What do to do before the workshop: oral presentations

ASAP

• Confirm your availability to present at the allocated time (the program can be viewed online or be downloaded as a PDF)
• Provide us with a contact phone number or other direct contact details, which we will only use to contact you in case we can't establish contact with you 10 minutes before your scheduled talk
• Send your 300-word abstract for publication on the website
• We aim for all recorded presentations to made available on our website for 2 weeks after the workshop. If you are comfortable with this, please sign and return the consent form.
• Register online

To prepare for your talk

• You will present your talk live-streamed, via Zoom (it is best if you have Zoom installed) and live-streamed through a single non-searchable YouTube link
• This means you will not be able to see any of your audience
• You can either use your computer's built-in speakers and microphone, or (probably better) a head-set
• You can share your slides by sharing your screen. If you are unfamiliar with how this works, feel free to contact us with more questions or to trial in advance.
• A workshop representative will also talk you through preparing your screen when you click on your Zoom link 15 minutes before your talk.
• Be aware that it is not usually possible to use ‘Presenter view’ in PowerPoint because the audience will be able to see exactly what you see (all of your notes etc.). If you wish to have notes, please have them printed or on a separate device
• You can play video or audio, but if you are wearing a headset you will need to remove this to ensure that the audio is audible. Try to avoid long videos as these may not play well over Zoom.
• Try to make the text visible and easy to read on a variety of screen sizes. We suggest a minimum of font size 28.
• Include a 'no-photos' logo where needed to signal that certain (or all) slides should not be screenshot by the audience. We will also replace these slides by a black screen before putting your recorded talk on our website.

By 13 August (one week before the workshop)

• Send your (preliminary) slides to help our AUSLAN interpreters, captioning service and chairs to prepare (these slides will not be published and will be deleted after the workshop)

48 hours before the workshop

• Install or upgrade Zoom to the latest version
• Please save the two Zoom urls (one for your talk and one for the 'Zoom foyer') that you will be emailed 48 hours before the workshop.

What to do on (and after) the day you present: oral presentations

To start your talk

• Please close any other windows and applications on your computer (this is especially important if you were watching the other presentations on the YouTube live-stream because you cannot have both running at the same time. You also want to avoid any sound notifications (e.g., email notifications etc.))
• Click on your assigned Zoom link 15 minutes before your scheduled talk (this will be emailed to you 48 hours before the workshop).
• You will be connected to a workshop representative who will run you through the set-up as well as test your sound and slides prior to connecting you through to the live-stream (you will NOT be visible to any of the audience during this time, you will only be visible to the workshop representative helping you set up)
• If you haven't joined Zoom 10 minutes before your scheduled talk we will contact you via the details you previously provided.
• Once you are set up, the workshop representative will let you know when you will go live.
• You should see and hear the person chairing your session (if you can't, you can message the workshop representative and these messages will not be visible to the audience).
• The Chair will introduce you and then hand over to you to speak.
• The workshop representative will be monitoring the Zoom the entire time, so if you experience any issues you can use the ‘chat’ function in Zoom or contact one of the workshop organisers via email or the phone number you were provided in your email.
• You can assume you are being heard fine—the workshop representative will let you know if there are any issues (in the chat that is not visible to the audience)
• The workshop representative will send you a message in the chat to let you know that you have 10-, 5- and 1-minute remaining.

Immediately after your talk

• The Chair will re-appear in the Zoom screen to thank you for your talk and run the Question time
• Please top sharing your screen (the workshop representative will remind you to do this) but stay on Zoom
• There will be a 10-minute Q&A with the chair of your session, who will ask you questions that have been asked by attendees (in the chat/email).
• You will be able to re-share your screen if needed.
• At the end of your this question time, the Chair will say farewell and then you will no longer be visible to the attendees, but only to the workshop representative.
• You should no longer see or hear the Chair and the workshop representative will let you know that you are no longer live.
• The workshop representative will answer any questions you have and direct you to the next url for you to click.
• If the session is still going, you click on the url for the YouTube live-stream to see the other talk.
• If the session has finished, you click on the url for the ‘Zoom foyer’ and you can be placed in a breakout room for informal conversation with smaller groups of attendees.

Within 24 hours after your talk

• Let us know if you withdraw the waiver to publish your presentation on our website, keeping in mind we will black out the slides with a 'no-photos' logo even if you have signed the waiver.

What to do before the workshop: poster presentations

ASAP

• Confirm your availability to present on Thursday 20 August at 15.45 (Australian Eastern Standard time) at the Q&A for poster presentations (the full program can be viewed online or be downloaded as a PDF)
• Provide us with a contact phone number or other direct contact details, which we will only use to contact you in case we can't establish contact with you 10 minutes before your scheduled talk
• We aim for all pre-recorded poster presentations to made available on our website for 2 weeks after the workshop. If you are comfortable with this, please sign and return the consent form.
• Register online

To prepare for your poster and pre-recorded poster presentations

• Prepare your poster as a slide
• Here is a video with instructions for preparing your poster and pre-recorded poster presentation
• Here is a PDF with a poster example with instructions for pre-recording your poster presentation

By 13 August (one week before the workshop)

• Send your pre-recorded poster presentation to help our AUSLAN interpreters and captioning service to prepare
• Install or upgrade Zoom to the latest version
• Please save the Zoom url for the 'Zoom foyer' that you will be emailed 48 hours before the workshop.
• You will be asked to join Zoom at this link for the Q&A with poster presenters.

What to do on (and after) the day you present: poster presentations

On the day

• Click on the Zoom Foyer url at 15.00 AEST on 20 August (i.e., 30 minutes before the Q&A with poster presenters starts).
• We will attempt to call you on the details you have provided if you have not joined the Zoom 20 minutes before the Q&A.
• You will be connected to a workshop representative who will run you through the set up, test your sound and visuals and assign you to a break-out room
• When the pre-recorded poster presentations have finished, you will be joined by a workshop representative for further discussion

Within 24 hours after your talk

• Let us know if you withdraw the waiver to publish your presentation on our website, keeping in mind we will black out the slides with a 'no-photos' logo even if you have signed the waiver.