Speaker Guidelines

Change in Speaker or Cancellation

As a courtesy to the audience, please let us know as soon as possible if there is a change in your presentation. If there is some last minute difficulty, please arrange for someone else to present in your place rather than canceling it. For changes in speaker or program prior to the meeting, please call the HPS Secretariat, (703) 790-1745, FAX (703) 790-2672 or email Jennifer Rosenberg at jrosenberg@BurkInc.com.


Guidelines for LIVE PRESENTATIONS

As you make final preparations for your presentation at the HPS Annual Meeting in Phoenix in July, please use the following information to prepare.

1. Regular oral presentations are scheduled as 15-minute presentations which includes time for you to walk to the podium, be introduced by the moderator, and initiate your computer files. Please plan your actual presentation to be completed in 12 minutes; allowing time to answer questions as these make the sessions much more interactive. Time limits will be strictly enforced.

2. Every session room at the meeting will be furnished with a computer and a computer projector. Computer projection slide format is 16:9 but 4:3 presentations will work fine. They’ll be centered with vertical black bars present on the sides. If you requested audio for your presentation when you submitted your abstract, it will be available in your session. Please bring a copy of your presentation file on a memory stick (USB).

3. Presenters are strongly encouraged to have their presentations available in the PowerPoint and/or PDF formats. The following equipment will be provided in all the session rooms:

  • PC computer (not Mac) with PowerPoint and Adobe Acrobat software
  • Data-video projector and white projector screen
  • 16:9 format (wide screen); 4:3 presentations will still display correctly
  • Wireless Slide Advancer
  • Podium Microphone

4. Presenters MUST come to the Ready Room (Phoenix Convention Center, North 123) to have a member of the program committee check you in and to turn in your presentation.There will be a PC with Windows and Microsoft PowerPoint computer in the ready room and each session room are. All presentations that will be presented live will be put into the meeting format and loaded on the computer from the program committee team. The laptop will be running the virtual platform called SignalWire.

5. If you have any difficulties, tell the staff in the Ready Room and they will have an audio-visual technician meet with you to resolve the problem.

6. Delegates who will be giving presentations are responsible to:

  • Upload their presentation to the PC computer in the slide review room at least 24 hours in advance.
  • Arrive at least 15 minutes prior to the start of the session and introduce themselves to the chairperson of the session.
  • Please note that a student volunteer will be available in the session rooms to assist with any audio-visual equipment problems that may arise.
  • All presentations will be recorded through SignalWire and will be available through JW Player for those that have registered for the meeting.

7. The Windows computers provided will accept .PPT, .PPTX, and .PDF. Keynote presentations will need to be converted to PowerPoint or PDF as they will not work on HPS computers.

8. The screens in each session room will be in 16:9 format, but 4:3 presentations will work fine. They will automatically be centered with vertical black bars present on the sides.



GUIDELINES FOR VIRTUAL PRESENTATIONS

The HPS Annual Meeting will be a hybrid meeting with both attendees and presenters either in person or virtual from home. We will be using a streaming platform called SignalWire for the meeting. All speakers must be registered for the meeting.. Speakers will be sent a link to log in to Signalwire in order to present virtually.

1. MANDATORY: You must participate in SignalWire Training the week prior to the meeting. Dates will be provided. You will get an email with open training hours to join. You need to be on the computer you are presenting from during this practice session. If you do not practice you will be removed from the program.

2. You will receive a link to the meeting in the speaker Know Before you Go email. Click on the link and enter your user name (your email address) and password.. Once you are on the meeting site, you will find your session number and time as one of the session rooms. As a speaker you will be able to present using your microphone and share your screen with the slides. All attendees will enter the room muted with no video.

3. There will be a room named Speaker Ready Room. All speakers can enter that room anytime and talk with the Task Force Committee who will be monitoring SignalWire. Virtual speakers should check in with the Virtual Speaker Ready room at least an hour before your scheduled session to test your microphone and screen sharing capabilities.

4. Virtual attendees will be asking questions using the chat feature. We will have a student monitor the questions and ask them from the meeting room at Clemson. Virtual speakers will be able to hear the questions and answer accordingly at the end of the presentation.


STEPS TO PRESENT VIRTUALLY:

(If you have a secondary monitor it will help. If you don’t see additional steps below)

This is WITH a secondary Monitor:

  • Open your PowerPoint presentation.
  • Keep PP on your computer screen.
  • Open SignalWire on your laptop, log in using the credentials supplied to you. Drag SignalWire to your secondary monitor.
  • Within SignalWire room, select “SHARE” then select “WINDOWS” tab then select “PowerPoint”
  • You will notice a 2nd listing of your name is now in the room with “SCREEN” added to it, click “UNMUTE THE VIDEO” for it to display.
  • Launch your presentation in full screen.
  • Click on the “VIDEO SETTINGS” icon in the bottom tray. Select “Video Full Screen”.

This is WITHOUT a secondary monitor:

  • Open SignalWire on your laptop as the primary monitor, log in using the credentials supplied to you.
  • Open your PowerPoint presentation.
  • Within the SignalWire room, select “SHARE” then select “WINDOW” tab then select “PowerPoint”.
  • You will notice a 2nd listing of your name is now in the room with “SCREEN” added to it, click “UNMUTE THE VIDEO” for it to display.
  • Launch your presentation in full screen then select “HIDE” on the Stop Sharing button at the bottom of the screen.
  • Click on the “VIDEO SETTINGS” icon in the bottom tray. Select “VIDEO FULL SCREEN”
  • Present like you normally would. (You will only see PowerPoint and not SignalWire when presenting)
  • When you are finished, hit escape, go back to SW and stop sharing PowerPoint.


ADDITIONAL TIPS AND TRICKS
  • The Virtual Conference platform from SignalWire can be used Chrome, Edge and FireFox.
  • Every time you enter a room in SignalWire, you will see the screen below. Click Continue.

  • Set your camera at eye level: Often, this means propping up a laptop.
  • Position your self-preview window near your webcam: Use your mouse to move your video preview of yourself close to your webcam. This will encourage your eyes to look near the webcam, rather than off to the side, giving your viewers the impression that you are looking at them.
  • Check your light: The best lighting is diffused, from both sides and not overly bright. Two small lamps on either side of your computer, placed slightly behind the camera, is a simple way to achieve attractive lighting. Avoid having a window behind you, as this may create a "witness protection program" effect.
  • Charge your headset: Ensure that your computer and audio equipment are fully charged.
  • Don’t compete for bandwidth: If you are presenting from a location with consumer-grade Internet bandwidth, ensure that you are not competing for bandwidth with others in your household. Someone may have to take a break from Xbox gaming.
  • Silence the interruptions: Turn off your phone and exit any programs that might pop up notifications during your presentation (e.g., Slack, Outlook, Skype, etc.) Note that an iPhone, particularly, will ring on a Mac that's attached to a phone, even when muted. If you have pets, children or poltergeists, take precautions to ensure that they do not disturb your presentation.