Presenter Guidance

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  P R E S E N T E R   G U I D A N C E 

LIGHTNING TALKS

Lightning talk presenters are required to pre-record their talk. Each category of lightning talks has a time limit, specified within the template for your specific award type. For collaborative projects (multi-institution, each with unique award numbers), only one lightning talk video is required. The conference organizers will initiate the playback of pre-recorded presentations during their respective assigned session. Detailed instructions for recording via Zoom are below.

The submission deadline for slides and video files is: Friday, March 19 - please submit at https://cps-vo.org/group/scc-pimtg21/submit-slides. Please note: The submission code will be provided to you in the coming weeks.

If you have questions regarding this information, please reach out to the S&CC program by contacting Michal Ziv-El (mzivel@nsf.gov) or Vishal Sharma (vsharma@nsf.gov).

Templates for Pre-recorded Lightning Talks

The template for your pre-recorded lightning talk is specific to your award type. Template links are provided below:

  1. Planning Grants Awarded in FY2020 – (2m:30s time limit)
  2. NSF-JST Planning Grants Awarded in FY2020 – (2m:45s time limit)
  3. ASEAN EAGERs Awarded in FY 2020 – (4m time limit)
  4. Integrated Research Grants Awarded in FY2020 – Awarded in 2020 – (4m time limit)
  5. Integrated Research Grants Awarded in FY2017 and FY 2018 – Awarded in 2017 and 2018 (5m:15s time limit)
  6. COVID-19 RAPIDS Awarded in FY2020 – (3m time limit)

Video Instructions for Pre-recorded Talks

Video Specifications

  • The video should show the speaker presenting the slides, as if presenting them live. 
  • The recording should show the slides in full-screen mode, with webcam footage of the speaker in the top right corner (see below for how to record such a video with Zoom).
  • Please be sure to introduce yourself and your project at the beginning of the video.
  • All videos should be within the time limit, specific to the category of your specific award type.
  • MP4 file format
  • Clear audio (headsets are permitted)
  • For the file name, use [LASTTNAME]_[firstname]_scc2021.mp4 (e.g. WILLIAMS_roger_scc2021.mp4)

General Recording Tips

  1. Please ensure that the webcam inset of your own face does not obstruct any part of your slides.  For example, if you place it at the top right, ensure that it doesn’t cover parts of the slide titles.
  2. Ensure your surroundings have no disruptive background noise.
  3. Turn off any alerts on your computer, phone, etc. (e.g., use do-not-disturb mode).
  4. Avoid using a noisy keyboard, especially if the space-bar makes a distinct clicking sound.  If you can’t use a quieter keyboard, use keys other than the space-bar (e.g., right or down arrow key); or advance your slides using the mouse.
  5. Finally, review your video to ensure the audio is clear.

              

Recording Your Talk with Zoom

Authors may use any video conferencing software that is able to record a picture-in-picture screen-shared presentation featuring the slides and an inserts of the speaker. For example, here are the instructions for recording your presentation using Zoom:

  1. Open the Zoom desktop application and select New Meeting.
  2. Select Join with computer audio if prompted. We suggest using headphones or a headset equipped with a microphone for high quality audio.
  3. Be sure you are unmuted.
  4. Open your presentation and maximize it so that it is in full-screen mode.
  5. Click on the green Share Screen button on the bottom Zoom toolbar.
  6. Select the screen containing your presentation. Leave "Share computer sound" and "Optimize Screen Share for Video Clip" unchecked. Click Share.
  7. Your webcam video will automatically place itself in the top right hand corner. We ask that you please click through your presentation slides with your webcam video window in the top right corner to ensure that your webcam footage does not cover any pertinent information on your slides. If so, we ask that you please edit your slides with the top right hand video footage box in mind. 
  8. Hover your mouse over the "You are screen sharing" green bar so that the menu bar above appears. Select More.
  9. When you are ready to record your presentation, select Record from the dropdown menu. Choose "Record on this computer".
  10. When you have finished recording, hover your mouse over the "You are screen sharing" green bar so the menu appears again. Select More.
  11. From the drop down menu, select Stop recording. You may also Pause recording if you are not finished and resume when you are ready.
  12.  Your video will export once your meeting has ended. Select Stop Share to end your screen share.
  13.  Select End>End Meeting For All in the bottom right corner of your Zoom meeting.
  14. Your video will now automatically convert, and your computer may prompt you for access to the Documents folder to save your video. Click OK.
  15. Your video is now saved to your computer in the Documents folder. Be sure to review the footage of your presentation for any technical issues such as lapses in audio or lost webcam or slide footage.
  16. Finally, upload the .mp4 file below.

We may contact you with questions or additional edits upon our review.

Zoom Tutorials

Other Software Options

If you choose not to record your presentation using Zoom, please ensure that your video uses:

  • the picture-in-picture format detailed above 
  • MP4 file format (.mp4) 

POSTERS

All S&CC PIs of active S&CC Projects are required to present a poster. For collaborative projects (multi-institution, each with unique award numbers), only one poster is required. Each PI will be assigned a location number and scheduled for one of the poster sessions. Assignments will be announced via e-mail to the lead PI or designated presenter after the rest of the program has been determined.

Posters will be uploaded into Gather.town by the meeting organizers. The electronic copy must be submitted in PDF file format. To upload and submit your poster, please visit: https://cps-vo.org/group/scc-pimtg21/submit-poster

Templates for posters can be found at: https://cps-vo.org/group/scc-pimtg21/poster-template

Posters must be submitted by 11:59pm on Friday, March 19, 2021.

If you have any questions please contact the organizers at scc-pimtg[at]cps-vo.org. ​

We look forward to your participation!