Online Presenters

Record your video using the software you feel most comfortable with.

If you have little experience recording videos, we suggest Zoom or Microsoft PowerPoint.

Keep your presentation recording to your allocated time slot. If you go over time you will be required to edit and re-submit by the deadline.

Recordings need be provided to the Conference Managers in MP4 format. Should your presentation be received in a format other than MP4 you will be asked to resubmit in an MP4 format.

If you have limited online presentation experience or are looking for some tips about how to take your online presentation to the next level, we encourage you to take a look at the Presenter Toolkit.

DUE MONDAY 14 DECEMBER

Recordings must be provided to Conference Design:

  • In MP4 format.
  • As a single file. Multiple files will not be accepted.
  • Submit via the Presentation Video Upload box below.
  • Files to be named: presenter name, day, session and time of your presentation (First. Last_Day_Session_Time).

If making changes, always ensure to upload the latest version. Each upload is stamped with date/time so we will only use the latest version uploaded to the system.

Failure to submit your recording by this deadline will result in your presentation being withdrawn from the program.

Presenters will have access to the online conference portal approximately 2 weeks before the event. Log in details will be emailed to you.

We recommend presenters log in early to:

  • Familiarise yourself with the presenter dashboard
  • Check session information including your abstract and biography
  • Upload a photo of yourself
  • Familiarise yourself with the Live Q&A feed
  • View any handouts you may have provided in advance
  • Preview your pre-recorded presentation

On the day of your session, please log in to the portal 15 minutes before your presentation. This will allow you to:

  • Familiarise yourself with your equipment and make sure everything is in good working order (ie microphone and camera working, plenty of battery if using a laptop, stable internet connection).
  • Review your online content (presentation video and handouts if supplied).
  • Familiarise yourself with the Live Q&A feed.
  • Connect with your fellow presenters (if you are co-presenting you will be able to connect with your fellow presenters via the presenter chat).
  • If you have any issues or queries, you can connect with the support team through the Control Room Chat or log a Live Support ticket.

Presenters should be logged in 15 minutes prior to the commencement of their presentation.

  • The session will automatically commence at the nominated start time. There is no need for presenters to start or activate their talk.
  • Following the keynote presentation and your 1 minute summary videos there will be a live Q&A forum with the other presenters in the session and audience members.
  • Attendees can type questions into the Live Q&A box at any time throughout the session.
  • Save your responses to the end when the chair will identify any key questions and participate in the live Q & A with you.
  • Attendees and presenters will also be able to participate in a discussion forum throughout the session. The discussion forum should be used for general discussion, with questions for presenters asked via the Live Q&A feed.
  • There will be a timer counting down to the end of the presentation.
  • Delegates will have access to pre-recorded presentations two weeks prior to the convention and will be able to log back into the portal to view the recording “on-demand” after the session has ended. Live Q&A and Discussion Forum content will also be available.
  • At the conclusion of the session, presenters can go back to the timeline and participate in the conference as usual.

Live support will be available throughout the conference opening hours and will include dedicated IT/AV support.

Should presenters require assistance at the time of the conference they should contact support by:

  • Control Room Chat: this chat feed is easily accessible via your presentation in the online conference portal. Queries will be quickly picked up by the support team
  • Live Support Hub: live support is immediately accessible via the icon at the top of the online conference portal. Users should log their query in the live support chat box and a team member will respond as quickly as possible.

Video Recording Recommendations

You can record your video using whichever software you feel most comfortable with. If you have little experience recording videos, below are two recommendations.

You will need to take into consideration the following before starting a video recording:

  • What resources will you use to use to record your presentation? A webcam, slides with audio recording, or a combination of both?
  • Will you be using slides in your recording? If so, what software will you use?
  • Do you need to incorporate any other media into your recording (e.g. websites, videos, data files, etc.)?
  • Do you wish to be included in the video recording as audio-only, or audio and video? In other words, do you want your face to appear on the video recording?
  • Will you do a one-shot recording? (Hit start, record your presentation, and stop). Or, will you be combining the best parts of multiple recordings and editing out unwanted portions?
  • What is your skill level with using video recording software and technology? Will you need to ask for help?

You can use it to produce a webcam recording of yourself superimposed on the slides.

Additionally, if you add your script to the Notes field, the notes will appear at the top of your screen (normally right below where the camera is located) to help you hold your gaze towards the camera.

The basic steps for recording are:

  • Go to the “Slide Show” tab.
  • Click on the “Record Slide Show” button and select “Record from Beginning”.
  • Use the “Settings” button on the upper right corner allows you to select your microphone and camera.
  • Click “Record” on the upper left corner. PowerPoint will start a 3-second countdown and then start recording. The recording will automatically stop after your last slide.
  • Select “File” -> “Export” -> “Create a Video” to save your recording on your hard drive (We recommend a resolution of 1080p to make sure the quality is high enough. Please do not go lower than 720p).

For more detailed information visit the below Microsoft Support links:

If you have created a Zoom account (including the free version), you can simply start a Zoom meeting and record the meeting to your local hard drive. The basic process is as follows:

  • Start a new Zoom meeting. “Exit Full Screen” if the meeting window has covered your whole screen by default.
  • If you are using a slide deck, open it in a new window. In PowerPoint, you can set the slide show to begin in a window (instead of taking up the whole screen) by following these steps:
    • Go to the “Slide Show” tab
    • Click the “Set up Slide Show” button
    • Select “Browsed by an Individual Window
    • Click the “From Beginning” button to begin the slide show
  • In the Zoom toolbar, click “Share Screen” and select the “PowerPoint window”.
  • Click Alt+R or “Record” in Zoom (it may be under the “More” button). The recording will begin immediately. Go through your presentation. When you are done, click the “Stop Recording” button, or the Alt+R key combination again.
  • End your meeting. Wait for the recording to be processed. It will be saved on your computer, and Zoom will open the folder with the recording.

For a more detailed information visit the below Zoom link,

Please UPLOAD HERE.

Presenters can also provide their slides as a PDF file for attendees to download before, during or after the session.

Video Presentation Tips

Attention spans in a digital setting are very short, you have a relatively short time to communicate what is significant about your research or project., Make sure to refine your message, keep it clear, engaging, and on point. Focus on your study’s unique contributions and findings. Think of your presentation as an elevator pitch to a venture capitalist.

We recommend limiting the size of your slideshow to no more than 1 slide per minute, and preferably less if the information in your slides is difficult to understand at first glance.

Keep your slides clean and legible. Remember that videos are generally watched in smaller windows, or even on a phone or tablet. Thus, small fonts or screenshots may not be legible when displayed at this size. Focus on presenting key findings in bullet points instead.

Make sure to start your presentation with a title slide. This will have the title of your paper/presentation and include all contributing authors, with the presenting author highlighted. This should also serve as the thumbnail for your video (what virtual delegates see before they hit play on a video).

To help you achieve a seamless recording, we strongly recommend that you practise your presentation two or three times before recording.

It is also helpful to prepare a detailed script so that you can ensure that all key points and facts are delivered during your recording. This will allow you to articulate your message clearly, as well as cut down on errors and hesitations (umms and ahhs) whilst recording.

If you are using PowerPoint, there is the ability to use Presenter Coach to rehearse your presentation. Click here for more information.

When recording yourself remember to look towards the camera and not down at your notes. Place your notes directly below the camera so that you can read them during your presentation whilst continuing to direct your gaze at the camera.

Those who are presenting live via the virtual platform will also need to be conscious of this. Delegates are more likely to be engaged for the full duration of your presentation if they feel they are being spoken to directly, rather than watching someone who is reading a script robotically and not looking at the camera.

Before you begin recording your final video, we recommend conducting a test recording to ensure that your audio is clear, with no echo or background noise. Audio is always clearer when using a microphone, whether that is through headphones with an inbuilt microphone or an external microphone.

Choose your recording space based on the amount of background noise there is. Avoid areas where you can hear traffic, the heating and cooling system, or voices from another room. While these may not seem loud to your ears, they can be very distracting in recordings.

Speaking in a clear, bright voice goes a long way in producing audio. Try to enunciate each word, but do not overthink, as it can make you sound robotic. You may even want to try smiling while recording, as this can make your voice sound a little more approachable. Additionally, be mindful of your pacing. Keep things steady without rushing or crawling at a snail’s pace.

Live presenters are also strongly encouraged to use a microphone and to test their audio prior to their presentation time. Practicing your presentation with family, friends or colleagues is a great way to get familiarise yourself with presenting live and to get feedback on your audio settings. Free accounts on Zoom allow users up to 40 minutes’ worth of call time.

Still have some questions?

Please email us at mail@conferencedesign.com.au and we’ll be happy to assist.

About the GSA

The Geological Society of Australia was established as a non-profit organisation in 1952 to promote, advance and support Earth sciences in Australia.

As a broadly based professional society that aims to represent all Earth Science disciplines, the GSA attracts a wide diversity of members working in a similarly broad range of industries.

Conference Managers

Please contact the team at Conference Design with any questions regarding the conference.
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