ORAL PRESENTER GUIDELINES

To ensure high-quality talks are delivered at the WAAVP 2021 and to maintain the high standards of the conference, please ensure you pay special attention to the instructions below.

If you have any questions or difficulties following the guidelines, please contact the WAAVP 2021 Conference Secretariat at presentations@waavp2021.com and we will be happy to assist you.

  • Virtual Conference Platform

    A bespoke virtual conference platform with various interactive features will be used to deliver the WAAVP 2021 conference. The virtual conference programme will be similar to any in-person conference. Speaker presentations will be assembled into sessions according to a theme and they will be assigned a virtual room. A chairperson will co-ordinate each session including facilitating Q&A. Some of the sessions will run in parallel rooms and registered delegates can choose the session they wish to attend. All sessions will be also recorded and available to view after the conference, on demand.

  • Pre-Recorded Presentation Guidelines

    All oral presentations must be pre-recorded to ensure the quality of the delivery, sessions keeping to time and avoidance of any technical issues. Speakers, however, should be virtually present for their entire presentation in order to join a live Q&A session at the end of their presentation.

  • Technical Requirements

    Oral Presentation Duration: 13 minutes
    Video file format: MP4
    Dimensions: Minimum height 480 pixels, aspect ratio: 16:9
    Resolution: Maximum 720p HD
    File Name: Presentation Day, Presenter Name & Abstract Title (Sample: Monday_First Name_Last Name_Abstract Title)
    Recommended PowerPoint Presentation Template: click here to download

    Please note the final specifications will be checked at the time of submission and files not compliant may not be uploaded. Please ensure that the file of your presentation is a video file in MP4 format and that the duration of the presentation is strictly 13 minutes.

    It is recommended that your pre-recorded presentation includes a window box with the speaking presenter via a webcam, instead of a voice-over presentation only.

  • Video Presentation Tips

    Before you start recording your presentation, please ensure you review our tips on how to improve your video presentation, click here.

  • Recording a Presentation

    There are several video conferencing tools available to easily record a presentation. You are free to use any meeting software that you prefer as long as you obtain a good quality recording and your final file is in the MP4 format. Please ensure that your presentation is not password protected in order for it to be uploaded to the virtual platform.   

  • Video Recording Tools

    Please see below a few basic tips on how to record your presentation using the most popular tools:

    PowerPoint
    Your presentation can be recorded using a simple PowerPoint two-step process.

    1. Select Slide Show > Record Slide Show.
    2. Choose from two options:
      • Record from Current Slide – to record from a specific slide
      • Record from Beginning – to record from the beginning of a presentation
    3. When you’re ready, select Record and start speaking.
      To record from a specific slide, go to it, and then select Record.
    4. When you are finished, click Stop Recording.
    5. Save your recording as MP4 file
    6. For further details on to manage narration and timings and save your recording click here.

    We also recommend watching a short “Record a Presentation” video here to get further tips.

    Note: Older versions of PowerPoint will allow you to record voice-over only. However the  most updated versions of PowerPoint software will allow you to add audio to your presentation.

    Zoom

    Local recording is available to free and paid subscribers. Local recording allows participants to record meeting video and audio locally to a computer.

    1. Sign in to the Zoom web portal.
    2. Click Settings. In the Recording tab, navigate to the Local Recording option and verify that the setting is enabled.
    3. Start a Zoom meeting as the host.
    4. To record slides within your presentation, click the green “Share Screen” button in the control bar at the bottom. You can either share your slides in Slide Show view by sharing your whole screen or you can share a portion of your screen if you prefer to keep PowerPoint open to read your notes.
    5. When you’re ready to start, click the “Record”button at the bottom of the meeting window.  When Zoom is recording you will see a small red dot at the top left of the meeting window
    6. When you have finished the presentation click on stop recording.
    7. Now click on ‘end meeting for all’ to initiate the Zoom recording conversion.
    8. Save your recording
    9. Click here for further detailed instructions with ‘How to’ video from Zoom Support

    Microsoft Teams

    1. Start or join the meeting.
    2. To start recording, go to the meeting controls and select More options button (…) > Start recording and transcription.
    3. To stop recording, go to the meeting controls and select More options More options button > Stop recording and transcription.
      1. The recording is then processed and saved to SharePoint if it was a channel meeting, or OneDrive if it was any other type of meeting.
      2. The meeting recording shows up in the meeting chat—or in the channel conversation, if you’re meeting in a channel. The recording doesn’t expire.
    4. For further details on how to record a meeting in Teams – click here

    Your video can be also recorded using Google Meet or Skype as well as many other popular conferencing tools.

    Google Meet: Record a video meeting – Help
    Skype: Skype for Business Recording

  • Uploading your Video Presentation

    Presentation upload deadline: 18th June 2021

    Please ensure you are registered to participate in the conference before submitting your final presentation. Please then follow these steps:

    1. Ensure your presentation is saved as MP4
    2. Upload your file to the cloud – you can use any of the commonly available shareable cloud storage options as Google Drive, OneDrive or Dropbox. You will be asked to provide a link to the shared file. Please ensure the file is not password protected as it will have to be downloaded by our technical team.
    3. In order to submit your MP4 file, please log into the dedicated submission webpage, https://app.oxfordabstracts.com/stages/2836/submitter using the same log in and password that you used upon submission of your original abstract.
    4. Please complete the required questions and upload a link to the shared MP4 file.
    5. Please ensure that the final version of the file is uploaded as no changes will be accepted once the file is uploaded.
  • Technical Support

    If you have any questions or difficulties in submitting your video presentation, please contact our office at presentations@waavp2021.com