Presenter Instructions

Thank you for participating at ESA Seminar 2021. Your contribution and commitment to making our virtual event a success is greatly appreciated.

Delegates will be viewing the conference on a virtual platform called Pheedloop. Login details to the virtual platform will be emailed to all registered delegates, presenters and chairs in the week leading up to the conference.

As a presenter, you will be joining a backstage broadcast studio called StreamYard – this is where the magic happens! It is very much like a Zoom Meeting with a backstage chat area and a screenshare function for live presenters. An ASN technician will be facilitating the broadcasting and make sure everything runs smoothly. You will receive your link to the broadcasting studio a couple of days before the start of the conference.

PREPARING FOR A VIRTUAL EVENT 

Please ensure you have access to the following technical requirements: 

  • If you are presenting LIVE, you will need access to 2 monitors/screens: one for screensharing your slideshow and one for the virtual broadcasting studio. Presenters who have send through a pre-recorded talk do not need 2 screens.

  • Computer or Laptop (ensure you are connected to power) 

  • Google Chrome browser   (please do not use Firefox or Explorer if you are presenting a slideshow, as these browsers are not compatible with StreamYard)

  • Headphones (highly recommended to avoid echo from computer speakers) 

  • High speed internet connection (capable of at least 2mbps up and down) 

  • A quiet room with a plain background (virtual backgrounds are not an option) 

ACESSING THE BROADCAST STUDIO 

  • A couple of days before the Seminar, you will be sent a calendar invitation with a link to join the broadcast studio on conference day.

  • The calendar invitation start and end times represent the entire time we require you to be online and dedicated to the conference, including preparation time during the break immediately prior to your session. There are several reasons for this:

    • The ASN technician will need to check your audio and video is working correctly, and perform a test screen share (if applicable)

    • Once the livestream commences, you will not be able to enter the backstage area or receive instructions from the technician

    • This is a good opportunity to familiarise yourself with the chairs and other speakers, and address any concerns/questions

  • When you join the broadcast studio, it may look like you are alone, but you can chat to the technician and other speakers via the private chat function on the right-hand side. Delegates will not see these communications.  

  • Once everyone required for the session has joined the broadcast studio, the ASN Events technician will make all presenters and chairs visible to each other on the main video screen and enable two-way verbal communication.  

  • This will be followed by a summary of how the session will be run and ASN Events will answer frequently asked questions.  

  • For LIVE presentations: the Technician will ask you to screenshare your presentation now to have everything ready before the start of the session; he will then bring it up on screen when you go live, but you will need to advance the slides yourself during your talk. Please ensure that your slideshow is in presenter mode on your second screen and tick the box ‘share audio’ if you have any audio within your PowerPoint (note: any computer notifications will also be heard, so please mute these prior to sharing your screen). If a notification appears on your screen saying ‘Streamyard.com is sharing your screen’ please click ‘hide’. Otherwise this notification will be visible to delegates.

  • Once you’ve entered the backstage broadcast area, please do not walk out of earshot of your laptop/computer. You will need to be online and available to present at any given moment. There are a couple of scenarios where you may need to start your presentation earlier than planned:

    • If presentations preceding yours are live, one of the presenters may not use all their allocated time and finish early.

    • If there are any technical issues with the presentation before yours, the technician might ask you to present first while the issues are addressed.

GOING LIVE TO THE AUDIENCE 

The ASN technician will make sure everyone is ready and then being the broadcast.  

  • First a holding slide that says ‘We are going live now’ will display. 

  • You will see the chair’s face appear on the main window, indicating he/she is live. The chair will introduce you and your presentation topic.

  • For LIVE presentations: When you see your own face appear on the main window, you are now live to the audience! Please do not start speaking before you see your face appear, as delegates will not be able to see or hear you and they will miss the start of your presentation.

(You will also a see a red ‘LIVE’ icon in the top left corner indicating that that everything in that main window is live to the audience) 

It is very important that speakers adhere to the Runsheet (that will be included in your calendar invitation). The ASN technician will send time warnings to you in the Virtual Broadcast Studio via chat to ensure the session stays on time.  Please have a clear concluding statement so the Technician knows when to bring the chair into the live stream for the Q&A session. 

  • For PRE-RECORDED presentations: The ASN Technician will now play your pre-recorded content.

  • Once a presentation has concluded, the Technician will bring the chair(s) and speaker(s) on screen for live Q&A. The chair will be reading out the questions from the audience to speakers, so you do not need to look at them yourself.

IMPORTANT: We recommend closing Pheedloop (the virtual platform) during your session. If you leave it open, it is crucially important you pause the live stream. There is a 20 second delay between what is said in the broadcast studio and what delegates hear on Pheedloop, which can not only cause confusion but create audio feedback and disrupt the live stream.  

Chair & SPEAKER training sessioN

A training session for all chairs and speakers will be held on Tuesday 27th April at 4:30PM. If you are unable to join us for the training session, it will be recorded and made available for you to watch.