Oral & Mini-Symposium Presenter Guidelines

Thank you for presenting at the 2023 International Seaweed Symposium!

We want to ensure your presentation runs smoothly.

The following guidelines and resources are designed to assist with your preparation and participation as an abstract presenter.

Should you have any queries regarding the information provided or your participation please contact mail@conferencedesign.com.au.

ORAL PRESENTATIONS & MINI-SYMPOSIUM

Presentations will be 12 minutes in duration with 3 minutes for question and answer at the end of your talk. When available, please check the program for scheduling of your presentation and the Q & A.

If attending and presenting onsite at the Hotel Grand Chancellor Hobart, you will present live at the scheduled time. If you are attending online you will provide a pre-recorded presentation and join the portal to participate in a live Q&A.

Presentations and recordings should not exceed their allocated time.

If providing a pre-recorded presentation, presenters are required to upload their presentation as a .MP4 file via DropBox (link below) no later than 23rd January 2023.

If you have any concerns about presenting online or onsite, please contact mail@conferencedesign.com.au.

ONSITE PRESENTERS

Preparing your presentation

The presentation computers use Windows and PowerPoint.

Prepare any slides using 16:9 presentation aspect (4:3 square aspect will not fill the venue screen).

Embed audio and video content, do not link to external files.

Before the symposium

Upload your presentation at a minimum the day before your presentation if possible. Please also bring a backup copy on USB to the symposium. Upload via the PowerPoint Slides Upload Box below.

Presentations should be named with the day, session and time of your presentation (Day_Session_Time)

If not able to preload your presentation, please bring it on a USB with you to the conference and upload it with the AV technician well in advance of your presentation (at the latest in the break prior to your session).

Speaking times

Oral presenters are allocated 12 minutes with 3 minutes for question and answer at the end of your talk.

Before your session

Go to your session room at least 15 minutes prior to the start time to meet the session chair and AV technician. Familiarise yourself with the room and audio-visual setup.

Sit at the front so you can move to the lectern after the Session Chair introduces you.

If you need assistance, ask your Session Chair. AV Technicians will troubleshoot any technical issues.

During your session

Please note that your presentation must not exceed the time allocated. Session Chairs will end your presentation if it runs over time.

Session Chairs will facilitate the question and answer portion following your presentation.

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ONLINE PRESENTERS

Recording your Presentation

To pre-record your presentation, record your video using the software you feel most comfortable with.

If you have little experience recording videos, we suggest Zoom or Microsoft PowerPoint.

Keep your presentation recording to your allocated time slot. If you go over time you will be required to edit and re-submit by the deadline.

Recordings need be provided to the symposium managers in MP4 format. Should your presentation be received in a format other than MP4 you will be asked to resubmit in an MP4 format.

Upload your recording - DUE MONDAY 23RD JANUARY

RECORDING DUE MONDAY 23RD JANUARY

Recordings must be provided to Conference Design:

In MP4 format.
As a single file. Multiple files will not be accepted.
Submit via the Presentation Video Upload box below.
Files to be named: presenter name, day, session and time of your presentation (First. Last_Day_Session_Time).

If making changes, always ensure to upload the latest version. Each upload is stamped with date/time so we will only use the latest version uploaded to the system.

Failure to submit your recording by this deadline may result in your presentation being withdrawn from the program.

UPLOAD VIA THE PRESENTATION VIDEO UPLOAD BELOW

Before your session

On the day of your session, please log in to the portal 30 minutes before your session. This will allow you to:

Familiarise yourself with your equipment and make sure everything is in good working order (i.e. microphone and camera working, plenty of battery if using a laptop, stable internet connection).
Familiarise yourself with the Live Q&A feed.
Connect with your fellow presenters.
If you have any issues or queries, you can connect with the support team through the Live Support ticket in the online conference portal, or the chat function in the zoom call.

During your session

Presenters should be logged in 30 minutes prior to the commencement of their session.

Presentations will automatically commence at the nominated start time. There is no need for presenters to start or activate their talk.
Presentations must not exceed the time allocated.
Following your presentation there will be a live Q&A with audience members.
Attendees can type questions into the Live Q&A box at any time throughout the presentation.
Attendees and presenters will also be able to participate in a discussion forum throughout the presentation. The discussion forum should be used for general discussion, with questions for presenters asked via the Live Q&A feed.
Presentations and Live Q&A. There will be a timer counting down to the end of the presentation.
Delegates will be able to log back into the presentation to view the recording “on-demand”. Live Q&A and Discussion Forum content will also be available.
At the conclusion of the presentation, presenters can go back to the timeline and participate in the conference as usual.

Live Support

Live support will be available throughout the symposium opening hours and will include dedicated IT/AV support.

Should presenters require assistance at the time of the symposium they should contact support by:

Zoom Chat: this chat feed is easily accessible in your Zoom meeting. The Chat button is located towards the bottom of the call, you can direct your messages to all members in the Zoom meeting, or specifically to your Session Host (one of our AV technicians). Queries will be quickly picked up by the support team.
Live Support Hub: live support is immediately accessible via the icon at the top of the online conference portal. Users should log their query in the live support chat box and a team member will respond as quickly as possible.

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POST-SYMPOSIUM INFORMATION

Will my presentation be available to delegates following the symposium?

All live and pre-recorded presentations will be available to delegates after the event unless you advise otherwise. Any additional files authors choose to share will also be available to view during and after their presentation.

Access to the online platform is restricted to symposium participants only and cannot be found by search engines.

Copyright

If presentations are to be used or published in any other format or forum, your specific consent will be requested. Please ensure you have permission to use any images, music or content within your presentation. If you do not have copyright permission, your presentation will not be able to be used or published. Do not include any images copied from the internet. Getty Images and other image agencies crawl the internet looking for images that have been copied without the appropriate licenses.

Copyright Ownership

The inclusion of your presentation in the portal or used in an alternative publication will not affect your ownership rights. Neither the symposium committee nor Conference Design will acquire the ownership rights of your presentation.

Will people be able to record or download my presentation?

During the registration process, delegates must acknowledge and agree to the virtual conference Terms & Conditions, which include strict rules around unauthorised photography and recording of conference material. While these measures can be taken, we cannot enforce this rule in an online environment. The assumption should be made that participants may indeed take unauthorised photographs, screenshots, audio or video recordings, therefore you may wish to adjust the content of your presentation accordingly.

Presentations in the portal are available only to view and cannot be downloaded.