These are the guidelines for preparing your presentation for the 2020 National Coastal Conference, “Navigating Stormy Times.” Because this year’s conference will be taking place virtually, there are more requirements on the presentations and posters than in past years. Oral presentations will be a total of 20 minutes. We urge you to present for 15 minutes and allow questions for five minutes. Time limits will be strictly enforced so concurrent sessions stay on schedule. Please don’t hesitate to contact us should you have any questions about the procedures.
We will upload your presentation title, bio and abstract. If you have any changes, please let us know as soon as possible.
We are asking that each speaker provide a 200 by 200 pixel head shot image for display on the session page. The image can be .jpg or .png and should be named LastNameFirstName, for example if you are submitting a .jpg image for John Smith it should be named SmithJohn.jpg. Please email the images to firstname.lastname@example.org before September 21, 2020.
If you prefer to pre-record your presentation to ensure your timing is within the bounds or due to a scheduling conflict please provide either a .pptx file with recorded narration OR an MPEG video file. Upload the presentation to a personal Google Drive or DropBox and share the link with us to download. The deadline to submit pre-recorded presentations is September 21, 2020.
Pre-recorded presentations can be made for the full 20 mins or be shorter to allow for you to answer questions live. The Q&A feature also allows you to answer questions as they are submitted by participants while the recording is running. Please notify staff of how you would like your presentation to run when sending the download link. You will also have the choice of pre-recording and then opting to present live instead if we are notified at least 24 hours prior to your actual presentation slot.
As a live presenter you will be expected to share your screen and run your own presentation. Please check the strength of your WiFi if you don’t have a hard-wired Ethernet connection. A minimum WiFi strength of 5 Mbps upload is required, but 10 Mbps is preferred. We recommend pre-recording your presentation if you are concerned about your connectivity strength. A backup of your presentation slides may also be sent to email@example.com so the moderator can show the slides in case of technical difficulties.
The virtual poster session will be available starting the week before the conference for viewing. The following are needed for your poster session:
1. PDF of your poster. We recommend using Powerpoint or Adobe Illustrator to create your poster, then save your file as a PDF.
2. Pre-recording narrative discussing the main points of the poster (suggested). This should be limited to 3-5 minutes. We recommend using the “recorder” feature in Powerpoint then saving your file as an MP4.
Due to the online platform hosting our virtual session, the poster PDF and pre-recording are DUE September 21. This will allow ample time for the poster session layout to be completed and ready to view the week before the conference. During the poster session on Tuesday, October 14 from 4:30 to 6:00 pm, please join the live poster session to answer questions via the chat or voice functions.
If you need help submitting your poster through the submission form check out this walk through video and then contact staff.
Technical Assistance Zoom Office Hours
Annie Mercer will be holding live Zoom office hours in September to assist with technical questions. Please contact her at firstname.lastname@example.org to be added to the invitation list. To accommodate as many time zones as possible, office hours will last 2 hours and be held on Friday September 4 at 10 am Eastern; September 11 at 10 am Eastern; September 18 at 7 pm Eastern; and September 25 at 7:30pm Eastern. If you cannot attend a scheduled office hour, session snapshots will be recorded and uploaded to YouTube.
Check out our short little fact sheet on Zoom Tips and Tricks to help get you started on presenting in this new format.
Frequently Asked Questions
- Why am I not receiving emails for the conference?
First, check your spam folder. Then check with your IT Department to be sure you can receive emails from email@example.com, including those sent through Mail Chimp.
- Who is hosting the conference?
The conference will be on the OpenWater platform, which will utilize Zoom for presentations. Poster sessions will utilize the OpenWater poster hall format and an Open Water video/text chat feature. If you are unfamiliar with Zoom, you may want to visit their website, look through their extensive support materials and test out your system.
- How is a Plenary speaker different from a Session speaker?
Plenary speakers are scheduled to open the conference each day between 12pm and 12:50pm Eastern. Plenary speakers should send their bios and any abstracts to firstname.lastname@example.org by September 28. Head shots and pre-recorded presentations should be sent to email@example.com by September 28.
- How do I submit Exhibitor Materials?
Exhibitor materials will be submitted through a form similar to the one for Posters. You can watch a video explaining what the exhibit page looks like and how to upload the materials here.
- How do I pre-record my presentation?
Pre-recordings can be done in many different software programs. We recommend using PowerPoint because it saves your recording to each slide which allows you to re-record one slide rather than your entire presentation. Watch this short video for help on recording and saving your presentation in PowerPoint. If you would like to record your presentation via Zoom because your presentation is not in PowerPoint, then watch this video. For further assistance see the office hour information above.
- How do I embed a video into my PowerPoint?
To make sure your video plays within your presentation, make sure you embed the file into the slide rather than using a link.
In Normal view, click the slide that you want the video to be in.
- On the Insert tab, click the arrow under Video, and then click Video on My PC.
In the Insert Video box, click the video that you want, and then click Insert.
- Go to the Video Tools Playback and select When Clicked On from the Start options.
Now you have a video which will play from the slide when clicked on, rather than opening in another window. When sharing your screen on Zoom DO NOT click Optimize for Full Screen Video Clip. This will distort your video when presenting live.