Advice for Speakers (Virtual)

If you are speaking at IMC 2021, we recommend that you practice your presentation prior to your session, ensuring that you are comfortable with accessing Zoom, sharing your screen, and navigating through your slides.

A practice room will be available within the platform throughout IMC 2021.

Presentation Format

It is up to you what format you choose to present any visual aids or slides. However, to ensure your paper runs smoothly and without hitches we recommend that you:

  • Save a copy of the presentation on the device you are using to present, rather than trying to access it from cloud storage such as DropBox, OneDrive, or GoogleDrive
  • Use PowerPoint, or save your presentation as a PDF file
  • If your image has a large number of images or other content, ensure the file size is as small as it can be by following the guidance here
  • 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
  • Take advantage of PowerPoint’s real-time automated captioning feature, details of which can be found here

Using Zoom to Share Your Screen

Presentation Guidance

Our advice to speakers is to help make your presentation as web-ready and accessible as possible.

  • Make sure your paper is presented 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.
  • Arrive 20 minutes before the session to prepare. You will have the opportunity to conduct a sound and camera test in the digital session room to ensure that your microphone and webcam are working correctly.
  • Please remember that the IMC team will not be able to regulate or monitor your internet connection. Should your connection breakdown it may not be possible to reschedule your paper.
  • Speak clearly and slowly so that everyone can follow your paper. The language in which you are speaking may not be the first language of everyone in the audience.
  • Support your paper with a PowerPoint, PDF, or other presentation using the ‘Screen share’ option.
  • Use PowerPoint’s built-in captioning system to add automatic live captions to your presentation
  • Ensure you describe any images or visual aids used in your presentation so that it is accessible for any attendees with visual impairments.
  • Ensure you have any video, audio, or weblinks you need loaded and ready before you begin speaking.
  • Prepare a short summary of your presentation and upload it to the ‘Files’ section prior to your presentation.
  • 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.
  • You may wish to produce a PDF copy of your presentation, or paper text in a large print for delegates with visual impairments and upload this to your session via the ‘Manage’ button in advance.
  • 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.
  • It is likely that there will be members of the audience with hearing impairments or who rely upon lip-reading. Therefore, please ensure that you are facing the camera head on and that your face fully appears in the screen.
  • Ensure that the camera frames your face as closely as possible, that you are well lit, and your face can be clearly seen. Keep your camera on while you are sharing your presentation.
  • 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.
  • Before you begin speaking, check that you are audible by asking attendees to give you a thumbs up or post in the chat.
  • Keep your background as simple as possible to avoid distractions.
  • As much as possible, try to reduce any background noise.

Session Room Support

Virtual Session Rooms will be supported by a team of Session Room Organisers (SROs), who will be available to assist speakers and moderators throughout the session. Unlike at the in-person IMC, they will not be keeping rooms tidy and ensuring heating and lighting is adequate, but will be able to assist with basic technical queries and support.

As noted above, virtual rooms will be available to speakers and moderators for 20 minutes prior to the session beginning and a virtual practice room will be available throughout IMC 2021.

We recommend that you test your setup in advance of your 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.

Please make sure you are familiar with the basic functions of the equipment you are using before you arrive. Due to remote working conditions, we cannot guarantee that SROs will be able to support every presenter.