Presenter Resources
On This Page You Will Find
- Presentation Archive Instructions
- Presenter Access and Tutorial Videos
- Presenter Deadlines and Instructions
- Inclusive Presentation Guide with Requirements for All Presenters
- Preparation Guidance for All Presentation Types
- Training Opportunities
- Guidance for Poster and Snapshot Presentations
- Recording & Publication
- Presenter FAQs
Presentation Archive Instructions
We are aware that some presenters have updated materials, and some may choose to opt out of sharing their materials and/or recordings in the conference archive (CEDAR). To that end, presenters have three options:
- Do nothing and we will archive the latest version of the materials that you previously uploaded to the conference platform or cloud drive.
- Put either a temporary (6 or 12 months) or permanent embargo on some or all of your materials (abstract, slides/handouts, session recording). To place a temporary or permanent embargo, complete this form by 5pm, May 20, 2022.
- Upload a revised version of your presentation materials to be archived. (Not applicable for snapshots.)
Upload Instructions for Revised Presentations (Not applicable for snapshots.)
If multiple presenting authors were included on one presentation, please designate one person to follow the steps below.
Step 1: **IMPORTANT** To help our techs map over 500 files to the correct authors and information, please name your files using this format: Paper number_all author last names separated by commas_keywords of title (Ex: 543_Ringel, Musonda_running virtual conference)
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- Traditional Presentations: To find your paper number and presentation title, use this list organized by session date/time.
- Panel Presentations: To find your panel paper number, use this list organized by session date/time. If you want to upload multiple files for one panel, all panelists should use the same paper number but only include their own last name.
- Poster Presentations: To find your paper number, use this list organized by paper title.
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Step 2: Once your file is correctly named, please upload to the cloud drive by 5pm, May 20, 2022.
Presenter Access and Tutorial Videos
You will need the PIN that was emailed to you recently from ssec [at] eventsair.vendor.wwu.edu
New Poster Presentation Resource
Please read the FAQ carefully and check your junk folder before submitting a help ticket
This white paper explains how presenters access their session, the control options, and how to present
This video explains logging in and navigation within the conference event portal
(7:32 minutes)
This video demonstrates presenter tools for traditional and panel presenters
(11:20 minutes)
Presenter Deadlines and Instructions
Presentation Upload Instructions (revised 4/15)
Panel, Traditional, and Poster Presentations
- Login to your Presentation Portal
- Click the Submissions List tab
- Next to each accepted submission you will see a column called Document
- Note: Poster upload option is only for confirmed poster presentations
- A link to your submission abstract and other paper details will be first in the list
- Next to Presentation Document or Poster click “Edit”
- Click “Browse” when you are ready to upload.
- When your file is chosen, click “Update” to upload it to the system
New! Panel and Traditional Files Exceeding 5MB
- Find your session folder by choosing the day and time and upload your slides
Snapshot Videos
- Find the email sent on March 31, subject “SSEC: Four Action Items for Presenters,” sent from ssec@eventsair.vendor.wwu.edu
- Please check your spam / junk folders before emailing conferences@wwu.edu and ssec@wwu.edu
- Use your unique link to open the Snapshot Recording Link
- Your contact information will auto populate
- Indicate the name of your hosting service (Vimeo or YouTube only)
- Copy the shareable URL for your video into the box provided
- If you have two snapshots associated with your name, add the other URL in the box for Snapshot 2
- Click submit
Look up Session Chair Contact Information
Presenters should reach out to their confirmed session chair using the contact information available below
This information will be continually updated as we receive confirmations
If you are a session chair and don’t see your contact information in the document linked above, please opt-in using this contact form
Session Chair Contact Opt-In
If you are a session chair, please complete the SSEC Presenter Communication Opt-In form to give us permission to share your contact information (name and email) with presenters.
| March 15 | Last day to submit the format change request (to / from poster and snapshot only). Note: This is a firm deadline |
| April 1 | Last day to complete any presentation edits (edit request form) |
| April 1 | Presenters will receive an email with instructions for how to upload their presentation, including sign-up links for technical training dates for giving a presentation in the OnAIR virtual conference platform (more details below) |
| April 1 | Presentation portal opens for presenters to upload their presentation |
| April 1-20 | Presenter training dates in the OnAIR virtual conference platform (encouraged for traditional and panel presenters; not applicable for poster and snapshot presenters) |
| April 15 | UPDATE: This is the preferred deadline to upload presentation documents (slides, posters, videos) |
| April 18 | OnAIR virtual conference platform will be live for presenters (last chance to review presentation details) |
| April 21 |
OnAIR virtual conference platform will be live for registered attendees to preview UPDATE: Last day to upload presentation file for Air Cast host. Any files uploaded after this date will still be available to present but the Air Cast host will not screenshare on your behalf. You may share your screen to give your presentation, but the AirCast host won’t be able to help if you have technical difficulties. Uploading your presentation helps Western Washington University put it into the permanent record for our conference repository where the materials can be accessed by a global audience. |
| April 26-28 |
Conference is live! UPDATE: All live presenters are expected to arrive in their session room 15-20 minutes prior to their scheduled session start time. This gives everyone time to ensure technology is working and confirm the plan for the session |
Inclusive Presentation Guide
The Salish Sea Ecosystem Conference, as a transboundary community, is reflective of the diverse communities of the Salish Sea and is the most inclusive scientific conference in the region. – SSEC 2020 Program Committee
As communities across the Salish Sea come together virtually to honor our ancestors and generate a vision for future generations, it is essential that the presentations, content, and collaborations are diverse, equitable, and inclusive (DEI) of all communities. The Salish Sea Ecosystem Conference 2022 Program Committee aims to create an inclusive and accessible conference experience. Presenters are requested to review this Inclusive Presentation Guide and, where applicable, implement the strategies and best practices of DEI within and throughout your presentation.
Required of All Presenters
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- Watch this short video
Making Documents Accessible - Include Alt-Text
Every every image, chart, diagram or graphic (in any document: PDF, Word, PowerPoint, etc) must have alt-text to describe it for blind users. Any image, chart, diagram or graphic that does not have alt-text will be sent back to the author to be corrected - Headings
Word docs must use headings
- Watch this short video
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Key Terms
Diversity
The presence of differences within a given setting, collective or group. An individual is not diverse, but instead, a person can be considered unique. Diversity is about a collective or a group and exists in relationship to others. A team, an organization, a family, a neighborhood, and a community can be diverse. A person can bring diversity of thought, experience, and trait, seen and unseen, to a team-and the person is still an individual.
Equity
The act of developing, strengthening, and supporting procedural and outcome fairness in systems, procedures, and resource distribution mechanisms to create equitable (not equal) opportunity for all people. Equity is distinct from equality which refers to everyone having the same treatment without accounting for differing needs or circumstances. Equity has a focus on eliminating barriers that have prevented the full participation of historically and currently oppressed groups.
Inclusion
An intentionally designed, active, and ongoing engagement with people that ensures opportunities and pathways for participation in all aspects of a group, organization, or community, including decision-making processes. intentional and consistent efforts to create and sustain a participative environment.
Inclusive Language (click to expand)
Different / Multiple Ways of Knowing
- Use varied examples
- Use plain language
- Respect knowledge that may be different than your own
Use Gender-inclusive Language
- Instead of ‘you guys’ say ‘you all’
- Avoid saying ‘ladies and gentlemen’ and instead say ‘colleagues’ or ‘participants’
Be Mindful of Neurodiversity
- Avoid making remarks that otherwise stem from real mental health contexts (‘crazy’)
Use Universal Framing
- Avoid jargon and acronyms
- If used, include definitions
Accessibility
Virtual presentations require additional accessibility considerations for people who have differing abilities to see, hear, and understand or process information. The lists below provide considerations and recommendations to improve the accessibility of virtual presentations.
Visual accessibility best practices
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- Use alternative captioning (“alt text”) for images and graphics
- Sans Serif and Arial fonts on slides
- Use 18 point font or larger
- Use bold, not italics or underline
- Keep each bullet to one line
- Approximately five bullet points per slide
- Use generous spacing on slides
- Use mixed case – not all caps
- Keep web links short (tinyurls)
- Verbally describe all visuals
- Use contrasting colors (see this link for guidelines and see this link for a color contrasting tool checker)
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Auditory accessibility best practices
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- Use headphones to decrease ambient noise
- Have closed captioning options
- Pause between topics and slides
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Understanding or processing accessibility
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- Avoid unnecessary slide transitions and animations to prevent dizziness and to lessen distractions
- Conduct “tech checks” before presentation to ensure all accessibility functions are properly working
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Helpful Resources:
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- Accessible speaking checklist (good speaker tips around slide descriptions, identifying speakers, using clear language, etc.)
- How to Create Accessible Documents (including PowerPoint Slides & PDF documents)
- Please contact ssec@wwu.edu with questions
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Defining Presentation Types
Traditional
Part of the live “synchronous” program
Format: Live Individual presentation with limited Q&A
Length: 15 minutes per presenter (1 minute introduction; 9-10 minute presentation; 3-4 minute Q&A)
Session Structure: Topical sessions w/ up to 5 sequential traditional presentations and Q&A
Panel
Part of the live “synchronous” program
Format: Live group presentation w/ extended Q&A
Length: 90 minutes per panel: (3-5 minute introduction; ≤50 minute presentation(s); ≥25 minute Q&A; 5-10 minute closing)
Session Structure: Group of panelists w/ moderator and Q&A
Poster
Part of the “asynchronous” program with live “synchronous” poster sessions
Format: Poster viewable on-demand as well as during interactive poster session
Length: Single page poster; 1-2 hour interactive session
Session Structure: Viewable in searchable gallery. Additionally, presenters have the option to interact with up to 40 attendees at once in their assigned poster session
Snapshot
Part of the pre-recorded “asynchronous” program
Format: Pre-recorded video, viewable on-demand
Length: 5 minute recording
Story / Art
Part of the live “synchronous” program and the pre-recorded “asynchronous program
Format: Pre-recorded and/or live
Structure: Dispersed throughout syncrhonous and asynchronous program
Technical Guidance – Presentation Document Uploads (Traditional, Panel, and Poster)
- There is a 5MB limit on document file size
- UPDATE: PDF file format is preferable
- Please ensure that every image/graphic has clear alt-text
- Presenters will be able to upload one presentation document for every accepted submission using the presentation portal between April 1-15
- Before uploading, submitters will confirm that they have read and adhered to the accessibility and inclusivity guidelines found on the SSEC website.
- These documents will be available for attendees to download during and after your live session.
Technical Guidance – Live Sessions (Traditional and Panel)
- Please watch the Presenter Explainer Video from OnAIR
- Presenters are expected to arrive in their session at least 20 minutes early to complete a final technical check and ensure their materials are ready to present.
- When it is your turn to speak, you will also be able to share your screen and/or any media from your computer that you wish. You are not restricted to sharing the documents you uploaded, but files you share should be saved on your computer, not accessed via a browser.
- If you have technical trouble, the OnAIR host will have access to your uploaded presentation and can share on your behalf.
Presenter Training Opportunities
"How to Develop and Deliver an Engaging Virtual Conference Presentation" with Cathy Angell
Tuesday April 5
10am – 12pm
- What are the best practices for developing a presentation for a virtual conference?
- How do you engage an audience that you can’t see?
- What are strategies for drilling down to a crystal-clear message?
- What if your presentation is pre-recorded?
This training specifically addresses the successful design and delivery of a science-based virtual conference presentation. It covers best practices for slide design, as well as effective approaches for honoring a diverse audience and keeping them involved and engaged.
Comments from past participants include:
- “It was genuinely useful! That is SO rare.”
- “What an awesome contribution you are making to our field.”
- “Wow, that was really fantastic. And sort of humbling. I’ve wasted so much time for so many people for so many years.”
Cathy Angell, M.Ed., is the owner of Cathy Angell Communications and specializes in presentation design and delivery for scientists, educators, and public officials. Her trainings are offered both in-person and online. She was the former coordinator of Washington’s Coastal Training Program, considered to be one of the most successful training programs in the country for coastal managers. Cathy is nationally known for her transformative methods and received a communications award from NOAA which is given out each year in her honor.
Presenter Technical Training in the OnAIR Virtual Conference Platform
- Overview of what to expect during your session
- Ensure device/network requirements are met and logins work before the event
- OnAir presenter environment, including the “green room” area before sessions
- General presenter tools for audio, sharing slides, transitioning to the next speaker
- Audience engagement tools
- Q&A time with the OnAIR team
- If you are a session chair, the OnAIR team will also go over your role
April 1 at 9am; 9:30am; and 10am
April 4 at 9am; and 10am
April 5 at 9am; 9:30am; and 10am
April 6 at 9am; and 10am
April 7 at 9am; 9:30am; and 10am
April 8 at 9am; and 10am
April 11 at 9am; 9:30am; 10am
April 12 at 9am; 9:30am; and 10am
April 13 at 9am
April 14 at 9am; and 10am
April 18 at 9am
April 19 at 9am; and 10am
April 20 at 9am FULL
Couldn’t make it for one the training sessions? No problem. Please watch our two tutorial videos below!
Posters
Poster Accessibility
- Keep in mind that people with vision conditions like color vision deficiency (color blindness) and the differences in screen resolution for various attendees will significantly affect how colors on your slides could be perceived
- Consider how your image or figure would look if it were printed in black and white. Could you use different symbols or patterns (in addition to color) to distinguish your figures?
- Wherever possible, work to use color palettes that are colorblind friendly.
Technical Guidance – Poster Gallery
- 5MB limit for file size.
- UPDATE: PDF file format is preferable
- Please ensure that every image/graphic has clear alt-text.
- Attendees will be able to download your poster as a handout from the poster gallery.
- If you do not want anyone to be able to download your work, you can choose not to upload your poster and simply use your live poster time to share it with attendees via your screen.
- There is no limitation on aspect ratio, but the document viewer is set to a general 8.5” x 11” PDF size with the ability to zoom in and out.
- Presenters will be able to upload one document for every accepted submission using the presentation portal between April 1-15.
Technical Guidance – Live Poster Session
- Watch the Poster Explainer Video from OnAir
- Every poster in the SSEC has been assigned to one of four live sessions (see deailed program schedule here). During these 30 minutes, you will have the ability to bring up to 40 attendees into your room, present, share your screen, and communicate through a discussion chat.
- You choose how you manage the 30 minutes. You can spend the whole time with one group, or you can release the group early so you can invite new attendees into your session.
- If you have more than one presenting author on a single poster (check your presentation portal details), you will be able to have all presenters in the live session and presenting at the same time. The presenters’ videos will show along the side of the screen share for the attendees. Only one presenter will be able to screen share.
Poster Formatting & Presentation Tips
A poster is a great way to share your ideas, but there are some tricks to making your contribution engaging! Some of the most important things to remember are:
- Make sure your content is visually coherent even from a distance and that any graphics or charts are fully explained.
- Be aware that audience members won’t be able to interact with links or embedded media.
- If you want to use media, consider using a short url (easy to remember/type) to direct viewers to a social media site (https://www.shorturl.at/).
To help you put together a compelling poster format, Colin Purrington wrote an entire blog post about poster design. He also includes (free) PowerPoint templates you can download and customize for your own project!
Other modernized scientific poster designs variations also have templates and tools available (OSF | betterposter-spread.pdf) and that are explained in short videos online:
Snapshots
Snapshot Accessibility
- Please consider accommodating accessibility and inclusion by providing closed-captioning. It’s easy to add and edit voice-to-text captions in YouTube
- If you include visual elements in your video, keep in mind that people with vision conditions like color vision deficiency (color blindness) and the differences in screen resolution for various attendees will significantly affect how colors on your slides could be perceived
- Consider how your image or figure would look if it were printed in black and white. Could you use different symbols or patterns (in addition to color) to distinguish your figures?
- Wherever possible, work to use color palettes that are colorblind friendly.
Technical Guidance – Snapshots
- Record your snapshot video using the program of your choice.
- Captions are required. If using auto captioning tools, please review for accuracy before submitting.
- Submitters will need to upload their recording to Vimeo or YouTube (no other hosting services are accepted) and make sure the link is accessible when clicked (not set to private).
- In an email on April 1, snapshot submitters will receive a form to share the following by April 15:
- Name of hosting service
- Video URL
- The thumbnail chosen for the cover of the video in the streaming platform is also the image that will show in the Event Portal.
- The current abstract will be visible below the paper title when attendees click on the snapshot. Please review in the Presentation Portal for accuracy and clarity. Request edits here.
- Submitters will have early access to the Event Portal on April 18 for final review
Snapshot Formatting & Presentation Tips
A pre-recorded talk is a great way to share your ideas, but there are some tricks to making a compelling and engaging talk!
Some of the most important things to remember are:
- Adhere to the 5 minute time limit.
- Be aware that audience members won’t be able to interact with links or embedded media.
- If you want to use media, consider using a short url (easy to remember/type) to direct viewers to a social media site (https://www.shorturl.at/).
- We want to see (and hear) you!
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- Introduce yourself with a video, then switch to a shared screen view so your video is in one of the corners.
- If you’re unable to record with video, please consider including a professional photo so the audience can see you!
- Don’t forget to save space for your video/photo in the slides (don’t cover your text or images with the video overlay)
- Be sure to check your lighting and audio – make sure you can be clearly seen and heard
- Face the light source
- Use a headset, or make sure your microphone is not brushing against your clothes and creating poor audio.
- Avoid recording outdoors where there might be background noise
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To help you put together a strong pre-recorded presentation, check out some of the following resources:
- YouTube tutorial for recording your presentation in PowerPoint
- Don’t forget to save room for your video/photo! A PowerPoint-style template to use with Zoom can be found here
- Really great virtual presentation advice (skip to the Do’s and Don’ts!)
- Botany 2020 Virtual Conference tips for pre-recorded presentations
- Youtube short video with advice for effectively structuring a short talk
“If you can’t explain it simply, you don’t understand it well enough”
Presenter FAQ’s (click to expand)
Q: What's the deadline to upload my presentation?
A: Presenters can continue to upload through April 21. If you upload anything after April 21, you can use that to give your presentation in the system and/or as a handout for attendees, but the AirCast Host won’t share it on your behalf. You can also just share your screen, but the AirCast host won’t be able to help if you have technical difficulties with that. Uploading your presentation also helps Western Washington University put it into the permanent record for our conference repository where the materials can be (and are) accessed by a global audience.
Q: How do I upload my panel, poster, or traditional presentation?
A: The instructions above review the contents of an email sent March 31 from ssec@eventsair.vendor.wwu.edu, subject “SSEC: Four Action Items for Presenters”
Q: How do I upload my snapshot video?
A: Detailed instructions with a unique link were emailed on March 31, subject “SSEC: Four Action Items for Presenters” from ssec@eventsair.vendor.wwu.edu. Please check your spam / junk folders and then email conferences@wwu.edu and ssec@wwu.edu
Q: I wasn’t able to attend one of the EventsAir Presenter Trainings.
A: Please watch these tutorial videos:
Q: How do I withdraw my presentation?
A: Please submit this form
Q: How do I edit presenter information like adding or removing presenting authors and editing author details?
A: Please submit this form
Q: How will presenters be given access to the virtual conference platform?
A: All registered presenters received an email on April 18 with early access to preview the attendee portal. Please check your spam / junk folders and then submit this form. Note: All presenters including panelists must register for the conference.
Q: Who made the decision about the program?
A: Submissions were reviewed and selected by the Conference Program Committee. Final program content and format is at the discretion of the Program Committee.
Q: What is the role of Session Chairs in the 2022 SSEC?
A: For Traditional Sessions
Prior to the conference:
- Share your contact information using the opt-in form . (Contact information for session chairs will be shared with other conference presenters).
- Field any session questions from speakers and direct them to SSEC (ssec@wwu.edu) before the conference
- Attend a presenter training session and/or watch the tutorial videos
During the conference:
- Arrive in the session “green room” 20 minutes prior to panel session to address last minute speaker questions and confirm the session timeline (EventsAir staff can address any technical questions)
- Introduce the session
- Basic: Signposting: “in this session you’ll hear…” (draw from names, titles, abstracts) – updated information if any (“this person is no longer presenting in this session”)
- Above and beyond / not required: Connector statement(s) about the narrative or themes in the session and how it relates to the conference theme if applicable
- Introduce each presenter during the session, and remind them when time is up using presenter chat
- Basic: “Up next we have [name and affiliation]…” (don’t need to share any info beyond what’s publicly available)
- Above and beyond / not required: connector statement(s) between last presenter and next one
- Help moderate Q&A
Q: Do I need to register if I'm a presenter or panelist?
A: Yes. All presenters, including panelists, are required to register for the conference. If selected and registration is a barrier to participate in your session, please reach out to ssec@wwu.edu about potential scholarship options.
Q: Is there a limit to how many presentations I can give?
A: Yes. Presenters are limited to a maximum of two (2) presentations of different types. For example, one traditional and one poster, one traditional and one snapshot, or one panel and one poster.
Q: What is the difference between a session of traditional presentations and a panel?
A: Traditional presentations permit longer presentation times but less Q&A and will be placed into topical sessions. Panels contain significant Q&A time after either short presentations from the panelists or a single presentation by the group. The panel moderator has discretion to use the panel’s time as best suits the panel.
Q: Who should I contact if I have questions?
A: For questions regarding the conference, please contact ssec@wwu.edu and conferences@wwu.edu