Designing the future of libraries

Virtual Presenter Logistics – Live Sessions

What is a Live Session?

Live Sessions are the foundation of the D4D program. Sessions will include up to 25 minutes of presentation time and 5 minutes of Live Q&A. 

During live sessions, a moderator and speakers will start Q&A on the live stream. Attendees will ask their questions via the text chat box adjacent to the session video. At the conclusion of the session, Q&A continues via the same text chat box.

The live-streamed sessions will be recorded for on-demand viewing during and after the conference. These videos will be available on the Virtual Event Platform within 1 day. 

nimble_asset_LiveSession

Live Session Presenter Checklist

  1. Register for the conference
  2. Block out time on your calendar for your session time, including Virtual Speaker Ready Room time, during the conference AND your practice day (listed below)
  3. Complete your speaker profile in your Speaker Portal
  4. Review the logistics below
  5. Build your presentation slides and script
  6. Confirm you are “Ready to Go!” 
  7. On February 15, check your email — we will send you the credentials you will need to log into the Virtual Event Platform and the Speaker Ready Room
  8. Attend the Practice Day on Wednesday, February 17th anytime between 10:00 am – 2:00 pm Central Time
  9. Upload your downloadable presentation files for attendees by Friday, February 19th in your Speaker Portal
  10. On your presentation day, log into the Speaker Ready Room 

Questions?  We’re here to help — hello@designingfordigital.com 

Registration

  • The discounted speaker registration rate is $175 for the conference. Click here to register.  
  • All accepted presenters are expected to register prior to the conference. 

Presentation Times

  • Your session time is listed in your speaker portal and the program website.
  • We recommend 20-25 minutes of presentation which allows for 5-10 minutes of Live Q&A immediately following your presentation.
  • Plan to be in the Virtual Speaker Ready Room 20 minutes prior to your presentation time for tech prep.

Building Your Presentation

  • The preferred aspect ratio for your slides is 16:9.
  • All presenters should include their name, affiliation, and a photo on the opening slide of your presentation.
  • Presentation Tips: Whether you are presenting for the very first time or this is “old hat” to you, we’ve compiled some tried-and-true tips to help ease any stage-fright jitters and to ensure your presentation is well received.
  • Review the Accessibility Guidelines to ensure all attendees can view your slides
  • Proper Attribution and Citation Expectation: All presenters are required to include proper citations and attributions on all images, graphics, and research that is not original. This maintains integrity in the presentation and enables attendees to reference primary sources.
  • No commercial activities or any advertising may be included in your slides. Non-compliance with this rule will result in slides being removed.

Confirm you are “Ready to Go!” – due Monday, February 15th

“Ready to Go” = You’ll get a task in your speaker portal asking you to confirm that you are “Ready to go” by Monday, February 15th. When you have read the instructions and understand your expectations as a LIVE presenter, you can mark this task off on the Assigned Tasks tab in the speaker portal. Reminders will be sent until you mark this as complete

Practice Day – Wednesday, February 17th

  • On Monday, February 15, we will send you the credentials you will need to log into the Virtual Event Portal and the link to the Speaker Ready Room.
  • On Wednesday, February 17, anytime between 10:00 am – 2:00 pm Central, follow the steps below.
  • D4D Staff will be online during this time to answer questions and walk you through the process. 

YOUR PRACTICE DAY CHECKLIST

  • PART 1: Connect to the studio we are using for the live-streamed sessions:
    1. Log into the Live Presenter Zoom link (we will email by 2/15) to connect to our Production Team in the Speaker Ready Room/ Green Room
    2. Meet a Production Team Tech and do a walk through from Green Room to live presentation room routine
  • PART 2: Log into the Virtual Event Platform
    1. Update your profile
    2. Update your accessibility preferences (top right corner, person icon)
    3. Type a comment into the Public Lobby Chat
    4. Locate your session on the Sessions tab and enter a text comment into your Public Session Chat
    5. Locate the Networking tab, Click Groups

This day is just for testing and we will remove all of the comments made on testing day and start with a clean slate for Monday, February 22, so don’t be afraid to say hello during the Practice Day!

Downloadable Presentation Files – due Friday, February 19th

  • Session slides and any additional materials you want to be made available for attendees to download can be uploaded in your Speaker Portal. Presentation files will be available to all attendees on the Virtual Event Website.
  • Only 1 presenter for each session should supply the slides. Once submitted, all co-presenters should mark this task as completed in their speaker portal.
  • YES, presenters can choose to not share slides if data is not available for distribution, but we strongly encourage sharing the presented information since that is the core of what we’re facilitating at the conference. At a minimum, please upload slides that can be shown on your behalf in the unlikely event that you are not able to stream your video on the day of your presentation and we need to stream your slides for you.
  • To submit the file(s) through your Speaker Portal:
    1. Log into your Speaker Portal
    2. Go to the Session Files tab
    3. Find the session (top tab)
    4. Enter the file description
    5. Uncheck Private File (this will allow attendees to access your file)
    6. Browse for the file and select Add File

During Your Live Session

BEFORE YOUR PRESENTATION TIME:

  1. Download Zoom if you have not done so already
  2. Make your Zoom participant name exactly as it appears on the agenda
  3. Get tech set-up (Camera, Mic, Computer) + Internet Check (hardwire preferred)
  4. Test in personal Zoom meeting/ Check Environment (office/streaming space)
    • No backlighting
    • Ambient noise at a minimum

20 MINUTES BEFORE YOUR PRESENTATION:

  1. Log into the Speaker Ready Room  Zoom link.
  2. Join the audio via your computer or phone.
  3. A Speaker Ready Technician (SRT) will reach out to presenters as available. Please be patient while this person may be working with other presenters. You will be able to hear the conversation, but may not be able to speak until the SRT enables access.
  4. The SRT will welcome the presenter and move presenters to the correct breakout room. Presenters will need to accept the invite to be moved.
  5. Upon arriving into the breakout room, the Room Technician (RT) will assist with testing and setting up the speaker’s presentation.
  6. Speakers will be expected to present from their own devices. Once you are placed in the correct breakout room:
    • Open and start your presentation in presentation mode (not editing mode).
    • Close unnecessary apps.
    • Test audio/visual and presentation and queue up any other websites or media you will be using if they are not embedded in your slides. 
    • Unmute your mic.
    • Share your screen: presentation application (not the computer screen).
    • When a presenter is sharing their screen, the view will change for everyone in the room. This is expected.

DURING YOUR PRESENTATION:

  • The SRT will transfer you to your appropriate breakout room.
  • A Room Technician will be in the breakout/session room at all times.
  • A moderator will be in the Zoom call with you but will be muted and video off until the end of the presentation.
  • Your session will be viewable to the attendees on the Virtual Event Platform at the start of your session time. 
  • Attendees will watch your session via the Virtual Event Platform, they will not be in the Zoom call.
    • There may be a 30-second delay between your live video and the live stream in the Virtual Event Platform.
    • If you have the Virtual Event Platform on during your presentation, please mute the stream so it does not cause audio interference.
  • Attendees will type questions into a Public Session Chat within your session screen.
  • The moderator will monitor the questions coming in and hold them until the end of the presentation. 
  • At the end of your presentation, the moderator will be brought on-screen and mic unmuted to read the questions that came in through Public Session Chat. 
  • NOTE: If your presentation includes polling, these must be set up with external tools and placed into the chatbox in your session. Our live-streamed sessions are being managed with Zoom to bring in the speakers, but the additional features in Zoom won’t be available.

AFTER YOUR PRESENTATION:

  • The chatbox in your session will allow Q&A to continue through the conference so, at the conclusion of your session, attendees may continue to ask questions in that chatbox. It is your choice whether to continue to monitor the chat and answer questions or post a note saying that you welcome additional questions via email.
  • Within 24 hours of your presentation, a recorded version with captions will be available for attendees to watch on the platform. 

Code of Conduct

Are We Connected?

  • Don’t forget to follow us on Twitter @Design4Lib.

  • We’re using #d4d21 throughout the conference and we retweet liberally. A lot of activity takes place on social media throughout D4D and we hope you chime in using #d4d21.