FORGE 2022: Speaker guidance

Presentation format

Please refer to the conference program for the exact slot of your presentation. This can be found at https://eventforge.co.uk/program/

  • Invited speakers will have 25 minutes for presentation, plus five minutes to answer questions.
  • Student and industry speakers will have 15 minutes for presentation, plus five minutes to answer questions.
  • Poster presenters will have three minutes to deliver an elevator pitch on their poster.

Instructions for in-person presentations

The following guidelines are for in-person, oral presentations. Instructions for Remote Presenters can be found below. Instructions for Poster Presentations are provided here >>

Session format and speaker guidelines

  • Please arrive at the venue no later than 8:30am, in order to familiar yourself with the venue, the room that will host your talk, and meet the organizers.
  • If you are unable to attend the FORGE in-person, you can present remotely. More detail can be found in the section: Remote presentations
  • All session speakers are requested to take their designated seats in the front row before the session begins.
  • Each session will start with a short introduction delivered by the session Chair or moderator who will also give the floor to each of the speakers, following their order as indicated in the program.
  • The designated time includes the presentation and an additional 5 minutes for questions. A timekeeper will attend each session and indicate when you need to bring your presentation to a close and take questions. The timekeeper has the right to interrupt the presentation if the speaker has extended their allocated time.

Technical specifications

  • Presenter mode will not be available during your presentation.
  • Each conference room will be equipped with a projector, screen, laptop computer and stand-alone microphone for your use. Some conference rooms will have lecterns. Technical support will be provided.
  • Note: it is the presenter’s responsibility to follow all copyright and fair use guidelines.
  • Slides should be prepared in Microsoft PowerPoint format and the aspect ratio of your presentation should be 16:9.
  • Please note that macros should not be used, and flash-animations and Prezi Presentations are not supported.
  • Please send your PowerPoint presentation to info@eventforge.co.uk by March 18 2022.
  • Please specify the file name as “conference-year_track_surname”, e.g. FORGE2022_Designing_Lange.ppt.
  • It is advised that all speakers bring a back-up of their PowerPoint presentations on a memory stick.

Addition instructions for remote presentations

The following guidelines are for oral presentations that cannot be delivered live and in-person. 

To make The FORGE 2022 run as smoothly as possible we are asking all presenters that cannot attend in person to pre-recorded their talk. This will be played in the venue and streamed on our hybrid event platform.We ask you to submit your recording to info@eventforge.co.uk no later than March 18 2022.

Please note your presentation time and duration, which can be found online at https://eventforge.co.uk/program/.

Presentations that run over may be rejected, so please pay close attention to the timing: practice, practice, practice.

Top Tips

Use a microphone – if you have one
Whichever option you choose for your recording, the single most important factor of recording a good video is the audio quality. People will watch a grainy video, but a high definition video where the audience has to struggle to hear what’s being said is big turn off, literally.

Use an earphone and speaker set if you have one. If not, make sure you are close to your recording device and face the camera while you speak.

Eliminate ambient noise
Make sure windows are closed to shut out external sounds, like traffic and birdsong. Ensure your phone is switched off or on silent and set your computer status to Do Not Disturb. This will prevent interruptions and notifications popping up during the recording.

Lighting
The best approach is to have your light source behind the camera to light up your face. If the lights or windows are behind you, they’ll mess with the light levels on your video. For the same reason, don’t stand directly under a spotlight.

Background
White walls are fine, but it’s okay to have something innocuous but discernible in the background. Don’t be afraid to show your natural environment e.g. bookcases, plants, painting – as long as they are not too distracting and make sure that there are no personal items, like photos.

Framing – avoid putting yourself dead center
You may want to be the center of attention, but don’t put yourself bang in the center of your video. It’s a neuroscientific thing, but basically, you want to be slightly off center to the left or right, rather than directly in the middle of the frame.

Camera height – don’t show the inside of your nostrils
The camera height can be dead center – just be careful of the angle. The lens should either be directly level or be pointing ever so slightly downwards towards your face.

Submitting your recording

Please rename the files with the “conference-year_track_surname”, ensuring to include underscores. For example, Steve Smith’s presentation has been assigned to the Making track, consequently he should rename his recording as follows:

  •  FORGE2022_Making_Smithmp4.

Submit you file using a file transfer service such as WeTransfer.com
Please send your file to info@eventforge.co.uk no later than 18 March 2022.

Recording & saving your presentation

There are several options for recording your presentation. To record yourself delivering your presentation with slides, we recommend you use Microsoft PowerPoint. Of course, there are other options and the most important thing is to use a system that you feel comfortable with.

We strongly recommend you record using a laptop or desk top PC, rather than a mobile device. More presentation tips can be found below.

Recording in PowerPoint – Recommended

The latest version of PowerPoint has an in-built recorder to let you record your presentation with narration and a camera input so that you can record yourself delivering the presentation (see Figure 1). This means we can see you deliver your presentation, which really adds human touch and will help bring your words to life.

You can find comprehensive instructions on how to record in PowerPoint here.
Once your recording is complete, you must save it as an mp4 file in order to submit it to the FORGE team. Saving a PowerPoint file as a video can greatly increase the file size, so please compress images in the presentation prior to recording (NOTE: only compress image if it’s possible to do so without making them ‘fuzzy’).

Recording in Microsoft Teams

You can set up and record a Teams meeting – the university of Reading provides a great overview of how to do this Microsoft Teams: Making a recording.
The recording will be saved in Stream. You will need to download the file from Stream in order to submit it to the FORGE team.

Recording in Zoom

You can also use the free Zoom client to record your presentations. If you have not already done so, you will need to register with Zoom and download the Zoom client
Follow Zoom’s user guidance to enable a ‘Local Recording’.

Use a microphone – if you have one
Whichever option you choose for your recording, the single most important factor of recording a good video is the audio quality. People will watch a grainy video, but a high definition video where the audience has to struggle to hear what’s being said is big turn off, literally.

Use an earphone and speaker set if you have one. If not, make sure you are close to your recording device and face the camera while you speak.

Eliminate ambient noise
Make sure windows are closed to shut out external sounds, like traffic and birdsong. Ensure your phone is switched off or on silent and set your computer status to Do Not Disturb. This will prevent interruptions and notifications popping up during the recording.

Lighting
The best approach is to have your light source behind the camera to light up your face. If the lights or windows are behind you, they’ll mess with the light levels on your video. For the same reason, don’t stand directly under a spotlight.

Background
White walls are fine, but it’s okay to have something innocuous but discernible in the background. Don’t be afraid to show your natural environment e.g. bookcases, plants, painting – as long as they are not too distracting and make sure that there are no personal items, like photos.

Framing – avoid putting yourself dead center
You may want to be the center of attention, but don’t put yourself bang in the center of your video. It’s a neuroscientific thing, but basically, you want to be slightly off center to the left or right, rather than directly in the middle of the frame.

Camera height – don’t show the inside of your nostrils
The camera height can be dead center – just be careful of the angle. The lens should either be directly level or be pointing ever so slightly downwards towards your face.

Please rename the files with the “conference-year_track_surname”, ensuring to include underscores. For example, Steve Smith’s presentation has been assigned to the Making track, consequently he should rename his recording as follows:

  •  FORGE2022_Making_Smithmp4

 

Submit you file using a file transfer service such as WeTransfer.com

Please send your file to info@eventforge.co.uk no later than 18 March 2022.