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SIOP Virtual Conference Presenter Toolkit

 
The current Conference Week vision is to host an all-virtual conference consisting of a combination of live synchronous sessions, and asynchronous sessions, and interactive posters:
  • Virtual Live sessions from April 15-17 presented live (via Zoom) and attended virtually by all conference registrants via Zoom. Most sessions will be recorded and made available for asynchronous viewing in Whova through May 7.
  • Asynchronous sessions pre-recorded and made available in Whova for attendees to view at their leisure between April 14 and May 7 (similar to the SIOP 2020 offering).
  • Interactive Posters: Delivered using a virtual presentation technology that simulates an in-person poster event during an assigned 50-minute period on April 14 (see below for more information about the Virtual Chair platform used for this presentation).

Recommendations for preparing a successful and inclusive contribution to the virtual conference in each of these formats is provided below.  We strongly recommend you review the information on this site BEFORE assembling presentation materials and making your recording to ensure materials meet requirements for formatting and inclusivity (rather than trying to make a presentation conform to certain requirements after the fact).
 

Information by Session Type

 

image of people in live video session

Virtual live sessions

 

image of a woman recording video

asynchronous sessions

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image of a poster session at 2017 conference

interactive posters

 

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SIOP Conference Graphics


SIOP is pleased to provide these graphic resources for you to present and promote your work.  Click the image, then right click to save the full size file.

Please do not change the colors or otherwise modify the logos.

poster badge download buttonPowerPoint template download buttonPresenter Badge 1 download buttonPresenter badge 2 download button


The trademarked SIOP organization logo is an important part of the Society’s visual identity. Use of the SIOP logo on conference presentations is restricted to sessions presented by the conference organizers, official SIOP committees (who may instead elect to use the committee logo supplied by the Administrative Office) or the SIOP Executive Board. Please email any questions about use of the SIOP logo to Marketing and Brand Strategy Manager, Barbara Ruland at bruland@siop.org

 

Virtual Live Sessions


Virtual live sessions (i.e., synchronous) will be presented via SIOP sponsored Zoom accounts between 9am and 6pm Central on April 15, 16, or 17 (the last Saturday session ends by 2pm Central). 

  • Your session will be presented via SIOP’s Zoom accounts.  A SIOP volunteer, known as a Zoom Technical Coordinator, will be hosting your session’s Zoom room/track and will contact you several weeks before the conference to discuss any special requirements (e.g., polling, breakout rooms) to ensure your session runs smoothly. 
  • We are requesting that you provide a single .PDF file (maximum size 10MB) containing the slides you will be presenting (if applicable) by March 25th for uploading into Whova to allow session attendees with disabilities to view the materials during your presentation.

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 in your presentation 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 2021 SIOP Annual Conference PowerPoint template. (It is not required to use this template.)

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Asynchronous Sessions


Your session can be presented as single .PDF file containing presentation slides with written speaker’s notes, as a single .MP4 file containing the recorded presentation video, or (ideally) both.  

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 in your presentation 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 2021 SIOP Annual Conference PowerPoint template. (It is not required to use this template.)

Return to the Toolkit Menu


Session Recording

  • This method of delivery is only accepted for non-poster sessions.
  • 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
  • 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 acceptable as well (here are links to short tutorials that give basic instructions for adding audio to PowerPoint slides and creating an .mp4 movie. Video  PDF). 
  • We strongly recommend that session 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.

PowerPoint

This short tutorial gives basic instruction for adding audio to PowerPoint slides and creating an .mp4 movie. Video  PDF

Zoom
Microsoft Teams
Cisco WebEx
Skype
Other technology options

The technology options above should provide upload-ready files. If you have another platform that you wish to use to record your conference session you are welcome to do so, as long as you follow these guidelines  for video format to facilitate uploading and streaming:

  • File type .MP4
  • Resolution or frame size:  1280x720 (720p) or 1920 × 1080 (1080p) Note: the lower resolution of 720p makes it somewhat less susceptible to buffering on playback over the internet.
  • 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. More instructions will be provided in early March for how to upload your files.
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.
  • 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 session 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

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Posters


  • - Posters can ONLY be submitted as a single page PDF file with a maximum file size of 10MB . You may include a hyperlink to other materials in the PDF document (e.g., a YouTube video describing the poster, additional supporting materials).
  • File name must be as follows: presentation ID from the submission center and your last name. Example: 100499_Smythe.pdf
  • While they can be any dimension, a 16:9 or 4:3 aspect ratio poster with landscape orientation will display all at once while other dimensions may require viewers to scroll to see all content.
  • 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 in your presentation 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 2021 SIOP Annual Conference PowerPoint template. (It is not required to use this template.)

Visit https://www.virtualchair.net/posters to learn how poster presentation in the Virtual Chair online venue works.

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