
To ensure that your presentation can be processed appropriately and associated with the correct session—both live and online—please name and submit your presentation according to the following guidelines.
- Name your presentation file – Please name your presentation according to this example: YYYYMMDD-lastname-topic, where YYYYMMDD is the year, month and day the presentation is scheduled; lastname is your last name, and; topic is a shortened version of the topic or session title, lowercase. For example, a PDF presentation on IPv6 given on 11 Feb 2006 by Gary Bachula would be named 20060211-bachula-ipv6.pdf.
- Use an accepted format – Please save your presentation in one of the following formats: PowerPoint (ppt, pptx), KeyNote (key), or Portable Document Format (pdf).
- Save a copy in PDF format – If your presentation is not already in PDF format, please save a copy of your presentation in PDF format for online posting. This gives you a chance to review the converted copy and ensure that information and graphics appear as you intended. It is Internet2's practice to make all presentations available as PDF files to ensure the highest accessibility for our online audience, and to help protect speakers' copyrights by making it harder for original slides to be copied. Both the presentation and PDF version should have the same name (except for the file extension). Note: If you would like your presentation to be posted online in non-PDF format (for instance, because it includes some important animations that cannot be translated into PDF format), please include a note to that effect in your submission email message.
- Submit your presentation (and PDF copy) to email@example.com on or before Wednesday, July 6, 2011. Please note: Meeting support may contact you if you do not submit your presentation before the deadline. Internet2 reserves the right to cancel your speaking engagement if you do not meet these requirements.
Here are some simple tips to help make your presentation a success.
- Please practice giving your presentation prior to the meeting.
- Please confirm your presentation time with meeting support personnel. If you have questions regarding your presentation, meeting support personnel can be found in the back of the room.
- If your presentation includes a panel of speakers, please sit in your speaking order. The first speaker should sit closest to the podium.
- Indicate if you are the moderator of a panel and please notify meeting support if there are any speaker cancellations.
- Speak directly into the microphone at all times. Ask questioners to walk to the microphones provided to ask questions, or repeat the question into the microphone. Audience members—both live and remote—will not be able to hear content delivered off-microphone.
- Non-netcast presenters must use their own laptop to deliver their presentation, as one will not be provided by Internet2. Netcast presenters must use the podium laptop provided (see below).
Netcast sessions have special technical requirements. This information will help ensure a successful experience for meeting participants.
- Unless you submit a Refusal to Record Request, your session will be recorded and made available to online attendees, and offered for download on the event website as part of the conference proceedings.
- Speakers presenting in the netcast venue must use the podium laptop provided by Internet2.
- A clicker with built-in laser pointer will be provided on the podium for your convenience. You may use it to advance your slides or to point out specific areas of interest on the screen.
- Podium laptop keyboard and controls remain active during presentations, so you can also use them to control your slides, or to navigate to a web site URL with an installed web browser. If you need to run applications other than a browser, need to run multimedia files, or have any other requirements not covered here, please contact firstname.lastname@example.org with your specific needs.
- If you are presenting in the netcast venue, and your presentation includes other multimedia files (video, audio, etc.), please inform email@example.com when you submit your presentation and describe the additional files you'll be using. You will be asked to provide these files in advance of the presentation, so they can be uploaded to the podium laptop.
- Please inform meeting support personnel of the session format. Will one presenter speak at a time, followed by a panel discussion? Will you require the panel microphones to be activated during the presentation or will you move to the podium to answer questions? (Meeting support personnel must control microphone muting to protect against feedback. Please do not attempt to turn the mics on or off from the podium or the aisles.)
- Please turn cell phones completely off. Muted cell phones can still cause audio static.
- Please keep panel and presentation area clear from debris. We are broadcasting in high definition. The camera picks up everything.
- Please remove your conference badge.
- Panel members should not bring their laptops to the panel or use them during the presentation. Laptops compromise the video image and cause distraction when opened, closed or used from the panel during the presentation.
Videoconferencing sessions have special technical requirements, and equipment and connections must be tested before the conference to ensure a successful experience for meeting participants.
- Please provide the following information to Ben Fineman (firstname.lastname@example.org) by Friday, June 24, 2011 to ensure that testing can be completed by June 29. Videoconference sessions that have submitted the required information but have not been tested by Wednesday, June 29, 2011, will not be supported if problems occur.
- Required information:
- Local participant name, email address and phone
- Technical contact name, email address and phone
- Endpoint name, phone, timezone, geographic location, IP address, GDS extension (E.164) and connection speed
- Will this call be part of a multi-point call or point-to-point?
- Would you like to use Adobe Connect to share slides with the audience? Let us know, as you will need to install and test the software beforehand. This test will be performed when you test your video connection before the meeting.
If you're delivering your presentation remotely, please review these tips to ensure a successful presentation.
- All remote speakers must be available a full half-hour before the start of the session to perform connection, lighting and sound checks (including muting and unmuting).
- Remote speakers may be on camera at any time during the entire duration of the meeting. Make sure you remain attentive for the entire duration of the session, even when you are not speaking, as you may still be on camera.
- Please mute your microphone when you are not speaking. (Make sure to test this before the start of the session.)
- Close the door to your remote presentation room and put a sign on the door to ensure you are not disturbed during the presentation.
- If you are remotely presenting with media or slides and need to share your screen during the presentation, please test this capability prior to presenting. We have Adobe Connect to facilitate this functionality, but an Adobe Connect virtual room must be reserved and tested prior to the meeting.
- Please turn desk phone ringers down and turn cell phones completely off. Interference from muted cell phones can cause audio static.
- Please keep presentation area clear from debris.
If you have any questions or cannot comply with these guidelines for any reason, please contact
email@example.com as soon as possible.