This page contains training and resources for individuals participating in this year’s Virtual Meeting. Click each tab for instructions and to learn more about how each of these programs will work in an Online Format.
The day of your presentation, you’ll receive an email from our production team with the following information:
- A link to the presenter Zoom room
- The time you should expect to enter
As your scheduled time gets closer, you may receive a call or text from the production team, with a reminder of when to enter the Zoom room.
At your scheduled time, click the link to enter. You may initially be placed in a waiting room, but our production team will soon bring you in to the call.
You’ll be joined by a moderator, and if you’re part of a panel or group discussion, those additional speakers will also be present.
Once everyone has entered the Zoom room, a member of the production team will provide a quick recap of what to expect during the live session and assist with any last-minute technical issues.
When it’s time to hit the stage, we’ll countdown from three, then immediately begin live broadcasting the zoom room to Hopin’s main stage. The moderator will introduce any speakers and immediately begin the live portion of the presentation. In most cases, a member of the event staff will post any questions from Hopin into the Zoom chat, which the moderator will relay to the speakers. You will have the ability to share your screen via Zoom, if necessary.
Once the time limit is up, the moderator will let you know so you can give any thanks or goodbyes, before the production team ends the broadcast. We’ll let you know when you’re no longer live, at which point you can exit the zoom room.
This year’s event will be held virtually on the online event platform Hopin. To help with this transition, we’ve created a guide containing everything speakers will need to participate in this virtual event.
Presentations will consist of a pre-recorded video of the presentation, followed by a live Q&A featuring the presenter. As a presenter, you’ll need to:
- Record and submit your presentation as a video file (Due 10/9)
- Participate in an online training session (week of 9/28)
- Conduct a Live Q&A session via webcam, immediately following your presentation video
To record your presentation and fully participate in the event, you’ll need:
- Computer with internet access
- Webcam (Built-in or External)
- USB Microphone
- Microsoft PowerPoint
If you have a laptop or webcam, it most likely has a built-in microphone, but we recommend using an external USB Microphone if possible, as the difference in sound quality is substantial.
Submitting Your Presentation:
To play your presentation at the conference, we’ll need you to create a video containing your slides with accompanying narration. The video file must be:
- .MP4 file format
- 1080p resolution
You can create the video using any tools or methods you wish. We’ve found the easiest way, however, is by using Microsoft PowerPoint.
Check the Recording/Submitting Presentation tab for detailed instructions.
Prior to the Virtual Event, we’ll be conducting an abbreviated dry run of all presentations. This will give you the chance to become more familiar with the online platform, and provide an opportunity to resolve any technical issues ahead of the meeting. We’ll be reaching out to all speakers individually with details and scheduling for this dry run.
Day of Your Presentation:
The morning of your presentation, you’ll receive an emailed link to the presenter’s backstage Zoom Room.
The backstage is a temporary holding area that gives us a chance to make one final check on your video and audio before you hit the main stage.
We will communicate exact times, but expect to arrive backstage about 10-15 minutes before your presentation video ends. We may also send you a text message or give you a call as your speaking time nears.
Once you’ve arrived in the backstage zoom room, we’ll give you a quick recap of how your QA Session will work, and answer any last minute quesitons you may have.
When your presentation video has ended, we’ll countdown from 3, then broadcast you to the main stage.
You’ll be accompanied on-stage by a moderator, who will feed you attendee questions pulled from the general chat. Once there are no more questions, or when your presentation’s scheduled time concludes, the moderator will let you know so you can give your thanks and make your goodbyes, after which time we will stop the broadcast.
Looking and Sounding Your Best…Virtually
As long as you have access to a computer with a webcam and microphone, you have everything you need to present at this year’s meeting. But to help you look and sound your best, here are a few tips and best practices we recommend when presenting online.
- Make sure you setup in a private or quiet room, free from distractions, and with a reliable internet connection.
- Avoid sitting in front of bright backgrounds (such as windows). This can cause your camera to automatically dim the image, making you harder to see. Instead, try and position a light source in front of you, so you are well lit, and the center of attention.
- Speaking of backgrounds, remember that people can see what’s behind you. Make sure what they can see is clean, and non-distracting.
- Camera placement has a big impact on how you look during a video conference. Position your camera or laptop screen on a sturdy surface (not your lap) with the camera around eye level.
- Before appearing on camera, close any unnecessary windows, tabs or programs that you may have open on your computer. It also may be a good idea to see if your computer has any pending updates a day or so before your presentation, just in case.
- When presenting, sit up straight, speak clearly into your microphone, and try to avoid checking yourself out too much on the computer screen, keeping your eyes on the camera.
Quick Reference Guide (Troubleshooting Tips)
- Join from a compatible browser. Hopin works best on Chrome or Firefox. Pro tip: Make sure your browser is up to date.
- Check your internet speed and network. We recommend a minimum of 5mbps download and 2mbps upload. Ideally, we like to see 30mbps download and 10mbps upload or higher for the best quality – test your speed here
- If you are using a VPN (network) or device provided by your employer, ensure your device can access and share your camera and microphone on.
- Ensure you can access hopin.to. You may have to check with your IT department if using a device or network provided by your employer.
- Restart your computer before joining the event. This ensures that there are no other video applications holding onto audio or video for any reason.
- Please use headphones when participating on-screen. This will help eliminate echo and feedback.