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Presenter Logistics – Pre-Recorded Sessions

What is a Pre-Recorded Session with Attended Q&A ?

A Pre-Recorded Session with Attended Q&A is a key part of the ER&L program. These sessions have 2 components:

  1. A 20-25 minute pre-recorded session video
  2. A 35-minute scheduled presentation time called “Attended Q&A”

During this Attended Q&A component, a moderator, speakers and attendees will chat via the text chat box adjacent to your session video.

The pre-recorded sessions will be available on the Virtual Event Platform for your scheduled presentation time, and the Attended Q&A Session takes place in the same location and at the same time as the session.

What to expect during your Attended Q&A

Your Session Video

  • Your pre-recorded session video file will be available for attendees to view on-demand on the Virtual Event Platform.
  • Closed captions will be added to your file.
  • Your session video and text chat will take place in the same location on the platform.

Your Attended Q&A Session – text-based chat only

  • Your session will blink a “Live” icon next to it.
  • This pre-scheduled time is when you should be present in your session and available to chat with attendees in the Public Session Chat.  This chat is text-based only. 
  • At the start of your Attended Q&A session, type a welcome to the attendees in your Public Session Chat text box and type that you are there to answer questions.

After Your Attended Q&A Session

  • At the conclusion of your Attended Q&A Session, attendees may continue to ask questions in the Public Session Chat within your session. It is your choice whether to continue to monitor the chat and answer questions or post a note saying that you welcome additional questions via email. 

Pre-Recorded Session Presenter Checklist

  1. Register for the conference
  2. Block out time on your calendar for your session time during the conference AND your practice day (listed below)
  3. Complete your speaker profile in your Speaker Portal
  4. Review the logistics below
  5. Build your presentation slides and script
  6. Practice!
  7. Record your presentation before the February 19th deadline
  8. Upload your presentation to Dropbox by February 19th and confirm you are “Ready to Go!”
  9. On March 1, check your email — we will send you the credentials you will need to log into the Virtual Event Platform
  10. Attend the Practice Day on Thursday, March 4th anytime between 1:00 pm – 3:00 pm Central Time
  11. Upload your downloadable presentation files for attendees by March 5th in your Speaker Portal

Questions?  We’re here to help — hello@electroniclibrarian.org

Building Your Presentation

  • The preferred aspect ratio for your slides is 16:9.
  • All presenters should include their name, affiliation, and a photo on the opening slide of your presentation.
  • Presentation Tips: Whether you are presenting for the very first time or this is “old hat” to you, we’ve compiled some tried-and-true tips to help ease any stage-fright jitters and to ensure your presentation is well received.
  • Review the Accessibility Guidelines to ensure all attendees can view your slides
  • Proper Attribution and Citation Expectation: All presenters are required to include proper citations and attributions on all images, graphics, and research that is not original. This maintains integrity in the presentation and enables attendees to reference primary sources.
  • No commercial activities or any advertising may be included in your slides. Non-compliance with this rule will result in slides being removed.

Record Your Presentation – before Friday, February 19th

  • Your final video file should be saved as an MP4 file.
  • Every session should have 1 final file for upload.
  • You may record your presentation as a voice-over-slides only or add in a camera view of your speaker.
  • How to record your presentation:
  • The ideal video has:
    • Audience-ready slides — do not record your presentation in editing mode.
    • Clear audio with little-to-no background noise.
    • A pre-written script or outline to keep you focused, limit long pauses and “um” or “uh” statements.
    • Queued up media or other websites/ tools that you will be using if they are not embedded in your slides.

Upload Your Video – due Friday, February 19th

  • STEP 1Every session should have 1 final file for upload. Your final video file should be saved as an MP4 file using this naming format:

“Session – Your Session Title – Your Last Name” 

Example: “Session – Managing access in the library – Tijerina”

  • STEP 2: Upload the file to our private DropBox Folder by February 19th

  • STEP 3: Confirm you are “Ready to Go!” = You’ll get a task in your speaker portal asking you to confirm that you are “Ready to go” by February 19th. When have uploaded your finished mp4 file, you can mark this task off on the Assigned Tasks tab in the speaker portal. Reminders will be sent periodically until you mark this task as complete. 

Practice Day – Thursday, March 4th

  • On Monday, March 1, we will send you the credentials you will need to log into the Virtual Event Portal.
  • On Thursday, March 4, anytime between 1:00 pm – 3:00 pm Central, follow the steps below.
  • ER&L Staff will be online during this time to answer questions and walk you through the process. 

YOUR PRACTICE DAY CHECKLIST

  1. Log into the Virtual Event Platform
  2. Update your profile
  3. Update your accessibility preferences (top right corner, person icon)
  4. Type a comment into the Public Lobby Chat
  5. Locate your session on the Sessions tab and enter a text comment into your Public Session Chat
  6. Review the session video assigned in your slot is the session you provided us with captions added
  7. Locate the Networking tab, Click Groups
  8. Find the Exhibit Hall

This day is just for testing and we will remove all of the comments made on testing day and start with a clean slate for Monday, March 8, so don’t be afraid to say hello during the Practice Day!

Downloadable Presentation Files – due Friday, March 5th

  • Session slides and any additional materials you want to be made available for attendees to download can be uploaded in your Speaker Portal. Presentation files will be available to all attendees on the Virtual Event Website.
  • Only 1 presenter for each session should supply the slides. Once submitted, all co-presenters should mark this task as completed in their speaker portal.
  • YES, presenters can choose to not share slides if data is not available for distribution, but we strongly encourage sharing the presented information since that is the core of what we’re facilitating at the conference.
  • To submit the file(s) through your Speaker Portal:
    1. Log into your Speaker Portal
    2. Go to the Session Files tab
    3. Find the session (top tab)
    4. Enter the file description
    5. Uncheck Private File (this will allow attendees to access your file)
    6. Browse for the file and select Add File (Do NOT upload your session video here, this is only for slides or other handouts.)

Registration

  • The discounted speaker registration rate is $199 for the conference. Click here to register.  
  • All accepted presenters are expected to register prior to the conference.

Code of Conduct

Are We Connected?

  • Don’t forget to follow us on Twitter @ERandL.

  • We’re using #erl21 throughout the conference and we retweet liberally. A lot of activity takes place on social media throughout ER&L and we hope you chime in using #erl21.