Oral Presenter Guidelines

This document is for oral presentations in the concurrent sessions. If you are a keynote speaker, please see the Keynote Speaker Guidelines.

Overview

Oral presentations at TAGC 2020 Online will be conducted via Zoom Webinar. Poster Preview talks will not be presented as part of the oral presentation sessions. Please see the poster presentation guidelines for more information on Poster Previews.

Important notes:

All oral presentations will be recorded and made available to registrants for 30 days after the conference.
You must be registered for the conference to present.
Your talk must end within 15 minutes. After 15 minutes your screen share will end and your microphone will be muted.
Be prepared to present your talk at any time during your session. If a presenter that precedes you is unable to present, the session chair may decide to move your talk to an earlier time within the session.

Oral presenters can find their assigned presentation time by searching for their last name on the author assignment page. All presentation times are shown in Eastern Daylight Time/GMT -04:00/UTC -04:00

View Schedule of Events »

View Author Abstract Assignments »

Technical requirements

Connectivity

Make sure your connection speed is 2 Mbps upload, 4 Mbps download or better. You can test your Internet connection speed at SpeedTest.net.
Using a wired Ethernet connection provides the best quality, but WiFi should be fine.

Zoom Client

We strongly recommend that you download or update the Zoom Client for Meetings in advance of your presentation and test your sound and permissions prior to the day of your talk (see below). If you have attended a Zoom meeting recently, you likely already have the client installed.

To access your assigned Zoom Webinar session as a speaker, you will receive a special link via email from Zoom. This link will not work until ten minutes before your session. Note that you can not use the Program Planner / Mobile App to access your session as a speaker. To view all the other sessions at the conference (in which you are not a speaker), you will need to follow the instructions on viewing sessions as an attendee.

Device

You will use your own device for your presentation. You should use a laptop or desktop computer, rather than a mobile device if possible. You will not need a webcam, as only your slides will be visible to the audience.

If you are using a Mac, make sure to try sharing your screen at https://zoom.us/test ahead of your TAGC session so that you can grant Zoom the appropriate permissions. Doing so requires you to restart the application (which you won’t want to do during your session).

Sound

We recommend that you present in a quiet area without background sound and use a headset if possible. You can use https://zoom.us/test to test your Zoom audio in advance.

Registration

You must be registered for TAGC 2020 Online to present. There is no cost to register.

Register now ≫

Privacy and recordings

All oral presentations will be available for registered attendees to view online for 30 days following TAGC 2020 Online. You should also assume attendees have the ability to take photographs, screen shots, audio recordings, or video recordings.

Talk Length

Talks should be 12 minutes plus 3 minutes of questions. If you have not finished after 15 minutes, your screen share will end and your microphone will be muted.

Code of Conduct

All registrants agree to abide by the GSA Conferences Code of Conduct. Our Code of Conduct was established to communicate a transparent set of standards and guidelines for acceptable behavior at GSA Conferences and to provide a positive, safe, and welcoming environment for all attendees.

Note that all sessions will be moderated and actively monitored for disruptive behavior. Any attendees disrupting the session will be removed from the webinar by technical support staff.

Before the Conference

You will receive an email from Zoom with a speaker (“panelist”) link. If you have not received your email by April 17, please email GSA@warpspeedtech.com.
You will also receive an email from alerts@ATIVsoftware.com with instructions on how to check your technology. Please use the confirm button once your check is complete.
Set up the Zoom client on your computer.
Use https://zoom.us/test to test your sound and app permissions.
Use SpeedTest.net to test your connection speed.
Create your presentation slides and check them for sensitive or confidential information. Your presentation will be available online for 30 days following the program and should not include confidential information.
Be sure your last slide lists the best way(s) for others to contact you for questions or collaborations.
Make sure you are registered for TAGC 2020 Online.
Look up the name of your Session Chairs on the Schedule of Events so that you are able to send them chat messages during the session if needed.

During the Conference

10 minutes before your session (not just your individual talk) starts

Click the special Zoom presenter access link emailed by Zoom.
Send a message in the chat window to tell the Session Chair and technical support staff (Zoom Host) that you have arrived.
Test your sound by unmuting and speaking to your Session Chair. Turn mute back on when you have finished testing.
Check that all other windows, notifications, and sounds not related to your talk are turned off.
Remember that what you see on your screen will be seen by all attendees, so if you are viewing your slides in “presenter mode” your notes will be visible to all.

During your session

Chat window
- Open the chat window so you can send a message to technical support in case of problems.

Giving your talk
- Unmute your microphone and share your screen when the session chair introduces you.
- When your talk is over, mute your microphone and stop sharing your screen.
Timing
- Technical support staff will post the following messages in the Q&A window to let you know how much time you have left:
  - After 12 minutes, “3 minutes remain, start Q&A”
  - After 14 minutes and 30 seconds, “30 seconds remain, wrap up”
  - After 15 minutes, “STOP”
Answering questions
- Your session chair will select and read attendee questions that are submitted in the Q&A window. You will answer using your microphone. Remember to mute when you are finished.
Contacting live technical support
- You can reach technical support staff (Zoom Host) during the session via the Zoom Chat window. You can also email GSA@warpspeedtech.com.
Asking questions during other talks in the session
- As a speaker, you cannot enter questions in the Q&A window. If you have a question to ask of another presenter, send it to the Session Chair via the Chat window instead.

After your talk

Stop sharing your screen and mute your microphone.
Enjoy the rest of the conference!

TAGC Zoom Demo Video

For those speakers and chairs who were not able to make it to the demo session, you can view a brief video shows the demo slides and audio commentary.

View Zoom Demo

Frequently Asked Questions

Can I cancel my talk?

Can I reschedule my talk?

Is my time definite?

Who do I contact for technical help?

If you have any technical questions in advance of your session, contact GSA@warpspeedtech.com. Support is also available during the session through the Zoom Chat window. You will have the option of sending a message to an individual or the whole group. Depending on who you pick as the addressee, comments in the chat window can only be seen by the other presenters (panelists), session chair, and technical support (Zoom Host).

How do I enter my session as a speaker?

I can’t find the email with my session link. What should I do?

Why did I receive an email from Alerts@ATIVsoftware.com?

Will people be able to record or download my talk?

Who will be able to view my talk recording?

Can I opt out of the recording?

What should I do if my internet speed doesn't meet the requirements?

Do I need a webcam?

Will I be visible during my talk?

Should I include a photo of myself in my slides?

What are you doing to prevent Zoombombing?

Zoombombing refers to attempts by malicious users to disrupt live Zoom events. Our chosen platform, Zoom Webinar, is more secure against Zoombombing than Zoom Meeting and prevents attendees from sharing files with one another, hijacking the presenter’s controls, or annotating the presentation directly on the screen. Text entered in the Q&A or chat windows is only visible to the session chairs, presenters, or technical support staff. However, in the case of a Zoombombing attempt, technical support staff will be working behind the scenes to remove malicious users from the meeting and ensure no disruptions to the presentations.