Instructions for “Pre-Recorded” Presentations

IF you are a presenter of a pre-recorded presentation, please follow the below guidelines to prepare your presentation.

You may EITHER record your presentation yourself and send us OR get IT support to record your presentation.

DEADLINE TO FINALIZE YOUR PRE-RECORDED PRESENTATION: AUGUST 7, 2020
Independent from your method of pre-recording (self recording or using IT support), please make sure to complete your pre-recording presentation before this deadline.

FOR RECORDING YOUR PRESENTATION YOURSELF
AND SENDING US VIA EMAIL

Please follow the below guidelines, only if you prefer to record your presentation yourself without getting IT support.

1. Before starting to record your presentation, please make sure that you have:

a. your headset/headphone with microphone connected to your computer is highly recommended to get the best quality:

Alternatively, you can use the internal microphone of your computer (which is not recommended for audio quality).

b. a functional webcam to capture your view at the corner of your presentation. The internal webcams of computers are fine to use. If you wish not to have your visual to appear during your presentation, it is ok not to use the webcam.

c. a stable internet connection with high upload speed. We recommend using wired internet if possible. 4G should not be used. You may check your internet speed by performing an Internet speed test online: https://www.speedtest.net/. Your upload speed should ideally be above 8Mbps in order to avoid slow-speed issues.

d. a quiet environment surrounding you during the entire recording appointment to avoid any sound interferes to the presentation (e.g. barking dog, phone ring, etc).

e. the light is arranged. We recommend to get the light across your face in order to avoid to be left in darkness during your presentation.

f. your background is tidy and nice. It is NOT recommended to use artificial backgrounds as they fade / move with your movements or even with slight air flow.

g. your power point presentation is ready and opened at your computer.

2. Make sure that your microphone is configured inside your audio computer settings

3. For each slide you will need to record a separated audio file that will only contain information about each slide. In order to record the audio file, please do the following:
a. Click on Insert >> Audio >> Record Audio:

b. Click on the record button:

c. Please start recording your voice.

d. When finished, please click on the stop button:

e. Please playback the recording and check that everything is alright. If you don’t hear anything, please check again your microphone:

f. If you are happy with the recording, please click on “OK”:

g. If you need to record again, please click on Cancel and start over from Step a.:

h. After clicking on “OK”, you will get a speaker icon:

i. To hide the speaker icon from your slide, please click on the
‘Speaker’ icon. A new ‘Playback’ menu will be opened on the right of the
upper menu. Click on ‘Playback’ and tick the box next to “Hide During Show”:

j. Repeat steps a-i for every slide on your oral presentation.

4. When you finish to record audio for all your slides, you need to export the presentation to a video file. Please click on File >> Export >> Create a Video:

a. Please don’t change anything and click on “Create Video”:

b. Choose a location on your computer and click on Save:

5. When the process is finished, please playback the entire recorded video (you will need to browse the video from the location where you saved it). If everything is alright, you are ready to send your video recording to us.

6. Due to the size of your video, using an online drive (e.g. wetransfer, google drive, one drive, dropbox, etc) is recommended for sending your video to us. Please use the e-mail address vguzel@kenes.com for sharing the link to your video recording with us.

FOR GETTING IT SUPPORT TO RECORD YOUR PRESENTATION
Please follow the below guidelines, only if you prefer to get IT support for recording your presentation.

THE VERY FIRST STEP IS TO SET A RECORDING SLOT.
You need to book an appointment with our IT technicians.

Please note that you are required to schedule a SEPARATE recording slot for each presentation that you will need to pre-record.

1. For booking your appointment, please click on the link: https://go.oncehub.com/ISEE2020

2. When you view the page, first you are required to confirm your time zone:

3. Choose your preferred date and time for recording your presentation:

4. Confirm your selection:

5. Please fill in your details.
You can get your presentation ID (abstract control number) and presentation name (abstract title) from the email that was sent to you.
Please make sure to write your e-mail correctly; the confirmation of your appointment will be sent to this e-mail address.

6. After completing the registration, you will see a confirmation page with your zoom link, this is the link for the virtual recording room:

7. You will also get a confirmation e-mail to the e-mail address that you indicated while filling in your details (if you cannot find it in your inbox, please also make sure to check your spam folder).

VERY IMPORTANT! If you need to change or cancel your booking, please use the link in the e-mail confirmation to do so:

MAKE SURE TO BE PREPARED BEFORE YOU ENTER THE VIRTUAL RECORDING ROOM BY THE TIME OF YOUR BOOKED APPOINTMENT

1. Please make sure that you have:

a. your headset/headphone with microphone connected to your computer is highly recommended to get the best quality:

Alternatively, you can use the internal microphone of your computer (which is not recommended for audio quality).

b. a functional webcam to capture your view at the corner of your presentation. The internal webcams of computers are fine to use. If you wish not to have your visual to appear during your presentation, it is ok not to use the webcam.

c. a stable internet connection with high upload speed. We recommend using wired internet if possible. 4G should not be used. You may check your internet speed by performing an Internet speed test online: https://www.speedtest.net/. Your upload speed should ideally be above 8Mbps in order to avoid slow-speed issues.

d. a quiet environment surrounding you during the entire recording appointment to avoid any sound interferes to the presentation (e.g. barking dog, phone ring, etc).

e. the light is arranged. We recommend to get the light across your face in order to avoid to be left in darkness during your presentation.

f. your background is tidy and nice. It is NOT recommended to use artificial backgrounds as they fade / move with your movements or even with slight air flow.

g. your power point presentation is ready and opened at your computer.

JOINING THE RECORDING SESSION

1. Please click on the link to join the session which has been sent you via e-mail after you booked your appointment for recording your presentation.
You will be prompted to download the zoom client, please install zoom on your computer:

2. The zoom client will start immediately after the installation:

3. Please enter your name and last name and click on “Join Meeting”:

4. Check your computer audio settings. Please click on “Test Speaker and Microphone”:

5. Test your Speaker. Make sure that you hear the sound. If you do, please click on “Yes”. If you do not hear the sound, please check that the correct speakers are chosen:

6. Test your microphone. Please speak to your microphone and make sure you hear yourself properly. If you do not hear anything, please check that you have chosen the correct microphone:

7. If you completed the test correctly, please click on “Join with Computer Audio”:

When you start talking, please make sure that your microphone is not muted (when you speak you will see a green indicator on the microphone icon in zoom):

Very important!
When someone else is talking please mute your microphone in order to prevent background noises:

8. Enable your video camera:

9. Share your screen by clicking on “Share Screen”:

Please make sure to have your presentation open as slide show before sharing your screen.

10. After clicking “Share Screen”, you will see the list of open documents at your computer. Find your power point presentation within them, click on it. And then click “Share”:

You are ready to start the recording of your presentation.

After you finish the recording, your recording will be saved directly on our system by our IT technicians.