FAQs for Speakers

Click here to view a short video from Pathable, our virtual platform provider, introducing speakers to key tools on the virtual event platform.

Frequently Asked Questions: Speakers

What hardware do I need to deliver my presentation?
What software do I need to deliver my presentation?
How long should my presentation be?
What device should I use to connect to the sessions when I am presenting?
Can I use PowerPoint or other visual aids?
Will I be able to try out the virtual system before delivering my talk?
What time should I arrive in the virtual session room prior to my presentation?
What will happen when I arrive in the virtual session room?
Will I be able to test my microphone and camera prior to beginning my talk?
How should I configure my system best when presenting?
What advice do you have for presenting virtually?
How do I make my presentation accessible to all?
How do I share my screen with my slides/presentation when presenting?

What hardware or equipment do I need to deliver my presentation?

You should ensure that you are using an up-to-date PC or Mac with a working webcam and microphone built-in or connected.

If you are using an external microphone, ensure this is set up correctly and positioned for optimum sound capture. If you are using the microphone built in to your device, ensure that it is clear of obstructions and is picking your voice up well.

Please ensure that your setup is configured to be accessible for all by following our guidance for speakers.

What software do I need to deliver my presentation?

All attendees should  download the Zoom app in advance of IMC 2021.

Speakers can only present their papers by sharing their screen from within the Zoom app. You can download Zoom for your device here.  If you are using an institution-owned or managed device, you may need to contact your local IT support in order to authorise the download and installation of Zoom. If you are unfamiliar with Zoom, you can find helpful quick start guides and other information via their support site. 

The IMC 2021 will be online via the virtual events platform, Pathable. The platform is free to access and does not require the purchase or installation of any specialist software. However, you should make sure that you are using the latest version of your web browser. Once logged in, delegates will be able to access all aspects of the IMC, including academic sessions, Bookfair and other exhibitions, events and workshop programme, and social and networking opportunities.

Pathable works best with Google Chrome web browser (version 72 or later, or an equivalent modern browser. Most modern computers will meet Pathable’s minimum requirements, which can be found here.

We do not recommend accessing Pathable via a mobile or tablet device.

How long should my presentation be?

You should present your paper within the allotted time: 20 minutes for sessions with three papers and 15 minutes for sessions with four papers. To prevent screen fatigue amongst participants attending your session, we recommend that you keep your paper as brief as possible.

What device should I use to connect to the sessions when I am presenting?

We would recommend that you use a desktop or laptop computer for the best experience when presenting.

Can I use PowerPoint or other visual aids?

Yes. If you would like to use PowerPoint or other visual aids we recommend that you

We recommend that you upload a copy of your presentation and/or a short summary of your paper to your session listing page prior to the session for delegates with poor bandwidth or accessibility needs to follow along. You can do this by clicking ‘Manage’ on the session where you are speaking, then ‘Files’, and ‘Add new file’ and selecting the relevant file from your computer.

Will I be able to try out the virtual system before delivering my talk?

Yes. Virtual rooms will be available to speakers and moderators for 20 minutes prior to the session beginning.

We are also running two training sessions for speakers on Thursday 24th June at 11am and Friday 25th June at 3pm, both GMT . Details of how to join a training session were included in your invite to Pathable, sent by email. You can access the training session by logging into Pathable, navigating to the Agenda and selecting the IMC Speaker Training. Click the + button on the top right to add this training session to your personal agenda and reserve your place. The join meeting button will appear at the start time for this training session.

What time should I arrive in the virtual session room prior to my presentation?

It is important to arrive 20 minutes before the session to prepare. You will have the opportunity to conduct a sound and camera test with the dedicated Session Room Organisers (SROs) in the digital session room to ensure that your microphone and webcam are working correctly.

SROs will try to resolve any issues, but they may need to request additional technical support either from the core IMC Team or Pathable helpdesk. Please be patient while waiting for technical support, as our team may be helping another delegate. If an issue is taking substantial time to resolve, we encourage moderators to re-order papers in a session so that other speakers may go ahead of a speaker experiencing difficulties.

What will happen when I arrive in the virtual session room?

When you click the link to join the session, it will open in the Zoom app on your device. You will then be prompted to give permission for Zoom to have access to your camera and microphone. Please select give permission for both otherwise you will be unable to share video or audio during the session. You can see a video of this process on the Pathable support page.

If you join 20 minutes before the presentations as recommended, you will have time with the other Speakers and Moderators to test your microphone, camera and screen sharing abilities. The session will open to all other attendees one minute prior to the scheduled start time.

If you arrive late or experience connection issues and have to rejoin your session after the session has already started, you should use the chat function to notify the moderator as soon as possible so that they can try rearrange Speaker positions if necessary. You can select individuals to message on the Chat function using the drop down feature at the bottom of the Chat. Instead of sending to everyone, select the name of the individual you would like to message.

Will I be able to test my microphone and camera prior to beginning my talk?

Yes. Please join the session 20 minutes prior to the presentations starting in order to check that your camera and microphone are working. Support will be available from the session moderators and the IMC Session Room Organisers (SROs) who will be available to assist throughout the session.

SROs will try to resolve any issues, but they may need to request additional technical support either from the core IMC Team or Pathable helpdesk. Please be patient while waiting for technical support, as our team may be helping another delegate. If an issue is taking substantial time to resolve, we encourage moderators to re-order papers in a session so that other speakers may go ahead of a speaker experiencing difficulties.

How should I configure my system best when presenting?

This is very much a personal preference. The moderator will be responsible for looking after the chat module, including during the Q&A, so you do not need to worry about having this on your screen.

Zoom should allow you to see both your presentation slides, your own camera feed and a limited view of the audience attending your session within the Zoom window, though the amount you are able to see may depend on the size of your monitor.

It can be helpful to be able to see your own paper, as well as the slides or visual aids that you are sharing (if applicable). Therefore, if you have more than one monitor or screen, you may find it useful to arrange your paper or on one screen and open your session on the other. If you only have one monitor or screen, you may wish to arrange your windows so that you can see both simultaneously.

What advice do you have for presenting virtually?

You can read our full Advice for Speakers. Pathable also has a best practice page.

How do I make my presentation accessible to all?

Following a policy change at Zoom which has led them to enable automatic closed captioning on paid-for accounts, Pathable have recently confirmed to us that automatic closed captioning will be available for all IMC 2021 sessions. To turn on the automatic captioning, you can simply enable it from the menu bar within the Zoom app. Your moderator or Session Room Organisers (SROs) will be able to assist with this if needed. Please note that these captions will not be available on the recording of your presentation.

If you would prefer to add captions to your Presentation and are using PowerPoint, please take advantage of PowerPoint’s real-time automated captioning feature, details of which can be found here.

If you are happy to do so, prepare a short summary of your presentation and upload it to the ‘Files’ section on the Session page prior to your presentation. This allows anyone who has difficulty following your presentation to read along. Make sure that all materials you use are clearly legible for delegates with visual impairments. We recommend using the guidelines on making presentations accessible at Sight Advice. Additionally if you are presenting your paper in a language other than English, we recommend producing a short handout summarising the key points of your paper in English.

Some good general speaking tips are:

  • Speakers should keep their cameras on to allow audience members to lip read. Speakers should also ensure that their faces fully appear on screen, are well-lit and are as large as possible to facilitate lip-reading.
  • Speakers should also minimise distractions in their background, and ensure their camera is angled so that they are facing the camera head-on rather than looking up or down at it.
  • Think about the environment where you will deliver your presentation and ensure ambient or background noise is kept to a minimum.
  • If you are using an external microphone, ensure this is set up correctly and positioned for optimum sound capture. If you are using the microphone built in to your device, ensure that it is clear of obstructions and is picking up your voice well.

If you have any accessibility needs as a Speaker, please get in touch with the IMC team (imc@leeds.ac.uk) at your earliest convenience.

How do I share my screen with my slides/presentation when presenting?

On Zoom, to show the audience your presentation or other visual aids, you will need to share your screen. You can do this by selecting the ‘Share Screen’ button from the Main Zoom menu along the bottom of the screen, you will then have the option of selecting which screen or windows you share. You can only share one window or screen at a time.

Once you are sharing your slides, your video feed will appear much smaller in the bottom right corner for your audience. You can adjust the relative size of your video feed, the incoming feeds from the audience or your slides by dragging them.

Please keep your camera on when presenting to allow anyone to lip read who requires to.

After sharing your screen but before starting your paper, check that you are audible by asking attendees to give you a thumbs up or a post in the chat.