Presenter and Upload Guidelines

We hope you are looking forward to BigSurv20! Thank you for being part of the BigSurv20 program. 

Each BigSurv20 Zoom paper/demo session will consist of two parts: 1) streaming your talks, and 2) a live Q&A with the presenters during the last 15 minutes of each session. So be sure to be available for the live Q&A part of your session and engage in exciting discussions with the BigSurv20 audience via Zoom and via the corresponding Slack channel throughout the conference. If you are a poster presenter, we'll encourage our audience to engage with you via the comments function in Youtube and Slack.

In order to streamline the presentation process, presenters are asked to format, record, and upload their presentation in advance of the conference. These guidelines will propose several methods presenters can use to easily prepare their presentation. Presenters are free to choose the presentation format and recording software they prefer, given the final product is a self-contained presentation formatted in a common video file. Choosing one of the methods described below is recommended. However, we do require recordings to have one of the following formats: .mp4, .avi, .flv or .mov.

Part 1 - Format your presentation

The first part is to format your presentation, including slide deck, to meet the BigSurv20 presentation guidelines. The general presentation format requirements are as follows:

  • Regular presentations (paper and demo) are limited to 15 minutes and poster presentations to 5 minutes. Recording longer presentations will result in the recording to be cut to the required length.
  • Recordings will be available to be played at full screen.
  • Use a large font size for both text and graphics to ensure that the video is visible to session attendees.
  • The aspect ratio of videos will be in the 16:9 format (normal widescreen). Choosing a different aspect ratio is acceptable, but the BigSurv conference will then convert your video to the 16:9 format.
  • Include your name, presentation title, and session title on the first slide of your slide deck. 
  • For posters it would be helpful to upload either a traditional poster or a brief slide deck to accompany your recording so that attendees can take full advantage of zooming in.
  • Slides or papers can be uploaded in common formats, such as: .pdf, .ppt, .pptx, .doc, .docx.
  • Recordings have to be in one of the following formats: .mp4, .avi, .flv or .mov.


Part 2 – Record your presentation

We provide instructions for four options to record your presentation. For each option included below, we provide step-by-step instructions, a pro tip, and a video tutorial.

Option 1 – PowerPoint (Microsoft)

Step 1: Prepare a regular PowerPoint with the slides you wish to display.
Step 2: Add a voice recording to every slide with the information you wish to present. (Slide Show -> Record Slide Show)
Step 3: Export file as MP4 video format. (File -> Export)

Pro tip: Recording can be done in multiple takes.

Video tutorial: https://www.youtube.com/watch?v=fqWCwyZvQhY

Option 2 – Keynote (Apple)

Step 1: Prepare a regular Keynote with the slides you wish to display.
Step 2: Add a voice recording to every slide with the information you wish present. (Play -> Record Slide Show)
Step 3: Export file as QuickTime video file. (File -> Export to -> QuickTime)

Pro tip: Recording can be done in multiple takes.

Video tutorial: https://www.youtube.com/watch?v=fe280TjbAXw

Option 3 - Microsoft Teams

Step 1: Prepare your presentation slides as normal.
Step 2: Start a Microsoft teams meeting with just yourself in it.
Step 3: Turn on your camera (optional) and start recording.
Step 4: Give your presentation and download the video.

Pro tip: This option provides the possibility to video-record yourself whilst presenting.

Video tutorial: https://www.youtube.com/watch?v=Kul6fphW5Ss
 
Option 4 - Zoom

Step 1: Prepare your presentation slides as normal.
Step 2: Start a Zoom meeting with just yourself in it.
Step 3: Turn on your camera (optional) and start recording.
Step 4: Give your presentation and download the video.

Pro tip: This option provides the possibility to video-record yourself whilst presenting.

Video tutorial: https://www.youtube.com/watch?v=P6cTbnUPwfY

Part 3 – Upload your slides/paper and video-recording

Follow the below steps to upload your video recording (required) and slides/paper (optional):

Upload your recording (required):

Step 1: Login to the conference management system using your BigSurv20 credentials. Note: If someone else submitted the abstract on your behalf, that person will have to upload the recording for you. To change that please reach out to [email protected].

Step 2: Select 'My videos and slides'.

Step 3: You will now see a menu where you can choose how your recording will be available during the conference (e.g., BigSurv20 attendees only vs. general public). Make sure you answer all questions and submit your choices.

Step 4: Click on the personalized Dropbox link to upload your video-recording (required). This will open a new tab/window. (Please note that uploading the optional slide/paper will follow in a next step.) You can easily make changes to your recording up to 21 days (3 weeks) before your presentation is scheduled, simply by uploading a new version of your video-recording.

Please be aware that video-recordings will need to be uploaded into our system 21 days prior to the date you are presenting:

  • For sessions on Nov. 6 the due date is Oct. 16
  • For sessions on Nov. 13 the due date is Oct. 23
  • For sessions on Nov. 20 the due date is Oct. 30
  • For sessions on Nov. 27 the due date is Nov. 6

Upload your slides and/or paper(s) (optional):

Step 5: Select 'Upload or edit paper/slides' to upload additional presentation slides and/or your paper.

Step 6: Select your abstract title and let us know how you would like your slids/paper to be made available during the conference (e.g., BigSurv20 attendees only vs. general public).

Step 7: Upload your content by selecting 'Add file(s)'. Select 'Submit paper' to finish your upload. Your upload is successful if you see a green confirmation message with the uploaded files listed below.

Part 4 – Engage in your session and the live Q&A 

Each BigSurv20 Zoom paper/demo session will consist of two parts: 1) streaming your talks, and 2) a live Q&A with the presenters during the last 15 minutes of each session. So be sure to be available for the live Q&A part of your session and engage in exciting discussions with the BigSurv20 audience via Zoom and via the corresponding Slack channel throughout the conference. 

If you are a poster presenter, we'll encourage our audience to engage with you via the comments function in Youtube and Slack.