Presentation Instructions
Live Oral and Tutorial Presenter Instructions
ALD/ALE 2020 Virtual Meeting Live Sessions will be held using Zoom Webinar. Live sessions will be presented overthe conference dates (June 29-July 1, 2020) and will also be recorded and added to the On Demand sessions.
You will be receiving two e-mails:
1. One From: ATIV Software (alerts@ativsoftware.com) containing details how to test your computer setup
and a button to confirm that you have tested your computer.
2. The Second From: no-reply@zoom.us with the subject line starting with “Panelist for…” and it contains
your personalized link to join the Webinar as a speaker. Do not share this link with anyone else.
Once you receive the e-mails with your presentation date and time you will need to review the following
presentation guidelines checklist. Questions? Contact events@avs.org, 530-896-0477.
Remember the Time Zone: All live sessions will be held in Eastern Daylight Time (EDT). Time Zone Converter Tool

Live Oral Presentation Guidelines Checklist – Before Recording Date
Review the Copyright Form that you agreed upon during the initial abstract submission process. Note that it isyour responsibility, as the submitting author, to get all approvals from other authors and organization(s) prior topresenting in the On Demand sessions.
Review Manuscript Submission Details.
Review the AVS Code of Conduct. Note that all sessions and social media posts will be moderated for disruptive
behavior.
Create Presentation Slides Using PowerPoint Only: Create your presentation slides and check them for sensitive
or confidential information. Your presentation will be available online through July 31, 2021, and should notinclude confidential information. Be sure your last slide lists the best way(s) for others to contact you forquestions or collaborations.
Presentation Time Length:Contributed Oral Presentations: 15 minutes total, including 3 minutes for the question and answer time.
(Live Presentation Tips)
Plenary/Invited Oral Presentations: 30 minutes total, including 5 minutes for the question and answertime. (Live Presentation Tips)

Technical Requirements:


Select Presentation Device: You must use your own laptop or desktop computer (no mobile devices). A
webcam is optional, if you would like to be visible on screen while also showing your slides.

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Setup Zoom Client: You must install the latest version of Zoom Client for Meetings in advance of yourpresentation and test your sound and permissions prior to the day of your talk (see below). If you haveattended a Zoom meeting recently, you likely already have the client installed.
Check Connectivity: Make sure your connection speed is at least 2 Mbps upload, 4 Mbps download orbetter. You can test your Internet connection speed at SpeedTest.net. Using a wired Ethernet connection
provides the best quality, but WiFi should be fine. If you are using a Mac, make sure to try sharing yourscreen at https://zoom.us/test ahead of your recording time slot so that you can grant Zoom theappropriate permissions. Doing so requires you to restart the application (which you won’t want to doduring your session).
Sound: We recommend that you present in a quiet area without background sound and use a headset if
possible. You can use https://zoom.us/test to test your Zoom audio in advance.
Test Run: A test run of each Live Session will be scheduled prior to the event and more details will beprovided on this later.
Technical Issues or Questions? Contact aldhelp@avs.org

Live Oral Presentation Guidelines Checklist – Day of Your Presentation
Ten Minutes Before Your Live Oral PresentationTo access your assigned Zoom session as a speaker, you will receive a special link via e-mail as describedabove. This link will not work until ten minutes before your session.
Send a message in the chat window to tell the Session Chair and technical support staff (Zoom Host) thatyou have arrived.
Test your sound by unmuting and speaking to your Session Chair. Turn mute back on when you havefinished testing.
Check that all other windows, notifications, and sounds not related to your talk are turned off.
Remember that what you see on your screen will be seen by all attendees, so if you are viewing yourslides in “presenter mode” your notes will be visible to all.

During Your Live Oral Presentation
Chat Window: Open the Chat Window so you can send a message to technical support in case of problems.
Giving Your Talk: Unmute your microphone and share your screen when the session chair introduces you. When
your talk is over, mute your microphone and stop sharing your screen.
Timing: The e-mail will provide a countdown timer link. Please have this open on your mobile device next to yourcomputer.
Answering Questions: Your session chair will select and read attendee questions that are submitted in the Chat
Window. You will answer using your microphone. Remember to mute when you are finished.
Technical Issues or Questions? Type in the Chat Window

After Your Live Oral Presentation

Stop sharing your screen and mute your microphone.
Enjoy the rest of the conference!

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On Demand Oral or Poster Oral Presenter Instructions
ALD/ALE 2020 Virtual Meeting On Demand Sessions will be pre-recorded using Zoom. To participate presentersmust:
1. Book Recording Appointment: Signup for a recording appointment at
https://www.signupgenius.com/go/9040b4ba8af29a5fd0-aldale
2. Register: All On Demand Session presenters are required to register and pay as Technical & Poster session
attendees. Discounts are available for presenters, students, and/or AVS Platinum Members. Invited
Speakers will receive a registration waiver and will be pre-registered automatically once you agree topresent.
Click Here for Registration Details
Click Here for the Registration Form
Recording Confirmation: After you complete Steps 1 & 2, you will receive a confirmation e-mail fromevents@avs.org with the following presentation guidelines checklist. Questions? Contact events@avs.org, 530896-0477.

On Demand Oral or Poster Oral Presentation Guidelines Checklist – Before Recording Date
Review the Copyright Form that you agreed upon during the initial abstract submission process. Note that it isyour responsibility, as the submitting author, to get all approvals from other authors and organization(s) prior topresenting in the On Demand sessions.
Review Manuscript Submission Details
Review the AVS Code of Conduct. Note that all sessions and social media posts will be moderated for disruptivebehavior.
Create Presentation Slides Using PowerPoint Only: Create your presentation slides and check them for sensitive
or confidential information. Your presentation will be available online through July 31, 2021, and should notinclude confidential information. Be sure your last slide lists the best way(s) for others to contact you forquestions or collaborations. If you are a poster oral presenter, you should create a multi-slide presentation toexplain you poster.
Presentation Time Length:Contributed Oral Presentations: 15 minutes total (On Demand Presentation Tips)
Contributed Poster Oral Presentations: 15 minutes total (On Demand Presentation Tips)
Invited Oral Presentations: 30 minutes total (On Demand Presentation Tips)

Technical Requirements:

Select Presentation Device: You must use your own laptop or desktop computer (no mobile devices). A
webcam is optional, if you would like to be visible on screen while also showing your slides.
Setup Zoom Client: You must install the latest version of Zoom Client for Meetings in advance of yourpresentation and test your sound and permissions prior to the day of your talk (see below). If you haveattended a Zoom meeting recently, you likely already have the client installed.
Check Connectivity: Make sure your connection speed is at least 2 Mbps upload, 4 Mbps download orbetter. You can test your Internet connection speed at SpeedTest.net. Using a wired Ethernet connection
provides the best quality, but WiFi should be fine. If you are using a Mac, make sure to try sharing yourscreen at https://zoom.us/test ahead of your recording time slot so that you can grant Zoom theappropriate permissions. Doing so requires you to restart the application (which you won’t want to do
during your session).
3Sound: We recommend that you present in a quiet area without background sound and use a headset if
possible. You can use https://zoom.us/test to test your Zoom audio in advance.

On Demand Oral or Poster Oral Presentation Guidelines Checklist – Day of Recording
Ten Minutes Before Your On Demand Oral Presentation
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Check that all other windows, notifications, and sounds not related to your talk are turned off.
Remember that what you see on your screen will be seen by all attendees, so if you are viewing yourslides in “presenter mode” your notes will be visible to all.
Click the special Zoom presenter access link e-mailed from events@avs.org and/or abby@avs.org.
Once you are in the Zoom room, the Recording Support Team Member will have you test your sound,video, slides, etc. Once you are ready they will begin recording. Please treat this like a live talk. If you
make a mistake, please keep going.
When you are finished recording, please mute your microphone and we will end the recording process.
Please stay in the recording room until you receive further comments from your Recording Support TeamMember.

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On Demand Poster PDF Only Presenter Instructions
ALD/ALE 2020 Virtual Meeting On Demand Sessions will include posters. If you have not selected to record to anoral recording of your poster presentation (see above) then you may submit a PDF of your poster. To participate
presenters must:
1. Book Recording Appointment: Signup for a recording appointment at
https://www.signupgenius.com/go/9040b4ba8af29a5fd0-aldale
2. Register: All On Demand Session presenters are required to register and pay as Technical & Poster session
attendees. Discounts are available for presenters, students, and/or AVS Platinum Members. Invited
Speakers will receive a registration waiver and will be pre-registered automatically once you agree topresent.
Click Here for Registration Details
Click Here for the Registration Form
Poster Confirmation: After you complete Steps 1 & 2, you will receive a confirmation e-mail from events@avs.org
with the following poster guidelines. Questions? Contact events@avs.org, 530-896-0477.

Poster PDF Guidelines Checklist
Poster PDFs are due by June 15, 2020. They should be e-mailed to events@avs.org. Please name the file using
only your poster code (example: AA-MoP1).
Remember to Review the Copyright Form that you agreed upon during the initial abstract submission process.
Note that it is your responsibility, as the submitting author, to get all approvals from other authors andorganization(s) prior to presenting in the On Demand sessions.

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