PRESENTATION INSTRUCTIONS

Getting Started

What Type Of Speaking Role Do You Have?

Click on the speaker type that matches your role for the event.
Instructions are tailored to each speaking role.
If you’re not sure of your role, please contact zbloomgarden@brainxchange.events

SOLO PRESENTER

Preparations

Pre-Event Preparation Calls:

Solo speakers are required to have at least two preparation calls with EWTS Everywhere producer Zach in order to answer any questions you may have about recording and presenting online and so that we can assist you in delivering an amazing talk.

Types of prep calls:

  • Content Call – Brainstorm/discuss what ideas and takeaways you’ll be covering in your talk (August)

  • Dry Run/ Rehearsal Call – Walk through your presentation using the recording tool and prepare for the live show including Q&A (September)

SCHEDULE YOUR PREP CALLS

Speaker Training Webinar

Please plan to attend a speaker training webinar on Thursday, September 3, 2020 at 1pm PST.
If unable to attend, a recording will be made available afterwards.

Sign up for the training webinar here

Preparation Resources

Here are some other helpful preparation tools for solo case study presenters:

Presenting & Recording Instructions

All presentations will be pre-recorded then broadcast during the event. A live Q&A session will take place following the playback.

Recording Your Presentation

Please schedule a date and time to record your talk with our engineers between September 8-30. Recording times are from 8am to 6pm PST Monday - Friday and available on a first-come, first-serve basis.

BOOK YOUR RECORDING DATES

Submit your presentation materials here prior to your recording appointment. If you plan on using slides with any audio/video elements, you will need to upload those files separately from your slide deck. You must submit this information at least 48 hours in advance of your recording or you’ll need to reschedule.

SUBMIT YOUR PRESENTATION MATERIALS


We’ve put together a step-by-step guide for using BigMarker, a browser-based recording tool (no download necessary). You will receive an email invite from BigMarker prior to your recording appointment with a link to join and present.

Don’t worry if you’ve never done something like this before. We will walk you through the process and help you every step of the way.

Technical Requirements

A general breakdown of what you should have in place to deliver your talk.

  • Desktop Computer or Laptop

  • Speakers/Headphones

  • Internet Connection

  • Website Browser (Google Chrome for best experience, Safari, Firefox)

  • Microphone

  • Camera/Webcam

  • Attire: Wear basic colors against a neutral background for best resolution

  • Room/Environment: A quiet, neat, well-lit space (free of clutter). Find a quiet room with plenty of light (if possible). Any light sources should be in front of you (do not sit with your back to a sunny window)

Presentation Format & Timing

Your presentation will be 25 minutes in total = 20-minute pre-recorded talk + 5-minute live *Q&A* Please adhere to this; if your recording goes longer than 20 minutes, our engineers will be forced to cut it down. *NOTE* Q&A only applies to talks being aired during “presentation” hours, which you can find here. Please check with Zach Bloomgarden, zbloomgarden@brainxchange.events to confirm if Q&A will be required for your presentation.

Presentation Slides

Preparing Slides - Make sure to include dynamic visuals on short, colorful, impactful slides and to change those slides every 2-3 minutes to keep participants engaged.

Before your appointment to record your session, you must submit your presentation slides here.
If you plan on using slides that have any audio/video elements, you will need to upload those files separately from your slide deck. If you do not upload the audio/video elements as separate files, we cannot guarantee it will be included in the recording.

You must submit this information at least 48 hours in advance of your recording appointment. If you do not, your appointment will be cancelled, and you will need to reschedule it.

Please note that attendees will have access to a PDF version of your slides. If there’s sensitive information or images you don’t want distributed, please submit 2 versions of your talk: One for live playback and one for distribution to attendees.

Slide Deck Templates

Here are several slide templates you can download and use to create your presentation. *NOTE* Once submitted, all presentations will be converted by our engineers to a PDF file for optimal use on BigMarker. We will provide you with a copy of this converted PDF to make sure everything looks the same and you are comfortable referencing it during your recording. If there are any issues or concerns, please contact Zach Bloomgarden zbloomgarden@brainxchange.events

Slide Guidelines

Please adhere to the following rules when creating your presentation slides. This will allow us to have a consistent experience for the large amounts of content that will be shared with audience.

  • Slide Format: Slides must be designed using one of the following presentation tools: PowerPoint, Google Slides or Keynote

  • Slide Size: Slides must be designed in the 16:9 layout

  • Slide Fonts: Slides must be designed using one of the following fonts – Century Gothic or Calibri

  • Required Slides: Presenters must include the following slides in their presentation

    • Slide 1: Title Slide - includes session title, speaker(s) name, title, organization, organization logo(s) may appear on this slide.

    • Slide 2: Learning Objectives - Please list the summary of learning objectives and key takeaways attendees can expect.

    • Last Slide: Closing Slide for Q&A - Should include how to connect with speaker after session. Organization logo may appear on this slide.

  • Slide Deck Naming: Presenters must save their slide deck with the following naming convention: First and Last Name.

Tips

Here are some helpful tips to keep in mind when preparing your content and creating your presentation:

Presentation Tips

  • Tactics & Takeaways - Keep in mind that our attendees are looking for tangible takeaways that they can implement when returning to the office. EWTS attendees use the event to learn about the applications, opportunities, and challenges for using AR/VR/wearables in the workplace.

  • Focus on the "How To's", not the "Why's" - The audience is looking for speakers to spend their time on the stage explaining how to make the most out of whichever topic they are speaking on, rather than spending their time telling attendees why that topic is important.

  • The BrainXchange audience draws participants from a wide variety of industries and different business areas. Make sure that your talk includes enough background material and motivation so that it can be understood by those who are not specialists in your area.

  • Do not read slide material verbatim, other than for specific emphasis.

  • Prepare for your session in the same manner as you will deliver it.

  • Practice your presentation until you can speak from memory and notes, rather than just reading your presentation from a script, and to ensure that you can complete your presentation according to the allotted time.

  • Time your presentation and know how much time you will spend on key slides.

  • Explain the purpose of the session and the takeaways the audience should get from it. (Ex. We plan to have an energetic discussion on … This will help you as a user of AR/VR/wearables to …)

Slide Tips

  • Be smart with your slides. Keep your slides simple. They should support your words, not repeat your message. Slides should only contain essential information.

  • Limit the amount of text on each slide. Stress key messages on the slides to complement your discussion points. Avoid densely packed text on a slide.

  • Wording should be clear and legible.

  • Limit the number of fonts and colors.

  • Use builds to make the story more progressive. Avoid using overly complex graphics that may be more difficult to follow.

  • Manage the amount of time you spend on introductions. This will allow you to spend more time discussing the key messages of your presentation.

Submit Your Presentation Materials

Please submit all presentation related materials here.

Live Q&A Instructions

How it will work:

For an idea of how Q&A will work

  • Speakers whose talks are being aired during “presentation” hours, which you can find here, are required to participate in a live Q&A with audience members immediately following their talk

  • For solo case study presenters, the conference chair will facilitate Q&A between the audience and the speaker. Solo presenters are encouraged to keep an eye on the questions during the recorded playback to get a sense of what may be asked to them during the live component.

An hour before your scheduled talk, log into the online event platform. Once signed in, you will be directed to the Home Lobby.

Click your profile icon and select 'My Sessions' from the dropdown menu.

Click on the day/date you are speaking. Your session will appear. Click on the ‘Speaker Live Room’ button.

Within the Speaker Live Room, you should see yourself on camera.
You can mute/unmute yourself and turn on/off your camera using the round icons below.

There are really three features you need to know:

View Live Feed: Select the pink ‘View Live Feed’ button to follow along with your pre-recorded session as it’s played live.
This will appear where the blue rectangle is below (bottom left corner of your camera view).

Q&A box: While your session is playing, audience questions will appear in real time here.
If you see a question that you want to answer, copy and paste it into the Chat to let the Chair know.
 
Chat: This is a private chat between you and the Chair. The chair will use this chat to field questions to you during the Q&A.

When it's time for the Q&A to start, both you and the Chair will be livestreamed to the audience.
You'll unmute your microphone at this point, and the Chair will pose selected questions to you.
At the end, the Chair will thank you and inform the audience of the next session, and you will mute your microphone again.

Example Schedule

Here is an example of a solo case study presenters timeline during the live event – For the purposes of this example, assume your solo case study presentation is scheduled for 9:00

Follow the link you were emailed to the EWTS Everywhere online platform, the web-based application, all participants will use to participate in the different event activities and you will use for the live Q&A.
Sign into the platform. Once you are signed in, click the profile icon located on the top right of the green navigation bar.  A dropdown will appear and click “My Sessions” which will take you to a page that shows the session you are scheduled to participate in. Click into the session to enter the stage room for your Q&A.
An AV engineer will join your stage room to check your connection/audio levels and make sure your set up for live video feed via your computer.
The session lobby for your presentation will open up giving attendees access to the Q&A channel. You can monitor the Q&A activity directly from your stage room.
The previous session will conclude, and the chair will set the audience up for your talk.
The chair will join your stage room to do a quick check about introducing you and strategy for handling Q&A.
The chair will introduce you and your pre-recorded video presentation will be livestreamed to the audience.
Monitor the Q&A channel
Approximately 5 minutes before the end of your recorded talk, use the internal chat function in your stage room to communicate with your chair about Q&A.  
The showrunner will give you and the chair a notification right before your presentation recording is schedule to end. Make sure your microphone is unmuted!
The recording will end; the stage room will switch, and you and the chair will be livestreamed to the audience so you can begin the Q&A. Make sure your microphone is unmuted!
The Q&A will end. The chair will thank you and let the audience know what will be happening next. Please make sure your microphone is muted once the session has concluded.
PANELIST

Preparations

Pre-Event Preparation Calls With Panel Moderator:

Panel presenters are required to have at least two prep calls with your session moderator, in anticipation of the event.

  • A one-on-one call so you can get to know one another and discuss stragety.

  • Group call with you, the moderator, and the other speakers on your panel session to strategize for what you will cover in the presentation.

Your moderator will reach out directly to schedule these calls approximately 2 months out from the event.

Speaker Training Webinar

Please plan to attend a speaker training webinar on Thursday, September 3, 2020 at 1pm PST.
If unable to attend, a recording will be made available afterwards.

Sign up for the training webinar here

Preparation Resources

Here are some other helpful preparation tools for solo case study presenters:

Presenting & Recording Instructions

All presentations will be pre-recorded then broadcast during the event. A live Q&A session will take place following the playback.

Recording Your Presentation

The panel Moderator is responsible for scheduling a date and time for you and your fellow panelists to record your talk with our engineers. Recordings will take place between September 8-30 from 8am to 6pm PST Monday - Friday, and will be available on a first-come, first-serve basis.

We’ve put together a step-by-step guide for using BigMarker, a browser-based recording tool you’ll use to record your panel (no download necessary). You will receive an email invite from BigMarker prior to your recording appointment with a link to join and present

Don’t worry if you’ve never done something like this before. We will walk you through the process and help you every step of the way.

Technical Requirements

A general breakdown of what you should have in place to deliver your talk.

  • Desktop Computer or Laptop

  • Speakers/Headphones

  • Internet Connection

  • Website Browser (Google Chrome for best experience, Safari, Firefox)

  • Microphone

  • Camera/Webcam

  • Attire: Wear basic colors against a neutral background for best resolution

  • Room/environment: A quiet, neat, well-lit space (free of clutter). Find a quiet room with plenty of light (if possible). Any light sources should be in front of you (do not sit with your back to a sunny window)

Presentation Format & Timing

Group panel discussions will be 55 minutes in total = 45-minute pre-recorded talk + 10-minute live Q&A with the audience. Please adhere to this; if your recording goes longer than 45 minutes, our engineers will be forced to cut it down.  

General Rule of Interaction

Virtual presentations with multiple remote presenters can be difficult to pull off. To avoid speaking over one another, we suggest allowing the Moderator to dictate which panelist speaks at which time. So, the Moderator will prompt an individual panelist by name before that panelist can speak.

Live Q&A Instructions

How it will work:

For an idea of how Q&A will work

  • All speakers are required to participate in a live Q&A with audience members immediately following their talk.

  • For panel presentations, the session moderator is responsible for facilitating Q&A between the audience and the panelists. Panelists are encouraged to keep an eye on the questions during the recorded playback to get a sense of what may be asked to them during the live component.

An hour before your scheduled talk, log into the online event platform. Once signed in, you’ll be directed to the Home Lobby.

Click the profile icon at top right and select ‘My Sessions’ from the dropdown menu.

Click on the day/date you are speaking. Your session will appear.
Click on the ‘Speaker Live Room’ button.

Within the Speaker Live Room, you should see yourself on camera.
You can mute/unmute yourself and turn on/off your camera using the round icons below.

There are really three features you need to know:

View Live Feed: Select the pink ‘View Live Feed’ button to follow along with your pre-recorded session as it’s played live. This will appear where the blue rectangle is below (bottom left corner of your camera view).

Q&A box: While your session is playing, audience questions will appear in real time here.

Chat: This is a private chat between you, the moderator and the other panelists. If you see a question in the Q&A that you want to answer, copy and paste it into the chat to let the others know. The moderator may also field Q&A questions to you this way (using the private chat).

When it's time for the Q&A to start, you, the Moderator, and your fellow panelists will be livestreamed to the audience.
You'll unmute your microphone at this point, and the Moderator will pose selected questions to all of you.
At the end, the Chair will thank you and inform the audience of the next session, and you will mute your microphone again.

Example Schedule

Here is an example of a panel presenters timeline during the live event – For the purposes of this example, assume your panel is scheduled for 9:00

Follow the link you were emailed to the EWTS Everywhere online platform, the web-based application, all participants will use to participate in the different event activities and you will use for the live Q&A.
Sign into the platform. Once you are signed in, click the profile icon located on the top right of the green navigation bar.  A dropdown will appear and click “My Sessions” which will take you to a page that shows the session you are scheduled to participate in. Click into the session to enter the stage room for your Q&A.
An AV engineer will join your stage room to check your connection/audio levels and make sure your set up for live video feed via your computer.
You, the other panelists on the session, and your moderator should all be together in the same stage room at this time. This is a good time to discuss strategy for handling the live Q&A interaction with each other.
The session lobby for your panel will open up giving attendees access to the Q&A channel. You can monitor the Q&A activity directly from your stage room.
The previous session will conclude, and the conference chair will set the audience up for your panel.
The chair will join your stage room to do a quick check with your moderator about introducing the panel.
The chair will introduce your moderator and session, and your pre-recorded video presentation will be livestreamed to the audience.
Monitor the Q&A channel
Approximately 10 minutes before the end of your presentation recording, use the internal chat function in your stage room to communicate with your moderator and fellow panelist about Q&A.  
The showrunner will give you and the other speakers a notification right before your presentation recording ends. Make sure your microphone is unmuted!
The recording will end; the stage room will switch; and you, your moderator, and the other panelists, will be livestreamed to the audience so you can begin the Q&A. Make sure your microphone is unmuted!
The Q&A will end. The chair will thank you and the other presenters and let the audience know what will be happening next. Please make sure your microphone is muted once the session has concluded.
MODERATOR

Preparations

Moderator Guide

Approximately 2 months out from the event, the conference producer, Zach, will send you an email with your speaker moderator guide. This document will help with the planning of panel and includes important information like:

  • Panel Session Details

  • Panelists' Contact Details & Background Information

  • Panel-Moderator Preparation Call Email Templates

Pre-Event Call with EWTS Producer

Panel moderators are required to have at least one preparation call with EWTS Everywhere Producer Zach in order to answer any questions you may have about recording and presenting online (approx. 2 months out).

SCHEDULE YOUR PREP CALL WITH ZACH

Pre-Event Calls with Panelists

Panel moderators are also required to have at least one prep call with each panelist individually and one call with all the panelist as a group.

  • One-on-one individual call so you can get to know each panelist and discuss strategy. (AUGUST)

  • Group call with all the panelists to strategize for what you will cover in the presentation. (SEPTEMBER)

It is your responsibility to reach out to the panelists directly to schedule these calls.
You can find their email templates and contact details for this in the Moderator Guide.

Speaker Training Webinar

Please plan to attend a speaker training webinar on Thursday, September 3, 2020 at 1pm PST.
If unable to attend, a recording will be made available afterwards.

Sign up for the training webinar here

Preparation Resources

Here are some other helpful preparation tools for solo case study presenters:

Presenting & Recording Instructions

All presentations will be pre-recorded then broadcast during the event. A live Q&A session will take place following the playback.

Recording Your Presentation

As the Moderator, you’re responsible for scheduling a date and time that works for all panelists to record your session with our engineers. Recordings will take place between September 8-30 from 8am to 6pm PST Monday - Friday, and will be available on a first-come, first-serve basis.

BOOK YOUR RECORDING DATES


We strongly discourage the use of slides for panel presentations, but should you choose to use them you will need to submit those details here prior to your recording appointment. Any audio/video elements will need to be uploaded separately or we cannot guarantee they’ll be included in the recording. 

If you decide to use slides, you must submit them at least 48 hours in advance of your recording.
For more information about presentation slides, click here.

We’ve put together a step-by-step guide for using BigMarker, a browser-based recording tool you’ll use to record your panel (no download necessary). You will receive an email invite from BigMarker prior to your recording appointment with a link to join and present.
 
Don’t worry if you’ve never done something like this before. We will walk you through the process and help you every step of the way.

Technical Requirements

A general breakdown of what you should have in place to deliver your talk.

  • Desktop Computer or Laptop

  • Speakers/Headphones

  • Internet Connection

  • Website Browser (Google Chrome for best experience, Safari, Firefox)

  • Microphone

  • Camera/Webcam

  • Wear basic colors against a neutral background for best resolution

  • Room/Environment: A quiet, neat, well-lit space (free of clutter). Find a quiet room with plenty of light (if possible). Any light sources should be in front of you (do not sit with your back to a sunny window)

Presentation Format & Timing

As the Moderator, you will determine the final themes and topic order for your panel. Keep in mind that some panels are highly structured with a set time for each panelist to speak, while others are more organic in flow. This is what the pre-event prep calls are for: To figure out with the panelists what topics to cover and how the conversation should unfold.

Group panel discussions will be 55 minutes in total = 45-minute pre-recorded talk + 10-minute live Q&A with the audience. Please adhere to this; if your recording goes longer than 45 minutes, our engineers will be forced to cut it down.

General Rule of Interaction

We strongly suggest that you, as the Moderator, dictate which panelist speaks at which time to avoid having panelists speak over one another. So, you would prompt an individual panelist by name before that panelist can speak

Introducing Your Panel

For context, please address the following at the beginning of your panel recording:

  • Briefly introduce each panelist (name, company, title/role, relevance to topic) or have them briefly introduce themselves - You do not need to introduce yourself as the Chair will do that for you before the video playback.

  • In addition, explain the takeaways attendees can expect to get from the panel.

Tips

The role of the moderator can be both challenging and rewarding. The moderator is the key to an open, proactive, and productive conversation, the one who encourages others to explore ideas, to share their thoughts, and to seek common ground, a consensus, even understanding. Moderating a panel is deceptively hard--harder, in fact, than keynoting because the quality of the panelists is usually beyond your control.

Here are a few suggestions for bringing out a range of opinions, exploring the topic thoroughly, and encouraging a rich and lively discussion:

Before the Presentation:

  • Connect with each panelist individually, then as a group. Connect more than once if necessary.

  • Work with panelists regularly, keeping everyone in the loop. Get a sense for their expertise as well as their passions regarding the session topic and planned discussion points.

  • Ensure they understand the objectives and goals for the session.

  • Work with them on how the session will flow, interaction rules, how you will lead through the talking points, and how you will conduct the Q&A portion.

  • Do not try to script or design panelists answers but help them mentally prepare for how they will respond to questions and the ideas presented.

During the Presentation:

Beware of these potential pitfalls:

Live Q&A Instructions

How it will work:

For an idea of how Q&A will work

  • All speakers are required to participate in a live Q&A with audience members immediately following their talk.

  • For panels, the Moderator will facilitate the Q&A between the audience and panelists. To do this, you'll monitor the Q&A channel, identifying the best questions (most relevant, frequently asked, etc.) to ask your panelists.

An hour before your scheduled talk, log into the online event platform.
Once signed in, you will be directed to the Home Lobby.

Click on your profile icon and select ‘My Sessions’ from the dropdown menu.

Click on the day/date you are speaking. Your session will appear. Click on the ‘Speaker Live Room’ button.

Within the Speaker Live Room, you should see yourself on camera.
You can mute/unmute yourself and turn on/off your camera using the round icons below.

There are really three features you need to know:

View Live Feed: Select the pink ‘View Live Feed’ button to follow along with your pre-recorded session as it’s played live.
This will appear where the blue rectangle is below (bottom left corner of your camera view).

Q&A box: While your session is playing, audience questions will appear in real time here.
 
Chat: This is a private chat between you and the panelists. You may use the private chat to field Q&A questions to specific panelists.

If for some reason you need to change the default settings of ‘Everyone starts muted’ and/or ‘Everyone starts hidden’, go to Settings (bottom right).

When it’s time for the Q&A to start, you and the panelists will be livestreamed to the audience.
You’ll unmute your microphone at this point and pose selected questions to the panelists.
At the end, the Chair will thank you and inform the audience of the next session, and you will mute your microphone again.

Example Schedule

Here is an example of a moderator’s timeline during the live event – For the purposes of this example, assume your panel is scheduled for 9:00

Follow the link you were emailed to the EWTS Everywhere online platform, the web-based application, all participants will use to participate in the different event activities and you will use for the live Q&A.
Sign into the platform. Once you are signed in, click the profile icon located on the top right of the green navigation bar.  A dropdown will appear and click “My Sessions” which will take you to a page that shows the session you are scheduled to participate in. Click into the session to enter the stage room for your Q&A.
An AV engineer will join your stage room to check for your connection/ audio levels and make sure your set up for live video feed via your computer.
You and the other panelists should all be together in the same stage room at this time. This is a good time to discuss strategy for handling the live Q&A interaction with each other.
The session lobby for your panel will open up giving attendees access to the Q&A channel. You can monitor the Q&A activity directly from your stage room.
The previous session will conclude, and the conference chair will set the audience up for your panel.
The conference chair will join your stage room to do a quick check about introducing you and the panel.
The chair will introduce you and the session, and your pre-recorded video presentation will be livestreamed to the audience.
Monitor the Q&A channel
Approximately 10 minutes before the end of your recorded talk, use the internal chat function in your stage room to communicate with the panel speakers about Q&A.
The showrunner will give you and the other speakers a notification right before your presentation recording ends. Make sure your microphone is unmuted!
The recording will end; the stage room will switch; and you and the other panelists will be livestreamed to the audience so you can begin the Q&A. Make sure your microphone is unmuted!
The Q&A will end. The chair will thank you and the other presenters and let the audience know what will be happening next. Please make sure your microphone is muted once the session has concluded.
CHAIR

Preparations

Chair Guide

Approximately 2 months out from the event, the conference producer, Zach, will send you an email with your chair moderator guide. This document will help with the planning of panel and includes important information like:

  • Day of Schedule

  • Day of Speaker Introduction Bios

  • Day of Chair Timeline

Pre-Event Calls with EWTS Producer

Chairs are required to have at least two preparation calls with EWTS Everywhere producer Zach in order to answer any questions you may have about presenting online, the Chair role, etc. (approx. 2 months out). Zach will also send you a Chair Guide (see example) to help you prepare for your role.

  • Intro call: Discuss the Chair role, including format, responsibilities, technical details, tips (August)

  • Dry run / rehearsal: Walkthrough the live event, including session transitions, audience interactions, and Q&A (September)

SCHEDULE YOUR PREP CALLS

Presenter Training Webinar

Please plan to attend a speaker training webinar on Thursday, September 3, 2020 at 1pm PST.
If unable to attend, a recording will be made available afterwards.

Sign up for the training webinar here

Preparation Resources

Here are some other helpful preparation tools for solo case study presenters:

Responsibilities

As the main host, the Chair makes sure the program runs smoothly and attendees are engaged.
Because this role is so critical to a successful online event, it’s imperative you know your responsibilities and prepare accordingly:

Connections
Help link the ‘onstage’ content with the event themes, drawing connections to help attendees gain value.
This requires you to actively listen/observe throughout the program.

Opening Remarks
Kick off the day and set the stage for attendees with your opening remarks.
Use these to provide context for what’s to come over the course of the day.

Introductions
Provide short intros (approx. 30 seconds) for Panel Moderators and Solo Speakers.
These should tease but not entirely reveal what each speaker/panel will cover.
After you make this intro, the video playback will begin.

Transitions
Once the Q&A for a session ends, it’s up to you to thank the speaker(s) and pivot to the next session.
Again, it’s all about making connections for the audience between the content
just presented, what’s up next, and the overall event themes.

Live Q&A Facilitation
For solo presentations, the Chair will facilitate Q&A between the speaker and audience.

Time-keeping
Keep speakers and sessions on track by enforcing time limits and encouraging quick transitions.

Instructions / Announcements
Provide important instructions and other announcements throughout the course of the day.
These will be provided by event staff closer to the event and consist mainly of ‘housekeeping’ items.

Audience Participation
Encourage the audience to engage using the session-specific chat channels, live Q&A, Discussion Forums, and more. Involve attendees and create an open dialogue between presenters and audience members.

The Chair’s Checklist:

Presenting & Recording Instructions

All presentations will be pre-recorded then broadcast during the event. A live Q&A session will take place following the playback.

Recording Your Presentation

Chairs are responsible for scheduling a date and time to record their Opening Remarks with our engineers. Recordings will take place between September 8-30 from 8am to 6pm PST Monday - Friday, and will be available on a first-come, first-serve basis.

BOOK YOUR RECORDING DATES


If you plan on using slides in your Opening Remarks, submit those details here prior to your recording appointment. Any audio/video elements will need to be uploaded separately or we cannot guarantee they’ll be included in the recording. 

If you decide to use slides, you must submit them at least 48 hours in advance of your recording.
For more information about presentation slides, click here.

We’ve put together a step-by-step guide for using BigMarker, a browser-based recording tool you’ll use to record your remarks (no download necessary). You will receive an email invite from BigMarker prior to your recording appointment with a link to join and present. 

Don’t worry if you’ve never done something like this before. We will walk you through the process and help you every step of the way.

Technical Requirements

A general breakdown of what you should have in place to deliver your talk.

  • Desktop Computer or Laptop

  • Speakers/Headphones

  • Internet Connection

  • Website Browser: (Google Chrome for best experience, Safari, Firefox)

  • Microphone

  • Camera/Webcam

  • Attire: Wear basic colors against a neutral background for best resolution

  • Room/Environment: A quiet, neat, well-lit space (free of clutter). Find a quiet room with plenty of light (if possible). Any light sources should be in front of you (do not sit with your back to a sunny window)

Presentation Format & Timing

As a Chair, it’s important to familiarize yourself with the program in order to understand which areas of the agenda will require you to engage the audience and moderate the discussion.

Opening Remarks will be 10 minutes in total, after which you’ll transition to the Opening Keynote. Please adhere to this; if your recording goes longer than 10 minutes, our engineers will be forced to cut it down. 

Solo presentations will be 25 minutes in total = 20-minute pre-recorded talk + 5-min Q&A (facilitated by you, the Chair)

Group panel discussions will be 55 minutes in total = 45-minute pre-recorded talk + 10-minute Q&A (facilitated by the Moderator)

Live Q&A Instructions

How it will work:

For an idea of how Q&A will work, watch this video. (COMING SOON)

  • All speakers are required to participate in a live Q&A with audience members immediately following their talk.

  • For panels, the Moderator will facilitate the Q&A between the audience and panelists.

  • For solo presentations, the Chair will do this. You’ll monitor the Q&A channel to identify ‘good’ questions and prepare a few of your own in case the audience isn’t very engaged that session.

An hour before your Opening Remarks talk, log into the online event platform. Once signed in, you will be directed to the Home Lobby. Click the profile icon at top right and select ‘My Sessions’ from the dropdown menu.

Click into the opening keynote session to enter the Stage Room for that presentation.

The stage room is where an AV engineer will check your connection, audio levels and live video feed. This is also where you will be able to watch the live video feed, monitor the public Q&A channel, and communicate with presenter(s) about introductions.

When it’s time for the Q&A to start, you and the speaker will be livestreamed to the audience and you’ll pose the selected questions.
At the end, you’ll thank the presenter and inform the audience of the next session.

Example Schedule

Here is an example of a chair’s timeline during the live event – For the purposes of this example, assume that your opening remarks start at 8:50, the first session (opening keynote) starts at 9:00 and the second session (panel discussion) starts at 9:30.

Follow the link you were emailed to the EWTS Everywhere online platform, the web-based application, all participants will use to participate in the different event activities and you will use for the live Q&A.
Sign into the platform. Once you are signed in, click the profile icon located on the top right of the green navigation bar.  A dropdown will appear and click “My Sessions” which will take you to a page that shows all the sessions taking place on the day you are chairing. Find the 9:00 opening keynote presentation and click into the session to enter the stage room.
An AV engineer will join this stage room to check your connection/ audio levels and make sure your set up for live video feed via your computer.
The opening keynote presenter (9:00 am session) will join the stage room for an AV check.
You and the keynote presenter should all be together in the same stage room at this time. This is a good time to discuss strategy for introductions and Q&A.
The session lobby for the opening keynote session will open up giving attendees access to the Q&A channel. You can monitor the Q&A activity for the keynote presenter directly from the stage room you are currently in.
Your pre-recorded Opening Remarks video presentation will be livestream to the audience.
The showrunner will give you a notification right before the presentation recording ends. Make sure your microphone is unmuted!
The recording will end; you will be livestreamed to the audience so you can introduce the opening keynote speaker. The pre-recorded presentation video starts and is livestreamed to the audience. Please make sure your microphone is muted once you have made the introduction and transitioned the session.
Monitor the Q&A channel
Approximately 5 minutes before the end of the presentation recording, use the internal chat function in the stage room to communicate with the keynote presenter about Q&A.  
The showrunner will give you and the keynote presenter a notification right before the presentation recording ends. Make sure your microphone is unmuted!
The recording will end; the stage room will switch; and you and the keynote presenter will be livestreamed to the audience so you can begin the Q&A. Make sure your microphone is unmuted!
The Q&A will end (keep an eye on the clock). You will thank the presenter and let the audience know what will be happening next. The livestream will change over from your feed to video holding slides. Please make sure your microphone is muted once you have thanked the presenter and let the audience know what is up next.
Exit the opening keynote presentation stage room you are in and go back to your “My Sessions” page. Find the 9:30 group panel discussion and click into the session to enter the stage room for the next talk. The session moderator will already be in the stage room so you can do a quick check about your introduction of the session.
The showrunner will give you a notification right before the next recording is scheduled to start. Make sure your microphone is unmuted!
You will be livestreamed to the audience so you can introduce the next session and panel moderator. The pre-recorded presentation video starts and is livestreamed to the audience. Please make sure your microphone is muted once you have made the introduction.
The recording will end; the moderator and panelists will be livestreamed to the audience so they can begin the Q&A. Make sure your microphone is muted!
The showrunner will give you a notification right before the Q&A is scheduled to end. Make sure your microphone is unmuted!
The Q&A will end. You will be livestreamed to thank the presenters and let the audience know what will be happening next. The livestream will change over from your feed to video holding slides. Please make sure your microphone is muted once you have thanked the panelist and let the audience know what is up next.
Exit the stage room for the 9:30 group panel discussion you are in and go back to your “My Sessions” page. Find the presentation scheduled for 10:30 and click into that session to enter the stage room for the next talk. The session moderator or solo presenter (depending on the type of session) will already be in the staging room so you can do a quick check about your introduction of their session.
The showrunner will give you a notification right before the next recording is scheduled to start. Make sure your microphone is unmuted!  
You will be livestreamed to the audience so you can introduce the next session and speaker. The pre-recorded presentation video starts and is livestream to the audience.