Guidelines for workshop and poster presentation recordings
Important: All presenting authors will receive an email with instructions on uploading your poster and workshop presentations. We will be requesting that nearly all workshop presenters upload a recording of their presentation and be present to take questions after the recording is played during the live workshop session.
Attendees at virtual presentations are a lot like those at an in-person poster session. They have lots of options for interesting research to learn about, and they may make decisions about where to spend their time very quickly. Presentations that grab attention immediately are the ones they will watch. If the title seems interesting, but the speaker seems disorganized or lacks passion about their work, the attendee may immediately move on to the next talk without watching. Your goal should be to have an interesting and organized first slide.
The first slide. We suggest that your first slide should include:
- Title and authors.
- Your overall take-home message (your conclusion relative to your overall hypothesis and its novelty and implications for animal genetics). State this simply and succinctly. It is the one thing you want people to remember about your study.
- A picture of yourself.
- This text should be easy to read with no grammar mistakes. The slide should be visually appealing and not too busy. Do not include everything you learned. The viewer will learn the rest of your story in the following slides.
After this first slide, you can do the rest of your presentation the way you normally would.
For posters, do the rest of your 6 minutes as you want. You can put everything on one slide like a normal poster, use the poster as the only visual, and zoom in to parts as needed. You could also include some extra slides that show figures, tables, or important text. You also could treat the whole thing as a mini-presentation and use a series of slides. It is up to you. Do not exceed 6 minutes total! Before you upload your presentation, watch the whole thing and make sure it is good.
Poster presenters will be allowed 6 minutes for presentation. We also ask that poster presenters also upload a PDF of their poster in addition to their video presentation. Please use a maximum page size of 16 x 12 inches (40 x 30 cm), or smaller, and a maximum file size of 20 MB. See this link with tips for reducing your PDF to less than 20 MB:
Chats questions from viewers who view poster presentations. One other aspect for you to consider is that you will receive questions in a chat function. We expect you to check your chat and answer questions in a timely manner. In fact, the quality and quantity of chat feedback will be impacted by the frequency of your replies. When responding to a question in chat, please start with "name of questioner: "Your question was ...", and then add your answer/comment."
For workshop presentations, do the rest of your presentation as you would normally give a virtual presentation. We suggest you use Zoom to do this and that you keep your picture in the top right corner as you speak and share your screen, but you are welcome to use other software. See the last 2 pages of this document for How to use Zoom to record your presentation. If you do that, you might want to make your slides in such a way that your picture will not block important things on the slides. We suggest you make a few slides and practice to see how it works. Do not exceed your total scheduled time! Before you upload your presentation, watch the whole thing and make sure it is good.
Recording Your Presentation
As a presenter, you have many ways to record a presentation on your computer and then save an mp4 video file for upload. Please refer to this link for suggestions on creating your presentation video file:
Video presentations have a file size limitation of 200 MB. If your recording is larger than 200 MB and cannot be reduced in size please email firstname.lastname@example.org for assistance. Refer to this link for suggestions on reducing your video's file size to meet the acceptable limit:
How to Use Zoom to Record your Presentation
- Log into zoom. For most universities, this works best if you log into your university zoom. For this example, the presenter is logging into zoom at the University of Florida at https://ufl.zoom.us/ with their university ID and password. If your company/university doesn't have a license, no problem as zoom can also be used for free. Go to this link to sign up: https://zoom.us/
- Once you're in your Zoom profile, click "Host a Meeting" in the upper righthand corner and choose Screen Share only.
- You should be prompted to open Zoom meetings, click the "Open Zoom meetings" pop-up.
- The first item that should pop-up is a screen that will ask which "screen" you'd like to share. You can either share your whole screen or share your PowerPoint slides only
- NOTE: If you're sharing outside video links, if you're only sharing your PowerPoint the video won't be visible, so share your whole screen. Also click "share computer sound" in the bottom left-hand corner so we can hear your sound.
- A green bar will show up around your screen and a toolbar will be somewhere on your screen. First click on the far-left side to join audio, selecting "Join with computer audio." Once you've joined with the audio, make sure you UNMUTE! (also done with the far-left button).
- If you would like to have your picture in the video so we can see you while you talk, then "start video". Move your picture to the top right corner of your screen. Remember that your picture may cover parts of your PowerPoint slides, so think strategically about this while making your slides.
- If you've shared your whole screen, pull up your PowerPoint and do PowerPoint Slide Show.
- When you are ready to start, click record. If you don't see a button for record, go to "More" on the far-right side, to find it. You can either "record to this computer" or "record to the cloud." Some might find it is easier to record to computer, and then use simple video editing software (like QuickTime Player) to trim off the beginning or end (find Trim under Edit in the menu). Some might prefer "record to the cloud" which puts the file as a link in your Zoom account. Once you click this, you are recording so you can begin presenting! Once you are finished and you "leave the meeting", Zoom will automatically create and mp4 file.
- If the file is on your own computer, you can search for mp4 files, and it should be there almost immediately. If you record to cloud, it can a while before it is available. To access your recorded videos in the cloud, go to your Zoom profile and click "Recordings" from the righthand tab.