Guidelines for speakers, presenting virtually

Guidelines for tutorials, presented virtually

As much as possible, we are aiming to make the hybrid edition of HL7 FHIR DevDays International 2022 a “live” experience. We recommend that you deliver a live presentation; however, if this is not possible you may submit a pre-recorded presentation for streaming during the conference.

Presentation Timeline

20 minutes prior
to Tutorial
5 minutes prior
to Tutorial
Tutorial
45 minutes
After: 15 minutes
Zoom meeting is open for speaker and hostCountdown slides are displayed
35 min presentationBreak for delegates
Host is available for testingSession is open for attendees10 min Q&A

Detailed Timeline

  1. The Zoom meeting for your session will be opened 20 minutes prior to the scheduled start of the session.
    • Important: all presenters are requested to enter the Zoom meeting 20 minutes prior to the start of the session. Your host will let you in.
    • The Zoom link(s) to your session(s) will be shared with you on May 24.
  2. The host will test screen-sharing with all presenters.
  3. The host will unmute you and enable screen sharing.
    • This allows you to confirm that your audio and visual setups work properly.
  4. The audience will be allowed to enter the session five minutes prior to the start time.
  5. By default the audience is muted and cameras are off.
    • Attendees can post questions via the Q&A box in the conference app Whova.
  6. The host will introduce and ‘spotlight’ you, making you visible to the audience.
  7. The host will start the session recording (unless you have indicated that recording is not allowed).
  8. Before the scheduled end of your presentation, you will be shown color-coded slides indicating remaining time.
    • Green: five minutes
    • Yellow: two minutes
    • Red: one minute
  9. If the session’s allocated time has expired and the speaker is still talking, the host will announce that time has run out.
  10. During the session, attendees can ask questions in the Q&A box on the Whova App.
    • The host will monitor the questions, answering them where possible or reading them out loud during the final 10 minutes of Q&A.

Post-presentation

In addition to posting questions during the session, attendees can also ask questions via your sessions channel in Whova. Make sure to check your Whova session channel throughout the duration of DevDays and reply to any further questions or conversation threads.

Presenter Checklist

–> Pre-event Preparation

  • Use the PowerPoint Template provided by the organizers.
    • The template contains the proper format and colors, as well as several slides to help you structure your presentation.
  • Plan to use a laptop or desktop PC, not a mobile device.
    • Confirm that you have installed the latest versions of Google Chrome and the Zoom Desktop application to ensure optimal functionality.
  • Make sure you have abundant connectivity at your disposal.
    • A cable connection to the Internet is preferred over a wireless connection.
    • If you will be using WiFi, try to stay in the same room as your wireless router or relocate near an office access point to maintain the strongest signal (and check the signal strength beforehand).
  • Test your camera, microphone, speaker and screen-sharing capabilities. We recommend doing this with a friend or colleague.
  • Check items displayed your background. Are you sure you want these to be on display?
    • Books, a plant, a painting on the wall are all perfectly fine, but aim to avoid distracting attendees.
  • Plan to wear a neutral shirt, avoiding stripes, dots or busy prints.
    • Make sure the color of your shirt contrasts with background colors.
  • Consider doing a dry run of your talk to ensure that you are not exceeding 35 minutes (tutorial).
  • Upload your slide deck via this content upload linkusing the following naming convention: YYMMDD_FirstLastName_Title. E.g. 220607_EwoutKramer_FHIRdotNET

-> Day of Presentation Prep  | 20 minutes prior to session

  • Close all apps (other than Zoom and Whova) on your PC or laptop during your presentation.
  • Disable all notifications (unless needed for your presentation).
  • If possible, place a timer next to your screen, such as a mobile phone or watch (the host will also be keeping time for you)
  • Mute your mobile phone.
  • Make sure family members, roommates or colleagues know that you are presenting. Ideally, they should avoid using too much bandwidth (no streaming).
  • Please ensure there will be no interruptions or invasive background noise while you present.

-> During Presentation

  • Speak directly to the camera.
  • Position the main source of light so it is not behind you.
  • Make sure you can be heard.
    • if you do not have a headset, be close to your computer and face the camera while you speak.
  • If you have the choice to sit or stand when presenting, standing is better.
    • Your body is a key communication tool, and you should use it that way.
  • If wearing glasses, tip the camera to avoid reflection from your computer screen.

Questions

An open training session for speakers will be offered the week prior to DevDays. And of course, you can always contact us for help during the conference.

  • Technical support questions: devdays@fire.ly
  • Questions during DevDays: post via (closed) Zulip stream #DevDays Speaker Support.

In case of emergency

If something unexpected happens during the event or your session, please follow this guide to resolve.

  • Cannot join the session as speaker or panelist:
    • Join from the Zoom desktop client instead of the event app.
    • Make sure the link you are using is the speaker link and not the attendee link.
  • Your Internet connection has problems (unable to reconnect or connection is slow):
    • Contact the session host to use your pre-recorded video if you have uploaded a recording.
  • Cannot share screen or share video:
    • Contact the session host to confirm that permissions are set correctly or to enable on the Zoom client.
  • The camera does not work properly:
    • Check with the host to confirm it is ok to present without a camera. If acceptable, you may still present with audio and slides. Otherwise, please ask the host to start the pre-recorded video if one has been uploaded.
  • The audio device does not work properly:
    • Contact the session host to use your pre-recorded video (if one has been uploaded)

Guidelines for speakers delivering pre-recorded presentations

All speakers hosting a 15-minute Community Talk are requested to submit their pre-recorded presentation to organizers by May 31, 2022 at the very latest.

Steps for recording and submitting your presentation

We recommend that you use the free Zoom desktop app to record your presentations. Please note that we are not able to edit any submitted recordings.

  1. If you have not already done so, please register with Zoom and download the Zoom client.
  2. Read the guidance on ‘local recording’.
  3. Before you start recording, test your audio and video. Instructions are here.
  4. Go to your Zoom account Settings (icon at the top right when you open the Zoom app).
    • Click ‘Recording’ on the left-hand menu.
    • Check the box “Recording a separate audio file for each participant who speaks”.
  5. When you are ready to record, you can set up and start a meeting with yourself as the only participant.
  6. The above-mentioned guidance explains how to record once you are in your meeting.
  7. If you are planning to use any slides or other visual aids, you can share your screen while presenting (for example you can share your PowerPoint presentation).
  8. Important: Please note that the conference program cannot accommodate presentations longer than 15 minutes so be certain to observe this strict time limit.
  9. After you stop the recording and end the meeting, Zoom will download both the video and audio-only files and store them on your machine.
  10. Please rename the files and include your full name and date of presentation following this naming convention: YYMMDD_FirstLastName_Title. E.g. 220607_EwoutKramer_FHIRdotNET
  11. Review your presentation and double-check the duration, audio quality, lighting, etc. and if necessary, re-record.
  12. Submit your pre-recorded presentation by May 31 (at the very latest) via this content upload link.

Further advice and guidance while pre-recording

-> Preparation | Pre-recording

  • We recommend using a laptop or desktop PC, not a mobile device.
  • Make sure you have installed the latest version of Google Chrome and the Zoom Desktop application to ensure optimal functionality.
  • Use the PowerPoint Template that you received from the organizers.
    • The template contains the proper format and colors as well as several slides that will help you structure your presentation.
  • Make sure you have abundant connectivity at your disposal.
    •  A cable connection to the Internet is preferred over a wireless connection.
    • If you will be using WiFi, try to stay in the same room as your wireless router or relocate near an office access point to maintain the strongest signal. Check the signal strength beforehand.
  • Prior to recording, test your camera, microphone, and speaker, and check if you can share your screen.
    • We recommend doing this with a friend or colleague.
  • Consider doing a dry run of your talk. Make sure that you are not going over 15 minutes.
  • Check any items in the background. Are you sure you want these to be on display?
    • Books, a plant, a painting on the wall is all perfectly fine, but avoid attendees being distracted by your background.

-> Preparation | Recording

  • Please close all apps (other than Zoom and Whova) on your PC or laptop during your presentation, and disable notifications, unless you need them for your presentation.
  • Mute your mobile phone.
  • Please ensure there will be no interruptions or invasive background noise while you present.
  • Make sure family members, roommates, or colleagues know that you are giving a presentation. Ideally, they should not be using too much bandwidth (no streaming).
  • Wear a neutral shirt, avoid stripes or dots, or busy prints. Make sure the color of your shirt contrasts with the background colors.
  •  

-> During Recording

  • Speak directly to the camera.
  • Position the main source of light so it is not behind you.
  • Make sure you can be heard.
    • if you do not have a headset, be close to your computer and face the camera while you speak.
  • If you have the choice to sit or stand when presenting, standing is better.
    • Your body is a key communication tool and you should use it that way.
  • If wearing glasses, tip the camera to avoid reflection from your computer screen.

-> Post-Recording

  • Upload your slide deck before your presentation via this content upload linkusing the following naming convention: YYMMDD_FirstLastName_Title. E.g. 220607_EwoutKramer_FHIRdotNET

Timeline of your presentation

20 minutes prior
to start
5 minutes prior
to start
Presentation
15 minutes
Q&A | 5 minutes
Zoom meeting is open for speaker and hostCountdown slides are displayed
Host will start the pre-recorded presentationSupported by host
Host is available for testingSession is open for attendees

Detailed timeline

  1. The Zoom meeting for your session will be opened 20 minutes prior to the scheduled start of the session.
    • Important: all presenters are requested to enter the meeting 20 minutes prior to the start of the session.
    • Your host will let you in.
    • The Zoom link(s) to your session(s) will be shared with you on May 24.
  2. Host will test screen-sharing with the presenter.
  3. Host will unmute you and enable you to share your screen.
    • This allows you to make sure your audio and visual setups are working properly.
  4. The audience will be allowed to enter the meeting 5 minutes before the start of the session.
  5. By default the audience is muted and cameras are off.
    • Attendees can raise questions via the Q&A box in the conference app Whova.
  6. The host will introduce your presentation and start the pre-recorded session.
  7. During the talk, attendees can ask questions in the Q&A box of the Whova App. Please monitor the questions and answer questions where possible. Any unanswered questions will be read by the host during the final five minutes of Q&A.

After your presentation

In addition to the questions posted during the session, attendees can also ask questions via your sessions channel in Whova. Make sure to check your Whova session channel throughout the duration of DevDays and reply to any further questions or conversation threads.

Questions

An open training session for speakers will be offered the week prior to DevDays. And you can always contact us for help during the conference.

  • Technical support questions: devdays@fire.ly
  • Questions during DevDays: post via (closed) Zulip stream #DevDays Speaker Support.