Virtual Program Structure
Main Conference Program (Education Sessions, Research Roundups, including Case Studies and Scientific Research)
Virtual-only main conference sessions will be pre-recorded with our production partner. As part of this pre-recording process, you can choose to be on-camera while you deliver your presentation. You should plan to join your session at its live broadcast time during AIHce EXP to participate in the chat and/or live Q&A if your session structure requires it. If you do elect to have live Q&A at the end of your session, please plan on no less than 50-55 minutes of education content with 5-10 minutes of live Q&A.
Professional Development Courses (PDCs)
Virtual only PDCs being pre-recorded will work with our production partner. As part of this pre-recording process, you can choose to be on-camera while you deliver your presentation. You should plan to join your session at its live broadcast time during AIHce to participate in the chat and/or live Q&A if your session structure requires it.
Virtual only PDCs being broadcast live will receive training from our VEP platform provider about how to manage their virtual course. Training will be provided on setting up polls, managing group breakouts, and Chat/Q&A.
Presentation Best Practices
Use of audio, video, or polling
- Any links to outside websites, such as for audio and video files, should be embedded into the PPT presentations.
- In the case of polling, insert a slide with the question, the possible responses, and how you want the question answered; i.e, choose one, choose all that apply, etc.
If your session is virtual-only or hybrid, you will be able to build the poll out in our virtual event platform (training to come)
- Confirm that all needed files are in the SAME FOLDER as the presentation slides, upload as a zip file.
- We highly recommend that you use a headset. Computer audio will pull background noise, so if you must, make sure you are in a quiet space such as a conference room or an office with a door.
- Please mute your phone and laptop notifications, such as incoming email or social media. These sounds can carry into the recording and can be distracting to your audience and yourself.
Before you record
- Practice! We want you to be comfortable with what you are going to say. Try not to read slides verbatim. (If you are going to be visible for your presentation, note that your eye movement can take away from your messaging and make your presentation feel less natural to the audience.)
- Choose where in your home/office you will do the recording. You’ll want a quiet spot at a time of day that has minimal audio/visual distractions.
- If you choose to be on-camera for your presentation, consider:
- Your outfit. Pick colors that don’t blend into your background. Don’t pick busy patterns or colors that distract. You want to stand out from your surroundings, but not so much as to take away from your message.
- Your background in the camera. You want it to be neutral with little motion or activity behind you.
- How does your face look in your camera view? If your face is dark and the background is well-lit, you will need to adjust your lighting. Try moving or locating a lamp in front of you, out of the camera view, so that the light lights up your face. This is most common if you have a window behind you and it is bright outside. We want the focus on your face, not the background.
- Positioning the camera at eye-level so your face and upper body (shoulders, upper torso) occupy the middle third of the video. We will crop the frame as needed, but you shouldn’t be small in the frame.
- Maintaining eye contact as much as you can. When you read verbatim from a script; your eyes move as you read, and the viewer sees this.
- Begin your message. You can have it up on your laptop screen (not another monitor) but try not to look at it too often.
- Look directly at the camera dot on your laptop. This is your audience. Speak as if you are personally connecting to them. (This tip is a good reminder even for those who will not be visible on camera.)
- Speak in your normal voice, but a tad slower so that words can be annunciated and stretched for clarity. This is nothing more than a mental reminder to speak slowly and deliberately. You may feel you’re overdoing it. (Most times, you think you are… but you’re not. This helps with audio distinction.)
- Smile. Remember to smile as you speak, which helps your face relax, lowers the tenor of your voice to a more emphatic and personal tone, and conveys care. Put a post-it on your laptop near the camera to remind you if needed. (This tip is a good one even for those not on camera, as smiling helps soften and relax your voice.)
Virtual Conference Delivery Platform
We have selected an enhanced Virtual Event Platform for 2021 and are starting the buildout. Features will include:
- Live Polling
- Breakout Rooms
- Attendees joining by video/audio (using breakout rooms)
- The ability for presenters to join via live video chat for pre-recorded sessions
If you have any questions, please contact us via email or phone:
- Erin Breece, Program Director, Education, at 1-703-846-0749