PRESENTATION INSTRUCTIONS

Getting Started

What Type Of Speaking Role Do You Have?

Click on the speaker type that matches your role in 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

Rewatch our speaker training tutorial from Thursday, September 3, 2020--a short presentation detailing recording instructions and how you'll access your session during the event. View the recording 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 PDT 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 across the large amount 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 a 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 the session. Organization logo may appear on this slide, as well.

  • 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 they can implement upon return to the office. EWTS attendees use the event to learn about the applications, opportunities, and challenges for/of using AR/VR and 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 within 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 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 watch this video tutorial.

  • Speakers with talks being aired during “presentation” hours (see hours 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 submitted questions during the recorded playback to get a sense of what may be asked 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 a solo presenter's possible timeline during the live event – For the purposes of this example, assume your presentation is scheduled for 9:00am

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 that you will use for Q&A.
Sign into the platform. Once signed in, click the profile icon located at the top right and select 'My Sessions' from the dropdown menu.  Click into the Speaker Live Room for your session.
An AV engineer will join this stage room to check your connection/audio levels and make sure you're set up for live video 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 up the audience for your talk.
The Chair will join your stage room to discuss 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 the Chair about Q&A.  
The showrunner will give you and the Chair a notification right before your presentation recording is scheduled 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 to 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

Rewatch our speaker training tutorial from Thursday, September 3, 2020, a short presentation detailing recording instructions and how you'll access your session during the event. View the recording 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 PDT 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 watch this video tutorial.

  • 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 submitted questions during the recorded playback to get a sense of what may be asked during the live component.

An hour before your scheduled talk, log into the 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 a panel presenter's possible 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 that you will use for Q&A.
Sign into the platform. Once signed in, click the profile icon located at the top right and select 'My Sessions' from the dropdown menu.  Click into the Speaker Live Room for your session.
An AV engineer will join your stage room to check your connection/audio levels and make sure you're set up for live video 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.
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 up the audience for your panel.
The Chair will join the stage room to discuss introducing the panel with your moderator.
The chair will introduce your moderator and session, and the pre-recorded 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 panelists 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 to 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

Rewatch our speaker training tutorial from Thursday, September 3, 2020, a short presentation detailing recording instructions and how you'll access your session during the event. View the recording 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 PDT 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 watch this video tutorial.

  • 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, you'll thank the panelists and audience and mute your microphone again.

Example Schedule

Here is a moderator’s potential 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 that you will use for the live Q&A.
Sign into the platform. Once signed in, click the profile icon located at top right and select 'My Sessions' from the dropdown menu.  Click on the day/date you're speaking and click into the Speaker Live Room for your session.
An AV engineer will join the room to check your connection audio levels and make sure you're set up for live video via your computer.
The panelists will also be in the Speaker Live Room. This is a good time to discuss strategy for handling the Q&A. You can use the private chat.
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 up the audience for your panel.
The conference Chair will introduce the panel topic and you, the Moderator.
Your pre-recorded video presentation will be livestreamed to the audience. At this time, you may want to click the pink 'View Live Feed' button to follow along with your panel as it's played live in the lefthand corner of your screen.
Monitor the Q&A channel
Approximately 10 minutes before the end of your recorded talk, use the internal chat function to communicate with the panel speakers about Q&A.
The showrunner will give you a notification right before your presentation recording ends. Make sure your microphone is unmuted!
The recording will end, and you and the panelists will be livestreamed to the audience to begin the Q&A. Make sure your microphone is unmuted!
The Q&A will end. Thank the panelists and audience. Please make sure your microphone is muted after that.
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 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

Rewatch our speaker training tutorial from Thursday, September 3, 2020, a short presentation detailing recording instructions and how you'll access your session during the event. View the recording here.

Preparation Resources

Here are some other helpful resources:

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 to 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 solo speakers and panel moderators.
These should tease but not entirely reveal what each speaker/panel will cover.
After you make this intro, the video playback will begin.

Transitions
Near the end of the Q&A, it’s up to you to thank the speaker(s) and pivot to the programming break/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(s) and audience.

Time-keeping
Keep speakers and sessions on track by enforcing time limits. Please be aware of the time, as we're running 'a very tight ship' for the digital program. That means that when a session is scheduled to start on the agenda, it will start at that time. Be mindful of this during your introductions and Q&A.

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 brief ‘housekeeping’ items. You likely won't have much free time to make these announcements outside of introductions and any Q&A you're facilitating, but just in case you find yourself with 15 seconds or more to spare!

Audience Participation
Encourage the audience to engage via the various 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 PDT 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 read this step-by-step guide or watch this video.

  • 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.

About an hour before your Opening Remarks, sign into the EWTS Everywhere platform and go to your Host Room. To get to this room, click the profile icon at top right and select ‘My Sessions’ from the dropdown menu.

At the bottom of the screen, choose the appropriate track stage to enter your Host Room.

You should see yourself on camera. You can mute/unmute yourself and turn on/off your camera using the round icons. Click the pink 'View Live Feed' button to bring up the livestream (what the audience is seeing) in the corner of your camera view.

The Host Room is just for you to make introductions. You will introduce every session from this room. About a minute before you are to make your introduction, a BrainXchange or AV team member will notify you via the Chat in the Host Room. When you see yourself in the live feed, that's when you'll start speeaking. For a keynote or case study, you'll introduce the speaker(s). For a panel discussion, you'll introduce the topic and moderator.

After you introduce the first session, turn off your camera and mute yourself. Go to the Home Lobby (top navigation bar). You'll see the current session in the Watch List at top left. Click on the 'Speaker Live Room' button to enter the Speaker Live Room (SLR) for that session.

The production team will have switched to the VOD stream (the recorded session) after your introduction. In the Speaker Live Room, audience questions will appear in real time in the Q&A box. Coordinate with the speaker(s) via the private chat as to which questions you'll pose for the Q&A. Click the pink 'View Live Feed' to follow along as the session is playing.

The AV team will let you know when you're about to go live for the Q&A. You'll have 5 minutes for the Q&A and AV will give you timing prompts via the chat box. When the Q&A is done, leave the Speaker Live Room and go back to the Host Room.

Next is a 5-minute programming break. Click the View Live Feed button so you can see exactly when you go live to introduce the next session. Again, about a minute before, a BrainXchange or AV person will inform you via the chat to get ready. Unmute yourself and turn on your camera. When you see yourself in the live feed, make your introduction

If it's a panel discussion, the moderator will be the one to facilitate the Q&A, meaning you won't have to enter the Speaker Live Room for that session or do anything until it's time to introduce the next session from your Host Room.

Throughout the day, you'll go between your Host Room and the Speaker Live Room for each of the sessions for which you're facilitating the Q&A.

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 that you will use for Q&A.
Sign into the platform. Click the profile icon located at top right and select 'My Sessions' from the dropdown menu. At the bottom of the screen, choose the appropriate track stage to enter your Host Room.
An AV engineer will join the Host Room to check your connection/audio levels and make sure you're set up for live video via your computer. This room is just for making introductions. You will introduce every session from this room.
Think about how you are going to introduce the keynote speaker(s). Similar to your Host Room, there is a Speaker Live Room for every session of the day. Around this time, the keynote speaker(s) will be entering the Speaker Live Room.
If you want to confer with the keynote speaker(s) about how he or she wants to be introduced, you may go into the Speaker Live Room for a few minutes. To do so, go to the Home Lobby and find the Opening Keynote in the Watch List at top left. Click the 'Speaker Live Room' button and use the private chat to communicate with the speaker(s).
The session lobby for the opening keynote session will open up giving attendees access to the Q&A channel. Please be back in your Host Room at this point. Click the 'View Live Feed' button to bring up the livestream (what the audience is seeing) in the corner of your camera view. This feature is your best friend!
Your pre-recorded Opening Remarks will be livestreamed to the audience.
About a minute before you are to make your first introduction, a BrainXchange or AV person will notify you via the Chat in your Host Room. Make sure your microphone is unmuted and your camera is on. When you see yourself in the Live Feed, start talking--you're live!  
Following your introduction, the pre-recorded presentation will be played. Please make sure your microphone is muted once you've made the introduction. Go to the Home Lobby and find the Opening Keynote in the Watch List at top left. Click into the Speaker Live Room for that session.
In the Speaker Live Room, monitor the Q&A channel along with the speaker(s). Click the 'View Live Feed' button to follow along with the recorded presentation as it's streamed to the audience in the lefthand corner of your screen.
Approximately 5 minutes before the end of the presentation recording, use the internal chat to to finalize which questions you'll ask during the Q&A.
The showrunner will give you and the speaker(s) a notification right before the presentation recording ends. Make sure your microphone is unmuted!
The recording will end, and you and the speaker(s) will be livestreamed to the audience to begin the Q&A. Make sure your microphone is unmuted!
When the Q&A is almost done (keep an eye on the clock/for time prompts from AV in the chat), thank the presenter and let the audience know to reconvene after the short break. The livestream will change to a 5-minute programming break. Please make sure your microphone is muted. Go back to your Host Room and click the 'View Live Feed' button.
Prepare to introduce the next session, a panel discussion. For a panel, you'll introduce the topic and moderator.
About a minute before the next recording is scheduled to start, a BxC or AV person will notify you via the Chat. Make sure your microphone is unmuted! Start talking when you see yourself in the live feed.
Introduce the next session and panel moderator. Please make sure your microphone is muted once you've made the introduction.
Since the moderator will facilitate the Q&A among the panelists, you don't need to enter the Speaker Live Room for the panel. You can watch along with the current presentation from your Host Room until it's time to introduce the next session.
You will be bouncing between your Host Room and different Speaker Live Rooms throughout the day, so get comfortable finding both within the platform.
The Q&A will end. The livestream will change to a 5-minute programming break. Make sure to be in your Host Room by now.
Prepare to introduce the next session and click the 'View Live Feed' button if you haven't already.
You'll get a one-minute warning via the Chat. Make sure your microphone is unmuted! When you see yourself in the live feed, make your next introduction.
The pre-recorded presentation will play and you'll go to the Speaker Live Room for that session if it's a solo case study to prepare for the live Q&A.