Oral Presentation Guidelines

Congress Programme

A programme is available on the congress website and will updated in the coming days to include all authors presentations.

CONGRESS PROGRAMME
You are encouraged to check the programme regularly as it is subject to change which may affect your presentation date and time.

Congress Registration

Speakers are requested to register and pay for the Congress by visiting http://saafost2021.org.za/registration/
The presenting author must be registered to be included in the congress programme. Unregistered presentations will be removed at the discretion of the scientific programme committee.

Congress Virtual Platform

The Congress will take place on the 6Connex platform. Registered delegates will receive their login details closer to the Congress date. Sessions, excluding the session you are presenting in, can be viewed on the Congress Virtual Platform.

The platform uses Zoom Meetings on the backend for the speakers. Further instructions and links will be shared with you in due course.

Presentation Recordings

All presentations will be recorded for the Congress. Presenters are welcome to do their own recordings. The preferred layout is speaker view whereby your slides are dominant on the screen with a smaller image of the speaker presenting to the side. Recordings done by speakers should be sent to Kerryf@turnersconferences.co.za by no later than 15 September 2021 to be checked and uploaded. Slides should be prepared in 16:9 widescreen format for optimal viewing. PowerPoint recording guidelines are available to assist you.

PRESENTATION GUIDELINES
If you require assistance with your recording, this can be done virtually on a Zoom meeting with our technical support provider who will then assist with editing the recording appropriately.
Recordings will place during the week of 23 – 27 August 2021 and 6 – 10 August 2021.
Please ensure that your PowerPoint presentation is ready for your recording appointment. Please book your recording date and time using the link below:

https://calendly.com/saafost2021/30min

All presenters will need to be online during their session and will be required to join 15 minutes before the start of the session for a briefing. Recordings of the presentations will be played and will be followed by a live Q & A Session at the end of all the presentations. Included in the presentation time is 12 minutes presentation and 3 minutes Q & A time.

Virtual Background

A virtual background is available to use and is optional. Alternatively, organizational Zoom backgrounds may also be utilised or just a blurred background that will be acceptable too. Speakers should use the same background on the day of their presentation as was used in their recording for continuity.

VIRTUAL BACKGROUND
HOW TO SET UP A VIRTUAL BACKGROUND ON ZOOM
Please follow these steps to set up the Zoom background:

  • Download the Zoom Client for Meetings if it is the first-time using Zoom. It can be downloaded at Download Center – Zoom
  • Save the virtual background image in an easy to find location on your computer.
  • In the bottom left-hand corner of the Zoom app screen, a Start Video button appears with a little ? next to it. Click on the ? and select “Choose a Virtual Background”.
  • A settings screen will open.
  • Below the video a + appears. Click on the + and select add image.
  • Browse the computer and select the image where it was saved. Then click open.
  • The background image should now be under the virtual backgrounds. Select it.
  • If you have a green screen, please click on the box that says, “I have a green screen” at the bottom and unclick the box that says, “mirror my video”.
  • Close the settings box and the background will now be set.
Helpful Tips for Presenters

Choose a space where your face can be seen clearly, but the lighting is not too harsh. Avoid sitting directly in front of a window or bright light.

Try to look directly at the webcam and not the laptop screen, this will help to engage the audience. A piece of paper or a book can be used to block your screen if you find the image on screen distracting. Position yourself so that your head and shoulders are visible, with a small space above your head at the top of the frame.

Sitting in front of a cleared wall eliminates the risk of others in the room walking behind you and helps keep the focus on you, not your surroundings. Using a Zoom background also provides the additional privacy.

Using an external microphone rather than the microphone on the laptop, tablet or mobile phone will help ensure your sound is crisp and clear. Where possible eliminate ambient noise by shutting the windows and door, turning off email notifications, silencing mobile phones and any other programmes that make a noise.

If you prefer to sit, the best option is a dining chair or something else static rather than an office chair as this will help to reduce unnecessary, distracting movements. Armchairs or sofas often cause people to recline or slouch, so please make sure to sit up straight – planting both feet firmly on the ground can help create good posture. If you prefer to stand, ensure the camera is at, or just above, eye level and frames your head, shoulders, and upper body. Remember to stay in shot and try not to move around too much, sway from foot to foot or fidget.

Poor internet connection can lead to image freezing, poor sound and even complete loss of audio and video. We recommend that if you have noticed issues on Zoom meetings in the past, consider connecting directly to the WiFi with an ethernet cable, or if your mobile phone network signal is good, tether your phone to use as a mobile hotspot.

Remember to take note of the clothing you are wearing during your recording and wear the same clothing during your presentation time.