Thank you for your willingness to present virtually at the Global Conference on Sustainability in Higher Education. We could not do this without you! And don’t worry – we’re here to help you in any way we can. Below you can find information on how to record your session, tips and tricks to ensure it’s the best presentation, and answers to some common questions or concerns. If you still have questions or would like to chat with an AASHE staff person, sign up to attend one of our Presenter Training sessions (or watch the recordings) or send an email to education@aashe.org

Description

These pre-recorded presentations are up to 45-minutes in length and typically include presenters from one or two institutions who share research findings, case studies and experiences about a specific topic. They are available for viewing at any time throughout the conference.

Key Responsibilities 

  • Attend the live training hosted by AASHE staff on creating pre-recorded content (or watch the recording).
  • Create your pre-recorded content (following the guidelines below) and upload it to AASHE by Sept. 17, 2021. 
  • Check back daily during the live portion of the conference (Oct. 12-14) and every few days during the on-demand time (Oct. 15 – Dec. 31) to respond to any questions or chat messages submitted by on-demand viewers.
  • Plan Your Presentation
    Develop Your Session

    • Use AASHE’s Get Interactive resource to design your session.
    • Review your goals for the session and develop your presentation around them.
    • Decide on a format that would best support these goals: debate, interview, short individual presentation, case study presentation, etc.
    • Build your session taking into account your time limitation and best practices for online engagement. On-Demand Sessions should utilize their full 45-minutes (it’s okay if your session is a little longer or shorter).
    • Practice your planned scenario at least once or twice to make sure the session flows well and addresses your goals.

    Make Your Presentation Engaging

    • Include videos of your institution to illustrate points in your presentation
    • Interview students, faculty or staff on campus
    • Ask questions of the audience so they can respond in chat while watching the recording. You will be able to respond in the chat asynchronously throughout the conference (Oct. 12-14) and the on-demand time (Oct. 15-Dec. 31) to their comments.

    Prepare Your Slides

    • Slides should be widescreen format 16:9.
    • Download the GCSHE Slide Templates and enter your title and presenter(s) information in the spaces provided.
    • As you draft your slides, if you are the only presenter on your presentation, be aware that a small window featuring your webcam video will be overlaid on the top right of your slide. Avoid putting key information in the top right-hand corner of your slides. If multiple presenters are included, the entire right side of the slide will be covered by the webcams.
    • Minimize the amount of text on slides.
    • Describe and read everything on your slide. This will help people who are blind or have limited vision understand what is on the slide.
    • Using PowerPoint or Google Slides, you can turn on live transcriptions to create captioning of your spoken word. Live transcriptions of your words help accommodate individuals in the audience who may be deaf or hard of hearing.

    Present with Others?

    • Combine your slide decks
    • Confirm who will be screen sharing and advancing slides
    • Write up a short timeline of who will be speaking when to avoid presenters speaking over one another

    Be Mindful of Your Language

    • Practice using gender-inclusive language (e.g., instead of terms like “ladies and gentlemen” or “hi guys”, consider “folks”, “everyone”). Learn more.
    • Avoid generalizations and stereotypes.
    • Avoid using jargon, idioms and acronyms, and if you do, explain what they mean in plain language. Keep in mind that your presentation may be watched by people from all around the world and avoid expressions that may not be understood by all members of the audience.
    • Offer verbal or written notice (in your session description) before sharing potentially sensitive content – these allow participants to prepare themselves to engage or disengage for their own wellbeing.

  • Prepare to Record
    Recording Tools

    • Recommended software:
      • Zoom (free), Camtasia, Go to Meeting, other meetings- or webinar-based platforms with recording capabilities
    • Recommended hardware:
      • Earbuds with built-in microphone or USB microphone (recommended). Avoid cell phones and speakerphones. 
      • Hardwired internet connection
      • Webcam (internal or external)

    Video Format Requirements

    • Accepted file formats: MP4, MOV, WMV, AVI and FLV
    • Maximum video file size: 2Gb
      • Smaller file sizes are recommended as the file will upload faster for you and playback will be much smoother for your audience.  A 60-minute presentation recording will typically be around 900 megabytes, more if it includes capturing a webcam or motion video.

    Prepare your Space

    • Background:
      • Ensure your background is visually appealing and not too distracting. A plant or two in the background allows for visual appeal without being distracting. Scan behind you to ensure there aren’t any books, posters, or decorations you would prefer not to share with the GCSHE audience. The more visual clutter or movement that is behind you, the more likely your video recording quality will be poor or a much larger file size.
    • Lighting:
      • Ensure your face is well lit. Natural light from a window is preferred, but you can also move lamps behind your webcam to brighten up your face. Avoid having the only light source come from one side of your face.
    • Height:
      • Make sure your webcam is at eye level. This makes it feel like you’re making eye contact with the audience and keeps them from looking up at your nose. You can raise your laptop up on books or boxes. Tape a picture of a beloved family member or pet next to your webcam to remind you to smile when you look in the camera. Frame your full head and shoulders in the camera picture. The bottom of the video frame should come to the middle of your chest.
    • Noise:
      • Pick your presentation spot carefully, where you will not be interrupted by family, friends or pets. Mute all cell phones, doorbell alarms, and notifications on your computer such as email chimes or meeting reminders. Close the door to your recording space.

    Wardrobe

    • Choose attire that you would wear if you were attending an in-person conference. Plain-colored shirts and pants are optimal; tight patterns or stripes may not display well on screens. Avoid bright white or black tops as they mess up lighting. 
    • Wear clothing that is the opposite of your background’s tone. Your webcam will work best if it can find a good contrast between you and your background.

    Test & Practice

    • Record a short rehearsal to test your audio and video. Review the recording and make sure you are happy with how you look and sound. After viewing the result, make any adjustments to the microphone or video settings as needed.
    • Do a content rehearsal to practice your presentation and to test your run time. 
    • Work with your recording platform to find a layout that allows you to share your screen/slides while still showing the presenters on the webcam.
    • If presenting with multiple speakers, ensure everyone knows how to mute their microphone when they’re not speaking to minimize background noise.
    • Take one last look at your webcam view to make sure you look your best.
    • Take a few deep breaths and have fun!

  • Upload Your Materials

    • If there are multiple presenters, confirm who will upload the file.
    • Be sure your video file name includes your session title.
    • Confirm you have all appropriate permissions to share all elements of your recording.

    Upload your recording before September 17, 2021.

  • Recording Assistance
    You are welcome to use any recording software to record your presentation as long as the resulting recording is compatible with our technical requirements (see Prepare to Record->Video format requirements above). AASHE recommends the use of Zoom and will be able to offer some technical support if you use this software for recording. If you choose to utilize another platform, AASHE will not be able to provide technical support. 

    Here are some platforms that have the ability to record a presentation.

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