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2020 Virtual Conference Sessions: Pre-Recorded Presentations
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Preparing Your Presentation
What to expect BEFORE the virtual conference 
What to expect DURING the virtual conference 
Pre-Recorded Paired Presentation Timeline

Preparing Your Presentation: Pre-Recorded Paired Presentation Sessions

Pre-recorded concurrent sessions will include two separate presentations facilitated by a moderator over a 30-minute block of time. Similar to our in-person conference, presentations have been paired into sessions by Safe States based on core competencies and/or presentation topics.

 

We will be using Zoom technology to record these presentations. Each pre-recorded presentation will be 30 minutes long and include your presentation, your paired partner’s presentation and a short transition between presentations from the moderator. Therefore, each presenter should prepare for about 13-15-minutes of presentation. Moderators will open each session with a brief introduction to the first presentation, provide a short transition between presentations, and close out the session with concluding remarks.

 

What to expect BEFORE the virtual conference as a Pre-Recorded Paired Session

After being accepted as a pre-recorded presenter, you should have received information on your designated virtual conference session day and time, any other presentations in your session, the session room moderator, the assigned Safe States staff member, a link to confirm your presentation, and a link to your session’s Google Drive folder.

 

As the name suggests, all presentations will be recorded in advance of the conference. Moderators will set up a planning call with each of the presenters and Safe States staff to plan out your presentation recording. During this call we will go over: the content of each presentation in the session, logistics of the recording, the process of ensuring that we have your PowerPoint prior to the recording, and what to expect from the virtual conference.

 

Because we are using Zoom, you will have both your PowerPoint slides and your face on screen as a presenter. You should prepare for your 15-minute pre-recorded presentation as you would any other virtual presentation. Your session moderator and Safe States staff will work with you to make sure that we have your PowerPoint and other presentation engagement materials before your presentation recording.

 

As a presenter, you should come prepared to encourage live engagement by preparing questions and comments to share in the chat box prior to the virtual conference. By preparing this content prior to the live interactive session, you help to ensure that conversation flows during the live session. Consider the chatbox as a place to integrate “conversations and inputs” for both you and your attendees. Here are some suggestions for content to consider:

  • Introduce your topic with a link to a news clip or story that relates to your presentation.
  • Provide additional information that you couldn’t fit into your 15-minute presentation.
  • Call out specific time points in your presentation and provide additional context about something you think attendees may find interesting or you think is relevant to note. (Ex. “At 1:35, I go over some of the challenges we faced as a team. This is not an exhaustive list – we also encountered issues doing xyz”)
  • Update attendees as to where your project is currently.
  • Ask attendees what they think is the most interesting piece of information they learned in this presentation
  • The polling feature is a great place to learn more about those in the session room and how your presentation relates to them. Consider asking questions that the audience can answer while watching your presentation.

We will be using Google Drive folders to collect presenters’ PowerPoints, session resources, and preplanned questions and comments for the chatbox. The link for your Google Drive will be in your acceptance email.

 

What to expect DURING the virtual conference as a Pre-Recorded Paired Session

During the day and time your scheduled presentation session room is open, you should be prepared to be virtually present for your session. Participants will be able to use a chat box and polling device to engage with you and the other presenter in your session as they watch your pre-recorded video. Both presenters, moderators, and a Safe States staff member will be in the session room during the designated session time to ensure engagement with attendees via the chat and polling box.

 

It will be important for both presenters, moderators and Safe States staff to have access to your pre-planned questions and comments for the chat box prior to the virtual conference. That way, if something unforeseen happens and you are unable to be in attendance at your session during the virtual conference, the team still has content to with which to engage the attendees.

 

Safe States will schedule a webinar prior to the virtual conference to demo the virtual conference platform, answer technical questions for presenters, and go over what the chat features look like.

 

General Timeline for a Pre-Recorded Paired Session

 

Activity

Due Date

Confirmation of Presenting at Safe States via survey

Monday, August 10th

Register for Safe States Virtual Conference (if not already complete)

Monday, August 10th

Attended planning call with session moderator, other presenter, and Safe States Staff

 

Moderator to set

Upload your headshot to Google Drive

Monday, August 10th

Uploaded your presentation .ppt to Google Drive

Wednesday, August 12th

Upload any additional resources you would like shared in your session to Google Drive (optional)

Monday, August 24th

Uploaded your preplanned questions and chat comments  to Google Drive

Monday, August 24th

Recording of presentation with paired partner, moderator and safe states staff via zoom

 

Recording to take place anytime between August 13th – August 28th

Attend Virtual Conference!

September 9th – September 11th

 

Questions? Reach out to Eva Bland at eva.bland@safestates.org or Carly Roberts at carly.roberts@safestates.org

 



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