Speaker Guide

This page contains training and resources for individuals participating in this year’s Virtual Meeting.  Click each tab for instructions and to learn more about how each of these programs will work in an Online Format.

Important Dates

Onboarding Session Due:  Oct 12

Presentations Due:  Oct 12

Event Begins:  Oct 22

Event Concludes:  Oct 23

Click Here to email Lisa Woodward, and begin the process of scheduling your 1-on-1 Session.

Click Here to submit your presentation video via Dropbox.

 

 

 

 

 


 

This year’s event will be held virtually on the online event platform Hopin.  To help with this transition, we’ve created a guide containing everything speakers will need to participate in this virtual event.

Presenter Requirements:

Presentations will mostly consist of a pre-recorded video of the presentation, followed by a live Q&A featuring the presenter.  As a presenter, you’ll need to:

  1. Attend a 1-on-1 onboarding session with an event producer
  2. Submit your presentation video (Due 10/12)
  3. Conduct a Live Q&A session via webcam, immediately following your presentation video

Required equipment:

To record your presentation and fully participate in the event, you’ll need:

  • Computer with internet access
  • Webcam (Built-in or External)
  • USB Microphone
  • Microsoft PowerPoint

If you have a laptop or webcam, it most likely has a built-in microphone, but we strongly recommend using an external USB Microphone if possible, as the difference in sound quality is substantial.

1-on-1 Onboarding Session:

To play your presentation at the conference, we’ll need you to create a video containing any slides with accompanying narration.  In your 1-on-1 onboarding session (held over a zoom call), one of our event producers will work with you to determine the best way to capture, record, and submit your presentation.

You’ll leave the session with a specific set of instructions based on your available equipment and the content of your presentation.

To setup your 1-on-1 Onboarding Session,  click here to email Lisa Woodward, and inform her you need to schedule a session.  She’ll work with you to find a time that works for both you and our production staff.

Submitting Your Presentation:

To submit your presentation, please use the Dropbox folder linked here.

Please note all presentations must be submitted by Monday, October 12th.

Day of Your Presentation:

The morning of your presentation, you’ll receive an emailed link to the presenter’s backstage Zoom Room.

The backstage is a temporary holding area that gives us a chance to make one final check on your video and audio before you hit the main stage.

We will communicate exact times, but expect to arrive backstage about 10-15 minutes before your presentation video ends.  We may also send you a text message or give you a call as your speaking time nears.

Once you’ve arrived in the backstage zoom room, we’ll give you a quick recap of how your Q&A Session will work, and answer any last minute questions you may have.

When your presentation video has ended, we’ll countdown from 3, then broadcast you to the main stage.

You’ll be accompanied on-stage by a moderator, who will feed you attendee questions pulled from the general chat.  Once there are no more questions, or when your presentation’s scheduled time concludes, the moderator will let you know so you can give your thanks and make your goodbyes, after which time we will stop the broadcast.

Quick Reference Guide (Troubleshooting Tips)

  • Join from a compatible browser. Hopin works best on Chrome or Firefox.  Pro tip: Make sure your browser is up to date.
  • Check your internet speed and network.  We recommend a minimum of 5mbps download and 2mbps upload. Ideally, we like to see 30mbps download and 10mbps upload or higher for the best quality – test your speed here
  • If you are using a VPN (network) or device provided by your employer, ensure your device can access and share your camera and microphone on.
  • Ensure you can access hopin.to. You may have to check with your IT department if using a device or network provided by your employer.
  • Restart your computer before joining the event. This ensures that there are no other video applications holding onto audio or video for any reason.
  • Please use headphones when participating on-screen.  This will help eliminate echo and feedback.

Reception Area

After logging into Hopin and entering the meeting, you’ll find yourself in the reception tab.  Check here for meeting information such as important announcements, and the day’s schedule.  From here, you’ll be able to jump to all of the meeting’s main areas.  You can also add any event from the schedule to your calendar with the push of a button.

 

Main Stage

The stage tab is where the majority of this year’s General Sessions will be held, and allows attendees to view presentation broadcasts, ask questions during live Q&A sessions, and participate in the group chat will other attendees.

 

Sessions

The Sessions tab is a collection of virtual chat rooms, where attendees can gather to attend break-out sessions, and partake in video, audio, or text based chat.

 

Networking

The networking tab allows attendees to participate in speed networking sessions, where members are randomly paired with other attendees for 3 minute video chat sessions.

 

Expo

The Expo tab will host on-demand content, such as event replays and leadership candidate information.  You’ll also be able to view this year’s Champions of Innovation finalists, along with Member Spotlights.

Looking and Sounding Your Best…Virtually

As long as you have access to a computer with a webcam and microphone, you have everything you need to present at this year’s meeting.  But to help you look and sound your best, here are a few tips and best practices we recommend when presenting online.

  • Make sure you setup in a private or quiet room, free from distractions, and with a reliable internet connection.
  • Avoid sitting in front of bright backgrounds (such as windows).  This can cause your camera to automatically dim the image, making you harder to see.  Instead, try and position a light source in front of you, so you are well lit, and the center of attention.
  • Speaking of backgrounds, remember that people can see what’s behind you.  Make sure what they can see is clean, and non-distracting.
  • If you’re not a fan of your real background, Click Here to download an official VAGM background.
  • Camera placement has a big impact on how you look during a video conference.  Position your camera or laptop screen on a sturdy surface (not your lap) with the camera around eye level.
  • Before appearing on camera, close any unnecessary windows, tabs or programs that you may have open on your computer.  It also may be a good idea to see if your computer has any pending updates a day or so before your presentation, just in case.
  • When presenting, sit up straight, speak clearly into your microphone, and try to avoid checking yourself out too much on the computer screen, keeping your eyes on the camera.

 

Contact Us

If you have any questions or run into any issues, click here to email us.

Hopin Guides/Info

 Equipment Recommendations

Communicating

There are multiple ways to chat and connect at this year’s Virtual Meeting:

  • Event chat — this tab shows the global event chat where all participants can post messages.
  • Session chat — each session in Sessions has its own chat room. Attendees who are off-camera can chat in the session chat to interact with people on camera and vice-versa.
  • Direct Messages — anyone can send messages to an individual at the meeting via DMs in the People tab. To send a DM, find the person you wish to chat with in the People tab, click their profile photo, and send a direct message to them.
  • Private Video Chat — When Viewing an attendee’s profile, you can invite them to a private video chat.  This will generate a link to a private video chatroom.