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Canadian Public Health Association

Presenter Technical Guidelines

Workshops
Oral presentations
Poster presentations 

SYMPOSIUMS 

Symposiums are 60 minutes. Following an introduction by the session moderator, speakers can present (live or pre-recorded presentations are played) for a maximum of 40 minutes. During the remaining 20 minutes, speakers take part in a live discussion and moderated Q&A.  

Questions are submitted via a chat function and the moderator will select and read participant questions and prompt the appropriate panelist to answer. Moderators will need to connect to two platforms: Zoom interface to present and Slido to view participant questions. Slido instructions will be sent in an email in advance of the conference.

Live sessions are recorded and available online for one year after the conference. When creating presentation material, speakers must ensure content is free from sensitive or confidential information. 

Live Polling
If you plan to use live polling, session speakers and the moderator will be granted access to Slido to program live polling questions.

Questions should be programmed by Friday 1 October. If necessary, questions can be programmed and/or updated during the live session. 

Session agenda
The session will be run by an audio visual technician. Speakers will complete a session agenda that outlines the order of the presentations. 

Symposium Presentation Options

Option1: Live Presentations

  • Speakers can screen share or upload a PowerPoint or Keynote file in advance.
  • During the session, speakers will be given access to a virtual cue to advance slides during the presentation. 

Option 2: Pre-recorded Presentations

  • Each speaker can prepare and upload a unique presentation or, it can be multiple presentations per session.
  • Review the comprehensive recording instructions to pre-record your presentation.
    • Presenters can use Zoom to record their audio and video synced to your presentation
    • PowerPoint or Keynote can be used to record audio only.
    • Presentations must be saved as an MP4 file.
  • Use as quiet area and ensure your microphone is close your mouth. Avoid using the built-in microphone on your computer.
  • Do a test recording and review the final presentation for sound and picture quality.

All pre-recorded presentations and files must be submitted by noon EDT Friday 1 October.

Workshops

Workshops are 60 minutes and generate lively interactions between speakers and participants. A minimum of two (2) of the following audience engagement strategies must be included as part of the session structure. 

  • Live polling
  • Breakout rooms for group discussion
  • Large facilitated group discussion
  • Facilitated Q&A

Questions are submitted via a chat function and the session moderator will select and read participant questions and prompt the appropriate panelist to answer. Session moderators will need to connect to two platforms: Zoom interface to present and Slido to view participant questions. 

Live sessions are recorded and available online for one year after the conference. When creating presentation material, speakers must ensure content is free from sensitive or confidential information. 

Live Polling
If you plan to use live polling, session speakers and the moderator will be granted access to Slido to program live polling questions.

Questions should be programmed by Friday 1 October. If necessary, questions can be programmed and/or updated during the live session.

Session agenda
The session will be run by an audio visual technician. Speakers will complete a session agenda that outlines the order of the presentations. 

Workshop Presentation Options

As workshops are developed to be highly interactive, we highly encourage all presentations to be live. 

Option1: Live Presentations

  • Speakers can screen share or upload a PowerPoint or Keynote file in advance.
  • During the live session, speakers will be given access to a virtual cue to advance slides during the presentation.  

Option 2: Pre-recorded Presentations
If necessary, and, will not detract from participant interaction, speakers may choose to pre-record presentations.

  • Each speaker can prepare and upload a unique presentation or, it can be multiple presentations per session.
  • Review the comprehensive recording instructions to pre-record your presentation.
    • Presenters can use Zoom to record their audio and video synced to the presentation
    • PowerPoint or Keynote can be used to record audio only.
    • Presentations must be saved as an MP4 file.
  • Use as quiet area and ensure your microphone is close your mouth. Avoid using the built-in microphone on your computer.
  • Do a test recording and review the final presentation for sound and picture quality.

All pre-recorded presentations and files must be submitted by noon EDT Friday 1 October.

ORAL PRESENTATIONS

Live Oral Presentations are 60 minutes in length and each session has seven (7) presenters. Following an introduction by the session moderator, the pre-recorded presentation for each speaker are played in succession. During the remaining session time, presenters will take part in a live moderated Q&A with participants.

Required Presentations

Presentation 1: Five (5) minute (maximum) pre-recorded presentation

  • As presentation time is limited, only one speaker per abstract can be designated to answer questions.

Presentation 2: Ten (10) minute (maximum) presentation

  • 10-minute presentations are available once the virtual platform opens on Friday 1 October. Registered participants will be encouraged to view the presentations in advance of the live session.
  • Multiple speakers can be included on the recording
  • Presentations will be available in the Presentation Gallery to registered participants for one year.

Recording Instructions

  • Review the comprehensive recording instructions to pre-record your presentation.
    • Speakers can use Zoom to record their audio and video synced to the presentation
    • PowerPoint or Keynote can be used to record audio only.
  • Presentations must be saved as an MP4 file.
  • Use as quiet area and ensure your microphone is close your mouth. Avoid using the built-in microphone on your computer.
  • Do a test recording and review the final presentation for sound and picture quality.

All presentations and files must be submitted by 17:00 EDT Tuesday 28 September. 
Upload instructions will be emailed to presenting authors.
 

    poster presentations

    Digital posters are presented on Thursday 7 October or Friday 8 October from 13:10 - 14:15. Your presentation date and upload instructions will be e-mailed to presenters in advance of the conference. 

    During these highly interactive sessions, participants connect with speakers to view the digital poster presentations, ask questions and exchange ideas. On the day of your presentation, you must be available from 13:15-14:00 and be prepared to speak in six unique presentation blocks:

    1.  13:20 - 13:26

    2.  13:27 - 13:33

    3.  13:34 - 13:40

    4.  13:41 - 13:47

    5.  13:48 - 13:54

    6.  13:55 - 14:01

    Live Presentations

    During each presentation block, participants will join you in a video chat room where you will give a brief oral presentation (3 minute maximum) followed by a 3-minute discussion period. You MUST keep track of time and ensure that you start and end your presentations at the designated times. Notifications will be sent 30 seconds before a presentation should end.

    Unless turned off by participants, microphones are enabled during the presentation. As the presenter, you can mute the participant microphones. 

    Presenters have access to a number of interactive tools:

    • Grant up to 30 participants access to your presentation
    • Screen sharing 
    • Create and implement live polling and show results 
    • Post questions in the discussion forum 

    When visiting your presentation, participants will be able to:

    • Request to join 
    • Ask questions verbally or post in the Q&A box 
    • Interact with the presenter and other participants in the Discussion Forum
    • Participate in live polling
    • View the PDF and pre-recorded presentation

    Required Presentations

    Presentation 1: Three (3) slide maximum PDF

    • 1-3 slide digital poster presentation focusing on the key findings of your work. 
    • You will screen share this file during the 3-minute presentation with participants
    • Watch this instructional video to familiarize yourself with the platform and prepare for your presentation. Presentations are not recorded.

    Presentation 2: Ten (10) minute maximum pre-recorded presentations OR electronic poster (PDF)

    • 10-minute pre-recorded presentations and PDF posters are available to participants as of Friday 1 October. 
    • This file must be submitted by 17:00 EDT Tuesday 28 September.
    • PDF files must be 5MB or smaller.
    • Registered participants will be encouraged to view these files in advance of the live session.
    • Presentations will be available in the Presentation Gallery to registered participants for one year.

    Recording Instructions

    • Review the comprehensive recording instructions to pre-record your presentation.
    • Speakers can use Zoom to record their audio and video synced to the presentation
    • PowerPoint or Keynote can be used to record audio only.
    • Presentations must be saved as an MP4 file.
    • Do a test recording and review the final presentation for sound and picture quality.

    Upload instructions will be emailed to presenting authors. 

    HAVE QUESTIONS

    Contact us at conference@cpha.ca or 613-725-3769, extension 126.