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SIOP Virtual Conference Presenter Toolkit

What does it mean for a session to participate in the virtual conference? The answer depends on session type:

  • Poster: Submitters provide an electronic copy of their poster
  • Panel, Symposium, Debate, Alternative Session, IGNITE, Master Tutorial: There are two choices for opting-in to the virtual conference for all non-poster session types. Submitters can choose to submit presentation slides with speaker’s notes and/or a recording of session content. Submitters are encouraged to consider submitting content in both formats to help ensure accessibility to a broader audience. 

Recommendations for preparing a successful contribution to the virtual conference in each of these formats is provided below.

 

Posters

 

Recommendations for Posters

  • In the spirit of our virtual conference guiding principle of openness to innovation, and in order to optimize the attendee experience of viewing posters on a screen, we encourage the use of alternative poster formats with images, clear headings, and minimal text. A repository of alternative poster formats can be found at https://osf.io/ef53g/ 
  • Formatting recommendations to maximize accessibility of your poster:
    • Contrast: Use high contrast between the background and the text color (e.g., black text on a white background or white text on a dark blue background).
    • Color: Use indicators other than just color for marking or highlighting items on your poster such as asterisks or underlining.
    • Text alignment: Use left-aligned text when multiple lines of text are being presented.
    • Alternative (alt) text: Provide a short 1-2 sentence description of any visuals (e.g., images, photos, equations, graphs) that cannot otherwise be read by a screen reader. For PDFs, the best option for ensuring the readability of alt text is to include the description in a text box below the image.

 

Presentation Slides with Written Speaker’s Notes

Recommendations for Presentation Slides with Written Speaker’s Notes

  • Use the speaker’s notes to help clarify and explain slide content.
  • Minimize redundancy between text on slides and content in speaker’s notes.
  • Formatting recommendations to maximize accessibility of your presentation slides:
    • Templates: Using the templates provided in the presentation software will generally make it easier for screen readers to analyze the content.
    • Contrast: Use high contrast between the background and the text color (e.g., black text on a white background or white text on a dark blue background).
    • Font: Use a larger font size (18pt or larger), sans serif fonts (such as Arial or Calibri), and leave sufficient white space. Remember that people may be viewing your presentation on a relatively small screen rather than having it projected to a large screen on the wall. Use more slides with less text on each one.
    • Color: Use indicators other than just color for marking or highlighting items on your poster such as asterisks or underlining.
    • Text alignment: Use left-aligned text when multiple lines of text are being presented.
    • Alternative (alt) text: Provide a short 1-2 sentence description of any visuals (e.g., images, photos, equations, graphs) that cannot otherwise be read by a screen reader. Because presentation slides will be converted to PDFs, the best option for ensuring the readability of alt text is to include the description in a text box below the image.

 

Download the SIOP VIrtual Conference PowerPoint Template 

 

Session Recording

  • Must be submitted as a single .MP4 file
  • File name must be as follows: presentation ID from the submission center and your last name. Example: 100499_Smythe.mp4
  • This method of delivery is only accepted for non-poster sessions
  • Session recordings should be limited to the accepted presentation time (either 50 or 80 minutes maximum). Sessions do not need to run the full length of time and we encourage submitters to consider shorter presentations where possible.
  • We encourage presenters to use video to increase engagement, however, audio-only is perfectly acceptable. A single session may have a mix of video plus audio and audio-only presenters, depending on presenter preference.
  • We strongly recommend that sessions chairs schedule a 30 min prep call a few days prior to the planned time for recording the session. See below for additional details.

Technology Options

We have compiled a noncomprehensive list of technology resources to help guide those who plan to submit a recording of their session. Review this guide to choosing your recording method for tips on how to get started.

  • File type .MP4
  • Resolution or frame size:  1280x720 (720p) or 1920 × 1080 (1080p)
  • Frame rate is flexible, as long as it’s consistent throughout the video. These are very common: 25, 29.97, 30, 59.97, 60
  • Audio 2 channel mono or stereo, 48Khz sample rate
  • Compression: H264 is recommended because it balances image quality with acceptable file size for video streaming.
  • Preplanning for file delivery
  • The large size of video files can make the uploading process time consuming. It's worth considering cloud delivery options for your video when planning your recording session. 
  • SIOP is set up to accept videos through Dropbox and Google Drive.

Recommendations for Session Recordings

  • If presentation slides will be displayed during the recording, presenters should follow the recommendations for formatting presentation slides described above.
  • If the presentation software or video recording platform you are using supports closed captioning, please use it (see above for instructions). These automated functions are imperfect, but can still be very useful to people who have a hearing disability or speak English as a second language.
  • Presenters who will be speaking to slides are encouraged to verbally indicate when they are advancing to the next slide, so that everyone can follow along, even if they can’t view your shared screen.
  • If possible, please also provide a PDF of the presentation slides (speaker’s notes preferred but not required when a session recording is provided). This can also be helpful to people with hearing or vision disabilities.
  • We strongly recommend that sessions chairs schedule a 30 min prep call a few days prior to the planned time for recording the session. This will allow sufficient time to test the recording and make any adjustments needed before the official recording takes place. The following elements should be rehearsed/tested during the prep call:
  • Access for all participants to chosen technology platform
  • Audio and video set-up: consult and share these recommendations from SIOP for setting up video as well as this simple guide to looking your best when videoconferencing
  • Screen set-up: test out the different formats available in your chosen platform for displaying content and video
  • Starting/stopping the recording
  • Saving the recording as a .MP4 file
  • Closed captioning: if your platform has closed captioning available, test that it appears in the recording