Presenter Resources

New Session Dates: April 21-23

Virtual conference sessions for the 16th Annual Conference are now scheduled for April 21-23. The full session schedule is available here. Don’t forget that all conference sessions and events are in Central Time! Be sure to make appropriate arrangements if you attend from a different time zone.

Have you confirmed your virtual participation as a presenter? If you haven’t done so, please confirm that you are available to present on the new date(s) and time(s) via this online form. All sessions will be recorded and available to conference attendees for 90 days after the event. By submitting your confirmation to participate as a Presenter, you consent to this recording.

Your flexibility and adaptability is very much appreciated and we are here to assist you at every step of the way!


Presenting Your Session in vConferenceOnline

The vConferenceOnline platform for virtual events has been designed with the attendee experience in mind. As a presenter, you will have access to the following tools to engage your audience:

  • Live chat
  • Zoom break out rooms, chat and document annotation
  • PowerPoint slides and a pdf for handouts

Click here to view a sneak peek into the virtual conference platform.

 

Login Credentials

You and attendees will log into the system via a link and password we provide. You will receive your login credentials from our partners at vConferenceOnline (info@vconferenceonline.com) on April 13. Please email conference@forumea.org if you have not received this information by the end of that day. Don’t forget to check your spam/junk folder!

 

Navigating the vConference Platform

Once logged into vConference, you are automatically directed to the Conference Lobby. You can navigate from the lobby to different event venues by clicking on a sandwich-board or the menu bar options at the top of the page. Sandwich-board options include Session Lobby, Exhibit Hall, Chat Lounge, and Help Center. In the Session Lobby, you will see 8 different rooms and a list of sessions. Find your session and click Enter Now. You will not be able to enter your Session Room until your session is scheduled to begin. All presenters should log in to vConference and find your session title in the Session Lobby at least 10 minutes before your scheduled start time.

 

Preparing Your Session

All sessions should have a minimum 3-5 minute pre-recorded video. Videos should be sent to Kat McCord at kat@bitsonthewire.com by April 10. When participants enter your Session Room at the beginning of your session, the video will automatically play. The video can be a simple title slide with voice-over narration introducing the presenters and reviewing the agenda. Videos must be in mp4 file format and can be recorded using Zoom, Powerpoint, or Screencast-O-Matic (See Helpful Tools & Guides).

Videos may be as long as you like. If, for example, your session would normally begin with the presenters speaking for 30 minutes followed by 45 minutes of discussion or Q&A, we suggest pre-recording the presentation portion of the session then moving to ZOOM for live Q&A. Please note that we are not asking you to pre-record 100% of your session. Our hope is that your session will continue to foster rich conversation and engagement with participants, as it would in person. However, there are some good reasons to pre-record the beginning of a session, including:

  • Reducing unpredictable technology issues (internet connection, mic/speaker issues, etc.);
  • Reducing/eliminating background noise and interruptions;
  • Allowing participants to move into the session room and to understand what the session will be about before heading over to Zoom for the live discussion.

 

Conducting Your Session

Each session will be assigned a dedicated Session Moderator trained to use vConference and Zoom. The Session Moderator will launch the Zoom meeting if you’re using one. The Moderator can also advance PowerPoint slides, create Zoom polls, and launch Break Out room activities. You will be introduced to your Session Moderator during the week of April 13. To assist Moderators in preparing for your session, please provide your session outline and a description of session activities by April 14 on this form.

You and your Session Moderator should be in the Session Room 10 minutes before the session is scheduled to begin. As participants enter the Session Room, you can use the Chat feature to interact with them, if you wish. Your pre-recorded session video will begin promptly at the session start time. Participants will be able to ask questions through the live chat while the video is playing. You are welcome to answer questions via chat as they come in, or you can send a message asking folks to wait until the end of the video.

If you plan to move into the Zoom environment after the video ends, please include a slide directing participants to click on the ZOOM button above the video display. Clicking the ZOOM button will take participants to a dedicated ZOOM session. Your Session Moderator will launch the ZOOM session and make you a co-host.


Presenter Training

We hosted 14 live training sessions between March 24 – April 3 for presenters to learn more about the virtual environment and using Zoom breakout rooms. If you need a refresher or you were unable to join one of the live trainings, a recording of one of the training sessions is below.

If you have questions that are not answered in the above training video, or you would like more guidance, please email conference@forumea.org and we’ll make arrangements to work with you individually.

To present your session, you will need Zoom downloaded onto your device and we recommend using a computer, laptop or tablet vs. a mobile phone. Supported browsers include Firefox 27 or higher and Chrome 30 or higher. System requirements, best practices for presenting online, and trouble-shooting tips are also available here.


Helpful Tools and Guides

Additional Notes

  • Session recordings and the exhibit hall will be available for 90 days after the conference to all registered attendees and presenters via the Session Lobby On Demand menu item.
  • For optimal performance, use Chrome or Firefox browsers. If you’re having trouble accessing the event, try a different browser. It is also helpful to exit out of all other applications except for your Internet browser and email.
  • If you are having trouble with your audio or video while in ZOOM, first check your computer settings. If that doesn’t help, Restart your computer and log back into vConference and ZOOM.
  • Audio and video for the event will be live-streamed, so check your speakers or headphones to make sure you’ll be able to hear it. To double-check that everything is working, we recommend signing into the Introduction to the vConference Environment session on Tuesday, April 21 at 2 p.m. CDT.
  • If you encounter any technical difficulties during the conference, please use the vConference Online Help Center, accessible via the Conference Lobby and navigation menu bar. You can also email info@vconferenceonline.com to request help.