Guidelines for Speakers


Table of contents

Speakers Instruction (video)

Guidelines for live presentations
Guidelines for speakers delivering live Let’s Build! Sessions
Guidelines for speakers delivering pre-recorded presentations


Guidelines for live presentations/tutorials

We want to make DevDays 2020 a “live” experience as much as possible, and therefore we recommend that you give a live presentation. However, for various reasons, this may not be possible, and you are free to send us a pre-recorded presentation that we will stream during the conference. Please send us your recording no later than November 10, 2020. Instructions on how to produce a pre-recorded video can be found in the below Guidelines for speakers delivering pre-recorded presentations

Timelines of your presentation

30 minutes before the start of the Tutorial 5 minutes before start of the Tutorial Tutorial
45 minutes
After: 15 minutes
Zoom meeting is open 30 minutes prior to session. The host is available for testing. Countdown slides are displayed. The session is open for attendees. Your presentation. Break for delegates.

Detailed timeline

  1. The Zoom meeting for your session will be opened 30 minutes prior to the scheduled start of the session. Important: all presenters are requested to enter the meeting 30 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 November 13, 2020.
  2. The host will test screen-sharing with all presenters.
  3. The host will unmute you and enable you to share your screen. This will allow 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. The audience is muted by default and cameras are off. Attendees can raise questions via the Q&A box in the conference app Whova.
  6. The host will ‘put the spotlight’ on you, so you are visible to the audience. The host will also introduce you.
  7. The host will start the recording of your session unless you have indicated that the session is not allowed to be recorded.
  8. 5 minutes, 2 minutes, and 1 minute before the scheduled end of your presentation, you will be shown a colored slide (green, yellow, red) indicating the remaining time.
  9. If the session’s allocated time has expired and the speaker is still talking, the host will enable his microphone and announce that time has run out.
  10. During the talk, attendees can ask questions in the Q&A box of the Whova App. The host will monitor the questions, answer questions where possible, or read them out loud during the final 10 minutes of Q&A.

After your tutorial

In addition to the questions that come up 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 check list

  • Make sure you have the latest versions of Google Chrome and the Zoom Desktop application installed on your computer. This is very important.
  • Use the PowerPoint Template that you received from the organizers. The template does not only contain the proper stationery and colors but it also contains a few 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.
  • 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.
  • Prior to the conference, 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 35 minutes.
  • The host will keep time for you, but we recommend having a timer next to your screen, such as a mobile phone or watch.
  • We recommend using a laptop or desktop PC, not a mobile device.
  • Speak directly to the camera.
  • 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.
  • 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.
  • Try to make sure the main source of light is not behind you.
  • If you have the choice to sit or stand when presenting, standing is better. Your body is a key tool of communication, and you should use it that way.
  • Wear a neutral shirt, avoid stripes or dots, or busy prints. Make sure the color of your shirt contrasts with the background colors.
  • If you wear glasses, try to avoid reflection from your computer screen by tipping the camera.
  • Mute your mobile phone.
  • 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).
  • Please ensure there will be no interruptions or invasive background noise while you present.
  • Upload your slide deck before your presentation via this content upload link, using the following naming convention: YYMMDD-FirstLastName-Title. E.g. 201105-EwoutKramer-FHIRdotNET

Questions

We will offer an open training session for speakers the week prior to DevDays. You can always contact us for help during the conference.

  • Questions regarding (technical) support: speakersupport@validar.com.
  • Questions during DevDays via the (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 solve them.

  • 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 make sure they set the permission correctly or enable them on the Zoom client.
  • The camera does not work properly:
    • Check with the host if it is OK that you present without a camera. If it is fine, you may still present with audio and slides. Otherwise, please ask the host to start the pre-recorded video if you have uploaded a recording.
  • The audio device does not work properly:
    • Contact the session host to use your pre-recorded video (in case you uploaded the video)

Guidelines for speakers delivering live Let’s Build! Sessions

Timelines of your presentation

30 minutes before the start of the Let’s Build! 5 minutes before start of the Let’s Build! Let’s Build! 45 minutes After: 15 minutes
Zoom meeting is open 30 minutes prior to session. The host is available for testing. Countdown slides are displayed. The session is open for attendees. Your presentation. Break for delegates.

Detailed timeline

  1. The Zoom meeting for your session will be opened 30 minutes prior to the scheduled start of the session. Important: all presenters are requested to enter the meeting 30 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 November 13, 2020.
  2. The host will test screen-sharing with all presenters.
  3. The host will unmute you and enable you to share your screen. This allows you to check that 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. All Let’s Build sessions will be held via a direct Zoom link (not through the Whova App) as the gallery function works better this way.
  6. The audience is muted by default. The cameras are on. The audience can ask questions via the microphone or via the chat box of Zoom.
  7. The host will ‘put the spotlight’ on you, so you are visible to the audience. The host will also introduce you.
  8. The host will start the recording of your session unless you have indicated that the session is not allowed to be recorded.
  9. 5 minutes, 2 minutes, and 1 minute before the scheduled end of your presentation, you will be shown a colored slide (green, yellow, red) indicating the remaining time.
  10. If the session’s allocated time has expired and the speaker is still talking, the host will enable his microphone and announce that time has run out.
  11. During the Let’s Build!, attendees can ask questions in the Q&A box of the Whova App or ask them via the microphone. Please check the box to answer the questions.

After your Let’s Build!

In addition to the questions that come up in the session, delegates can ask questions or give constructive feedback via your presentation’s channel in Whova. So, make sure to check your Whova channel throughout the duration of DevDays, and reply to any further questions or conversation threads.

Presenter checklist

  • Make sure you have the latest versions of Google Chrome and the Zoom Desktop application installed on your computer. This is very important.
  • Use the PowerPoint Template that you received from the organizers. The template does not only contain the proper stationery and colors but it also contains a few 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.
  • 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.
  • Prior to the conference, 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 35 minutes.
  • The host will keep time for you, but we recommend having a timer next to your screen, such as a mobile phone or watch.
  • We recommend using a laptop or desktop PC, not a mobile device.
  • Speak directly to the camera.
  • 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.
  • 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.
  • Try to make sure the main source of light is not behind you.
  • If you have the choice to sit or stand when presenting, standing is better. Your body is a key tool of communication, and you should use it that way.
  • Wear a neutral shirt, avoid stripes or dots, or busy prints. Make sure the color of your shirt contrasts with the background colors.
  • If you wear glasses, try to avoid reflection from your computer screen by tipping the camera.
  • Mute your mobile phone.
  • 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).
  • Please ensure there will be no interruptions or invasive background noise while you present.

Questions

We will offer an open training session for speakers the week prior to DevDays. You can always contact us for help during the conference.

  • Questions regarding (technical) support: speakersupport@validar.com.
  • Questions during DevDays via the (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 solve them.

  • 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.
  • Cannot share screen or share video:
    • Contact the session host to make sure they set the permission correctly or enable them on the Zoom client.
  • The camera does not work properly:
    • Check with the host if it is OK that you present without a camera. If it is fine, you may still present with audio and slides.

Guidelines for speakers delivering pre-recorded presentations

All speakers hosting a 10-minute presentation in the Fixed-by-FHIR or FHIR around the World track, are requested to send the organizers their pre-recorded presentation by November 10, 2020 at the very latest.

Steps to follow for recording and submitting your presentation

We recommend that you use the free Zoom desktop app to record your presentations. Please note that we will not be 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 your recording, test your audio and video. Instructions are here.
  4. Go to your Zoom account Settings (the 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 shows you 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 10 minutes. Please ensure you keep within 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. 201105-EwoutKramer-FHIRdotNET
  11. Review your presentation and double-check the duration, audio quality, lighting etc. If necessary, re-do the recording.
  12. Submit your pre-recorded presentation and slide deck by November 10 (at the very latest) via this content upload link.

Further advice and guidance while pre-recording

  • Make sure you have the latest version of Google Chrome and the Zoom Desktop application installed on your computer. This is very important.
  • Use the PowerPoint Template that you received from the organizers. The template does not only contain the proper stationery and colors but it also contains a few 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.
  • 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.
  • Prior to the conference, 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 10 minutes.
  • We recommend using a laptop or desktop PC, not a mobile device.
  • Speak directly to the camera.
  • 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.
  • 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.
  • Try to make sure the main source of light is not behind you.
  • If you have the choice to sit or stand when presenting, standing is better. Your body is a key tool of communication, and you should use it that way.
  • Wear a neutral shirt, avoid stripes or dots, or busy prints. Make sure the color of your shirt contrasts with the background colors.
  • If you wear glasses, try to avoid reflection from your computer screen by tipping the camera.
  • Mute your mobile phone.
  • 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).
  • Please ensure there will be no interruptions or invasive background noise while you present.
  • Upload your slide deck before your presentation via this content upload link, using the following naming convention: YYMMDD-FirstLastName-Title. E.g. 201105-EwoutKramer-FHIRdotNET

Timelines of your presentation

30 minutes before the start of the presentation 5 minutes before the start of the presentation Presentation 45 minutes Q&A: 15 minutes
Zoom meeting is open 30 minutes prior to the session. The host is available for testing. Countdown slides are displayed. The session is open for attendees. The host will start the pre-recorded presentation. Q&A, supported by the host.

Detailed timeline

  1. The Zoom meeting for your session will be opened 30 minutes prior to the scheduled start of the session. Important: all presenters are requested to enter the meeting 30 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 November 13, 2020.
  2. The host will test screen-sharing with the presenter.
  3. The 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. The audience is muted by default 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, answer questions where possible. The host will read any unanswered questions during the final 10 minutes of Q&A.

After your presentation

In addition to the questions that come up 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

We will offer an open training session for speakers the week prior to DevDays. You can always contact us for help during the conference.

  • Questions regarding (technical) support: speakersupport@validar.com.
  • Questions during DevDays via the (closed) Zulip stream #DevDays Speaker Support.