Virtual experience

Speaker Service Centre

Speaker Service Centre


Register
Preparing for your presentation 
Live presentation - before, during, and after
Technical information 
Chair and moderator information
Questions

Are you presenting at Congress 2021? Congratulations on being accepted to share your research at Canada’s largest gathering of scholars! 

If you are a speaker, panelist, moderator, session chair or presenter at one of the 27 different association conferences taking place at Congress 2021, here are some handy tips to get you started.

Register

As a presenter, you are required to register for Congress. You will need to add both the Congress fee and the applicable association conference fees to your registration. Register here.

Many associations require that their presenters also be members in good standing. Please contact your association directly to pay your membership fees (which are not included in the association conference fee), or for information on your membership status, if necessary.

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Preparing for your presentation

These are general instructions for all presenters. Please contact your association directly to verify details about what to expect for a specific association’s conference. Here is a handy tip sheet for presenters. 

Technology and virtual room set-up

You are responsible for your own local setup for your Congress presentation. Below are a few tips and tricks that will support you in giving a successful presentation! 

  • Use a desktop or laptop, ideally with a dual screen set-up. This will allow you to share your screen, have speaking notes visible and allow you to check in with your audience. Please ensure that you keep your speaking notes in front of you so that you remain facing the camera.
  • Ensure tabs and windows that are not required for your presentation are closed on your device.
  • Choose a quiet and bright location for your presentation. Select a neutral background so that attendees can focus on you. Avoid the use of virtual backgrounds as much as possible, as they can eat up your bandwidth and are distracting.
  • Consider using a headset or headphones, as they prevent acoustic feedback and allow you to filter out disturbances. Be sure to position yourself in front of your mic!
  • We strongly recommend that you test your audio and video in advance. You can use this site in advance of your presentation to do so: https://zoom.us.test
  • We highly recommend utilizing a hard-wired Ethernet connection to ensure consistent stability of your internet connection during your presentation. If this isn't possible, position yourself as close to your modem as possible.
  • Be sure to have the phone number for your virtual conference session handy in the event of technical difficulties. It will save you time and allow you to jump right back into the presentation via phone.
  • Have no fear; you are not alone in this virtual session. You will have a team supporting you including an event technician and/or room monitor, as well as a session chair/moderator. 

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Live presentation – before, during, and after 

Your live presentation will take place during the official Congress hours of 9:00 to 16:00 Mountain Time

Please read this guide to find out how to get to your Zoom meeting or webinar, details on green room time before the meeting/webinar, and best practices for during and after your presentation. 

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Technical information

Tech checks

You can do your own tech check by following the recommendations in the Technology and virtual room set up section of this webpage.

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Tech check support

There was an opportunity for your association to opt-in to a presenter drop-in clinic. These clinics included:

  • Providing advice on your at-home presentation space
  • Testing your audio, video and screen sharing

Please note this was not a full rehearsal and we will not be going through your presentation materials.

Please note that 15 minutes before every session, there will be green room time to go over the presenter’s tech. If you want to know more about green room time, refer to this guide

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Technical support during Congress

Whether your presentation is happening at 9:00 MT or 15:00 MT, we have you covered! The Federation hires hundreds of contractors every year to assist associations in various aspects of Congress. We have assigned specific roles to each contractor to assist you ahead of and during your presentation. 

Please read this document that outlines support information including, support for different session types (live, pre-recorded and on-demand) and support during social/weekend events. 

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Zoom information

In today’s evolving virtual world, it can be challenging to stay up to date on Zoom updates and functionality. 

We have compiled a useful document to help you learn the Zoom basics from setting up Zoom, finding Zoom updates, and understanding the Zoom meeting versus webinar functions.

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Chair and moderator information

The structure of moderating a virtual session is very similar to in person, but the functionality is quite different! 

Here's a handy tip sheet to get you started. 

Check out this guide for all of our tips and best practices to successfully moderating a virtual session.  

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Questions?

Please direct all presenter and chair/moderator questions to your association. 

If you have a technical question, please visit the FAQ page.

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