Oral Presenter Guidelines

2021 ICAFS Virtual Annual Meeting

Upload your presentation or poster to the ICAFS Dropbox account no later than close of business February 22, 2021. Please log out of any personal Dropbox account before logging into the ICAFS Dropbox account.

ICAFS Dropbox link: ICAFS Dropbox
Log on using ICAFS email: AV@idahoafs.org
Password is: icafsrocks
PRESENTATION NAMING: all uploaded file names need to include the name of the PRESENTER, EX: MAMERvietagretention2021.pptx.

Please use PowerPoint for your presentation
Use 16:9 slide ratio to fill the entire frame in Cvent
Your first presentation slide should be a picture of yourself and brief text about you.
Do not include videos animations of complex slides that would be hard to explain in an online forum where you don’t have access to a pointer.
Do not share content from sites that require an internet connection.
All general session presentations are 20 minutes. Three things happen during this time period: the speaker introduction by the moderator (1 minute), the presentation (15-16 minutes), and the question and answer period (3-4 minutes).
Presenters will not be allowed to go over the 20-minute time limit. Since it is essential that we maintain the meeting schedule and keep the concurrent sessions synchronized all presentations must start and end on time with no exceptions. The moderator will notify you at 15 minutes. You will be muted at 20 minutes!

Ignite talks: 20 Slides – no more, no less. Each slide displays for 15 sec. and 15 sec. x 20 slides =a 5 minute presentation. No Animation.

Download your Ignite template Here
New to the Ignite format? Follow the link for more information. Click here for Ignite Presentation Tips
Want to see some examples of Ignite presentations? Click here for examples of Ignite Talks
Keep It Simple. Use relevant images/photos and a few key words to capture the idea you’re trying to convey.
Bullets and Text. Avoid using lots of text. If necessary, use brief 1‐3 word statements.
Timing. Slides advance every 15 seconds, so avoid cramming too many topics or ideas into one slide. Instead, give yourself breathing room by spacing ideas and topics across multiple slides. You have 20 slides, so don’t be afraid to use them.
Image Credit. Give credit where credit is due by naming the image owner. If an image is copyrighted, then get permission from the image owner before using it.
Final Suggestion Slide. We highly recommend that your last slide be a “Next Steps” or Call to Action slide. It can be anything that pertains to your presentation.

Install the Zoom app (client) on your computer if you don’t already have it: https://zoom.us/download. If you already have Zoom installed, make sure to update to the latest version.

A quiet room free from distractions and background noises.
Natural lighting if possible. Avoid having a bright light or window behind you.
Facing a window or placing a lamp behind your webcam or computer camera will help light your face.

You can use the built in camera on your computer or a webcam (best choice).
Position your camera at eye level and center yourself in the frame with the top of both shoulders visible. You can raise your computer on a stack of books if need be.
Check to see what is behind you, what will people see? Is it distracting? Appropriate?

In Zoom, click on the symbol to the left of the microphone image in the bottom left corner of the screen. You can select your microphone source, test your sound, and make other adjustments

If you can’t ensure that at your location a) find another place to participate, or b) if that’s not possible plan on phoning in for your presentation as a backup.

Get your computer set up (make sure it’s plugged in)
Do a final check of your camera, microphone, background, and lighting.
Ask the kids and dogs to be quiet 😂 😂 😂
Wear clothes and make sure anyone else who might walk past the camera wears clothes.
Have your ID AFS Speaker URL handy. This will be emailed to you before the meeting.

Log in to your Speaker URL 10-15 minutes early to check in with your moderator and get final instructions about the session.
Stay for the full session.
The moderator will confirm the final speaker order, explain how Q&A will be handled, and clarify any last minute details or questions.
The moderator/host will share your presentation for you, so you will need to agree on the signal you’ll use to advance the slides.
During the session you will be able to chat with the moderator using the Zoom Chat function.

To open the Chat window, click on Chat at the bottom of the Zoom window.
A separate window will open.
At the bottom of that window you can chat with the host or other session participants (the audience will not be able to see the chat).

Relax, breathe, speak clearly, and enjoy yourself!
Your session moderator will give you a warning at 15 minutes. If you go over the allotted 20 minute total time, your session moderator will mute your microphone.

Attendees will be invited to post questions via the Q&A function at any time during your session. Audience members will have the opportunity to “up-vote” questions they like.
One of the session moderators will select and read you the question(s). You will have an opportunity to give a concise verbal reply.
The amount of time available for questions will depend on how much time you leave within your 20 minute total slot. Questions will only be relayed if there is sufficient time left.