Faculty at the Virtual International Symposium? Here are the instructions for all speakers, chairs and co-chairs. Please read all of the instructions. Pre-recorded presentations must be submitted by 26 March 2021 (details below). Online faculty rehearsals will take place on 7, 8 and 9 April 2021 (details below).
Instructions for all speakers - presentation types, format and submission
Pre-recorded or live presentations: All speakers will be informed by ISUOG whether their presentation will be live or pre-recorded, in their invitation. The majority of presentations will be pre-recorded. Speakers should follow the presentation formatting and submission guidelines (below) and submit their presentation by the submission deadline (26 March 2021). All sessions will have live Q and A, so all speakers should follow the rehearsal and live session guidelines (below) to be able to participate in the live Q and A successfully.
Special presentation-types:
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Debates: If you have been invited to participate in a debate, this will be delivered live. Timings will be as follows: 2 minutes for chairs/co-chairs to introduce the debate and launch an audience poll, 8 minutes for the argument, 8 minutes against the argument, 5 minutes rebuttal for, 5 minutes rebuttal against, 2 minutes for chairs/co-chairs to launch an audience poll, 5 minutes discussion. All speakers should follow the rehearsal and live session guidelines to be able to participate in the live Q and A successfully.
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Scan demonstrations: If you have been invited to give a scan demonstration, this will be pre-recorded, unless otherwise specified by ISUOG. Scan demonstrations should include a recording of the ultrasound image and audio commentary with the option to include a recording of hand manipulation, when conducting the scan. All pre-recorded scan demonstrations should be submitted by the presentation submission deadline. These will be coordinated by the sponsor supporting the session if specified by ISUOG. Scan demonstrations which are taking place live require a test to take place before Symposium. The test will be organised by the supporting sponsor, ISUOG and the speaker. All scan demonstration speakers should follow the rehearsal and live session guidelines to be able to participate in the live Q and A successfully.
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Case presentations: There is a call for case presentation submissions for a specific session. If you submit a case and your case is selected for presentation during the session, you will be informed by ISUOG of the specific details regarding presentation format, presentation submission, rehearsals, the live session, etc.
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Joint presentations: If you have been invited to give a joint presentation, you will have been informed in your invitation letter. Please pre-record your presentation together with the other speaker(s). Additional guidelines are listed at the end of this tab.
Pre-recorded presentation submission:
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Deadline: 26 March 2021.
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Format: Please prepare your presentation using PowerPoint (see detailed guidance below). We then ask you to pre-record yourself giving your presentation over your PowerPoint slideshow. As invited faculty, our global online audiences will expect to see you present, therefore please video record your presentation on camera. You can do this using the Zoom platform recording function, and record yourself on camera giving your presentation while your slides are being shown in your ‘shared screen’. You can find detailed instructions on how to do this here. Additional notes for joint presenters are listed at the bottom of this tab. We recommend that you rehearse giving your presentation and time yourself speaking ahead of capturing the final recording. Make sure you only upload the final presentation you are happy to share with our audience, and that your presentation hasn’t exceeded the time available to you for your talk as per your invitation.
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Template: See web-page below
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To submit your presentation: Speakers will be sent a link where they should log in and submit their presentation(s), using the details emailed to them. Log in, select your presentation and upload one .MP4 file per invited talk, containing your pre-recorded talk and slides (maximum file size: 1.5GB). You can re-upload your presentation as many times as you like up until and including the submission deadline. After this date no more changes can be made.
Presentation format:
GENERAL POINTS
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Presentations must be submitted by the deadline, so that technicians can check these and test they work in our virtual environment.
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We ask presenters to prepare their presentations in PowerPoint format 16:9 .pptx.
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All presentations should include a slide with a Conflict of Interest Disclosure.
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All presentations should include a slide with at least 3 learning objectives.
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All presentations should include a final slide with at least 3 take-home messages.
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All presentations must be in English. Please speak slowly and clearly throughout as this will help those who do not have English as their first language.
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The program must run to time and we ask when preparing your presentations that you do not exceed the time allocated to you. ISUOG reserves the right to shorten presentations.
CONTENT
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Present new data.
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Check your presentation carefully to ensure no typographical or style errors.
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Images should be JPEG or PNG only.
EMBEDDED MOVIES AND VIDEO FILES
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Any video clips must be embedded in your PowerPoint slides. Most video file types are accepted as embedded video clips, e.g. MP4, MPEG, WMV, AVI, QUICKTIME.
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Video clips must be viewable in their entirety within your presentation time.
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The final file size of your presentation will be impacted by video clips, so ensure these are minimised in size as far as possible.
LAYOUT
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Keep slides simple and concise – do not present too much information on one slide.
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As far as possible use just one or two colours on a plain coloured background for maximum impact.
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Put any conclusions/summaries in a prominent panel.
FONT
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Use as large a font as possible and no less than 16 point.
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Avoid capital letters except at the beginning of sentences and proper nouns.
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Avoid underlining.
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Use a bolder, larger typeface for the main titles and headings. It can be effective to use a different typeface for headings and subheadings.
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To emphasise text, use a bold or italic font.
PATIENT CONFIDENTIALITY
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Patient confidentiality is important to all of us and all presenters are responsible for respecting this within their presentation.
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Please remember you must not include patient data in your images or videos.
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When inserting images into your presentation, in the event that you crop the image, please ensure you delete the cropped area of the image before saving your file.
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Please note that cropped edges of images and any content contained in these outer areas (you wish to hide from the final presentation) is searchable in Google.
COPYRIGHT
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Material will remain fully acknowledged to, and copyright of, the author.
ACCESS
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All sessions are recorded and made available on demand for 1 month. A selection of talks will be selected and made available on demand on ISUOG’s website after that.
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Sessions and live presentations will be recorded so please ensure all language and content is appropriate to online presentation.
Additional guidelines for joint presenters:
- Review the guidelines here.
- Adaptions for joint presentations, using the above guidelines:
- Arrange a meeting together on Zoom.
- Before recording, check the order/format of both your presentation(s) – e.g. who will speak first, who will speak second, will there be back and forth between you – so that you know the order for when you record.
- Before recording, check that both of you can share your screen/presentation and stop sharing screen/presentation again.
- Once you are ready to record your final joint presentation, the host who booked the meeting, needs to record the meeting (please note if you are using a free Zoom account, there are time limits on how long a meeting can be, so please start a new meeting if necessary, to avoid being cut off).
- Once recording, you can both have your camera on for the duration of the presentation, but please:
- Make sure you put your microphone on mute when you are not speaking, so that any background noise on your side does not interfere with the other speaker.
- Make sure you stop sharing your screen/presentation when you have finished talking about your slides, so that the other speaker can share their screen/presentation if they need to.
Instructions for chairs and co-chairs
• Chairing/co-chairing is live and not pre-recorded and you do not need to prepare any presentation slides for this role.
• You must attend at least one rehearsal. The rehearsal will focus on the technical delivery on the day. If you need to discuss the session content and flow you must do this separately and the office will connect you with the speakers/other chairs as needed. Chairs and co-chairs should liaise with each other before the event and confirm how they will chair the session together.
• During a session, chairs/co-chairs are required to:
o ensure the sessions start, run and end on time
o have questions prepared to put to the speakers
o moderate questions submitted by the audience (review questions coming from the audience and pose them to the speakers)
• You must attend at least one rehearsal. The rehearsal will focus on the technical delivery on the day. If you need to discuss the session content and flow you must do this separately and the office will connect you with the speakers/other chairs as needed. Chairs and co-chairs should liaise with each other before the event and confirm how they will chair the session together.
• During a session, chairs/co-chairs are required to:
o ensure the sessions start, run and end on time
o have questions prepared to put to the speakers
o moderate questions submitted by the audience (review questions coming from the audience and pose them to the speakers)
• Once the live broadcast begins, chairs should briefly introduce themselves, the session, the co-chair and the first speaker and verbally ask the technician to start the first presentation. Once the first presentation finishes, there will be Q&A with the speaker. The chair that introduced that speaker should lead the Q&A with that speaker.
• Then, the co-chair should introduce the second speaker and ask the technician to launch the presentation, and so on and so forth.
• Then, the co-chair should introduce the second speaker and ask the technician to launch the presentation, and so on and so forth.
• The technician is responsible for ensuring that each pre-recorded presentation broadcasts.
• Receiving questions from the virtual audience will be explained to you during the rehearsal and it is the chairs/co-chairs’ responsibility to review the questions as the session progresses and pick out any to address to speakers on behalf of the audience. Making the audience feel involved in the session is important, this is key to the success of a virtual meeting. Chairs and co-chairs should encourage the audience to submit questions.
• If there is extra time available within a session (in the unlikely case of non-arrival of a speaker for example), chairs and co-chairs are invited to fill this time with extra discussion.
• Co-chairs should close the session, including any remarks, and ensuring this finishes on time. The broadcast will be stopped at the advertised time.
• Receiving questions from the virtual audience will be explained to you during the rehearsal and it is the chairs/co-chairs’ responsibility to review the questions as the session progresses and pick out any to address to speakers on behalf of the audience. Making the audience feel involved in the session is important, this is key to the success of a virtual meeting. Chairs and co-chairs should encourage the audience to submit questions.
• If there is extra time available within a session (in the unlikely case of non-arrival of a speaker for example), chairs and co-chairs are invited to fill this time with extra discussion.
• Co-chairs should close the session, including any remarks, and ensuring this finishes on time. The broadcast will be stopped at the advertised time.
Rehearsals – instructions for speakers, chairs and co-chairs
Even if you have pre-recorded and submitted a talk, all speakers, chairs and co-chairs are required to attend a rehearsal, so that you can practise how the session will be run live on the day of the event. Rehearsals are critical to the success of the International Symposium.
Please attend a brief, online drop-in rehearsal on Zoom on one of these dates/times (please let us know when you will attend; if you are unable to attend on these dates/times, please contact [email protected] and we will arrange another date/time):
- 7 April: 09:00 BST (16:00 CST, 18:00 AEST) or 16:00 BST (08:00 PDT, 09:00 MDT, 11:00 EDT)
- 8 April: 09:00 BST (16:00 CST, 18:00 AEST) or 16:00 BST (08:00 PDT, 09:00 MDT, 11:00 EDT)
- 9 April: 09:00 BST (16:00 CST, 18:00 AEST) or 16:00 BST (08:00 PDT, 09:00 MDT, 11:00 EDT)
Faculty have been sent a Zoom link. Failure to attend may compromise the smooth running of the session on the day.
Please read the set-up and presenting remotely guidelines below.
Live sessions on the day – instructions for speakers, chairs and co-chairs
We will email all faculty separately with a link to join the live session on the day and time of your session. All faculty (speakers, chairs and co-chairs) are required to join the session link 30 minutes prior to the live broadcast start time. We will do a final test of the internet connection and other technical checks, before broadcasting live. We will also test our WhatsApp communication with you and the running order of the session will be reconfirmed, before broadcasting live, promoting a smooth running session delivery. All faculty (speakers, chairs and co-chairs) are required to participate for the full duration of your session, in order to participate in live Q and A/discussion. Q & A is a very important and valued part of online events. This will be live during the session (in-between the broadcast of the pre-recorded presentations) and there is no formal preparation for this live aspect of the event.
Key dates:
- Pre-recorded presentation submission deadline: 26 March 2021
- Online faculty rehearsals: 7, 8, 9 April 2021
- Live event: 17, 18 April 2021