Hello, HighEdWeb 2021 presenters!
Thank you again for sharing your knowledge and experience with the HighEdWeb community at our conference this year. Here are some more details and specifics to help you prepare for this year’s online event.
We are asking all presenters to prepare a pre-recorded video of their presentation this year, and to share your video with us by Tuesday, August 31. Each video should feature your presentation slides and also yourself speaking as you deliver your presentation. Think side-by-side or picture-in-picture.
Just an Example:
For all presenters
- Your video should be recorded in high-definition, at least 720p. Most current laptop webcams can record in 720p.
- Videos should be recorded in a horizontal, 16×9 aspect ratio (1920×1080 preferred). Be sure to check your display settings and the setting on your presentation software.
- Acceptable file formats: MP4, MOV, MWV.
- Using an external microphone is ideal and will provide a higher quality recording.
- Keep the microphone close to you while recording, but out of camera view, if possible.
- A headset is OK to wear if necessary.
- Record in a quiet location.
- Speak slowly and clearly. Do your best to speak normally and conversationally as if presenting live to an active audience. Speaking slowly helps to keep you calm and focused as a presenter, and also helps attendees to follow along with your ideas.
- If you include any graphics or visual information in your slides—graphs and charts, screenshots, even funny gifs of memes—try to remember to briefly describe the visuals on your slides. This helps to make your presentation more accessible to all attendees.
- Leave an area at the bottom of your slides clear of important content. There will be captions that appear along the bottom of your video, and leaving some space clear on your presentation slides will help make your presentation and the captions easier to follow.
- Please use WeTransfer, a free file transfer service, to send your video files to us. Send them to the program committee at email@example.com.
Details for each presentation type
Here are some more specifics about how each type of presentation format will work during the conference.
45-minute track session
- Your pre-recorded video should be 30-40 minutes long.
- Attendees will watch your presentation during your slot in the schedule. While they view the video they can chat with each other and with you using the conference's chat feature.
- After the video concludes, you will be on camera for a live Q&A session, answering questions submitted by attendees for 5-15 minutes.
- Your pre-recorded video should be 3-5 minutes long.
- Your video should include you speaking about your poster topic, along with slides or other graphics that visualize your presentation.
- Attendees will "visit" each poster video that interests them during the Monday poster session, will view each video in their own time, and will chat with you in the conference chat feature.
- For the poster sessions, there is no live, on-camera Q&A.
- Your pre-recorded video should be 7-10 minutes long.
- The lighting talks will be played for the conference audience back-to-back during the Monday morning session.
- During the lightning talks, attendees can chat with you in the conference chat feature.
- For the lightning talk presenters, there is no live, on-camera Q&A.
Creating your presentation videos: Some step-by-steps
There are several tools you can use to record your presentation video. Here are some step-by-steps for some of the most popular. If you have access to other technologies that will allow you to create the type of presentation video we need, that’s also fine.
Create your presentation video in Zoom
- Open your Zoom desktop client
- Click on the gear icon in the top corner below your profile to access your settings.
- From the left-hand menu, choose “Recordings.”
- Check the box for the option “Record video during screen sharing.”
- For a split screen where your webcam recording is next to your slides, check the box for the option “Place video next to the shared screen in the recording.” If you prefer to have your webcam video slightly larger and overlapping the top right corner, leave this option unchecked.
- Click “New meeting” to start a new meeting.
- Join with computer audio and video.
- Open your presentation file in new window.
- Back in Zoom, click on “Share Screen” from the bottom toolbar.
- Choose the window that contains your presentation file.
- Begin your presentation in full-screen mode.
- Hover over the top “You are screen sharing” menu in Zoom and click on the “More…” icon.
- Select “Record” from the “More” dropdown.
- The red Record icon will appear in the “You are screen sharing” menu.
- Deliver your presentation.
- When you are finished, hover over the “You are screen sharing” menu again and click “Stop Recording” under the “More” dropdown.
- Click “Stop Share.”
- Click “End Meeting.”
- After you end the meeting you should see a “Convert meeting recording” message and progress bar.
- Your recording is converted to an MP4 and is saved locally to the location in your Zoom settings under “Recordings.”
Create your presentation video in PowerPoint
If you are using PowerPoint 365, you can record your presentation along with your webcam directly in PowerPoint. This excellent video tutorial walks you through the steps.
- Open your PowerPoint presentation.
- Choose the “Record Slide Show” option under the “Slide Show” menu.
- If you have a webcam, PowerPoint should automatically detect it.
- Use the “Settings” menu in the top right corner to choose your audio and video sources.
- Click the “Record” icon in the top left corner to begin your recording.
- Deliver your presentation.
- When you are finished, click “Stop.”
- Press Esc to return to your presentation file.
- On each slide, you can position or crop your webcam video within the slide using the “Video Format” tools, or dragging and dropping.
- When you are finished, click on “File” and choose “Export” then select “Create Video.”
Create your presentation in Keynote and Quicktime
For Mac users, it’s possible to create a recording in Quicktime player that captures both your Keynote slides on your screen and your webcam. See this video tutorial for a step-by-step.
Create your presentation video in Google Chrome extensions
If you are using Google Slides or other browser-based presentation software, you can use screen capture extensions in Google Chrome – like Screencastify or Awesome Screenshot or Screencast-o-matic – to create videos of your presentation that also capture your webcam video. To record longer videos, you need to upgrade from the free versions of these tools; costs range from $2 to $4 a month or $50 a year.
Tips for looking good on video
When it comes time to record yourself giving your presentation, here are a few tips for looking and sounding good.
- Sit in a well-lit area, with natural light sources preferred over artificial light.
- Keep the light source in front of you, and not behind or above you.
- Position your computer so that you are just barely an arm’s length away from the screen.
- Position your computer so that your webcam is at eye level, rather than having to look up or down at the camera. You may try taping notes or the photo of a loved one/pet by the webcam to help with eye contact.
- Check out this tutorial for more tips about self-recorded video.
For your presentation video, don’t worry about providing transcripts, subtitles, or captions. We’ll add captions to each presentation video.
If you would like someone to review your presentation with you—to ensure your materials are accessible and inclusive, or for a technical review, or just for some helpful feedback—please contact firstname.lastname@example.org.
Please consider these accessibility best practices when designing your presentation slides and recording your videos.
- Please leave a small amount of space along the bottom of your slides clear; this will help ensure that captions are easy to read.
- Keep in mind that at this online event, audience members will be viewing presentation materials on a wide array of personal devices, from high-definition monitors to tablets or phones.
- Check your type and background colors for a nice contrast. Choose bold over subtle. Use this Color Contrast Checker to verify your color sections.
- Make sure your font size is large, and be aware of the amount of type you are placing on a single slide. Choose simple, short, and large type size over complex, long, and small type size. Fonts like Calibri and Calibri Light (defaults) are easier to read than more elaborate fonts.
- When using images on your slides to illustrate your point, include a reference to or description of the image while you are speaking, so those with low vision or those who aren’t able to view your slides will still understand the substance of your point.
- In your videos, please don’t use any video tools that speed up your speech. (Think: listening to podcasts at 1.5x speed, for example.) This can make videos difficult to caption and also make speech patterns difficult to grasp. So, please record at your natural speed.
More resources on accessible conference presentations
- Web Accessibility Initiative: How to make your conference presentations accessible to all
- Smashing Magazine: Inclusive design for accessible presentations
Words are powerful. They’re how we tell stories, entrust each other with knowledge, reach out and let our feelings be felt, and are touched by those of other people in turn. Even at the best of times, with the best of intentions, it’s possible to heavily impact others harmfully with our choices in words.
There is a lot of harmful language ingrained in the way we speak. Popular terms and phrases may have an origin or make a reference that you are unaware of. HighEdWeb promotes inclusion and kindly asks that you be mindful of the words you use during your presentation. Language that may not seem harmful to you, can be to others. Harmful language can be perceived as harassment, which is a code of conduct violation. Please work to avoid language that is harmful to people with disabilities, language of a sexual nature, language that leverages racism, or gendered language.
When creating your presentation slides and delivering your presentation, look for examples of language that may exclude folks, and then look for a more inclusive alternative.
- “…we couldn’t just ask the web guy to do it…” VS “…we couldn’t just ask the web person to do it…”
- “…we were going into the project totally blind…” VS “…we were going into the project with no information whatsoever…”
- “…our first designs were so lame…” VS “…our first designs were really awful…”
Industry jargon and technical acronyms are often appropriate and necessary in a HighEdWeb presentation, but be sure to include an opportunity to quickly explain or describe the term for those in the audience who are not already familiar.
Keep in mind that during the conference, attendees will be participating from all over the world. Be careful not to assume knowledge of United States or North American laws, or to assume that everyone is in the same time zone.
It’s fine to include an in-joke or pop culture reference in your presentation, but think about the folks in the audience who are not in on the joke. Let those who get the reference have a laugh, but also include an explanation or some context to bring new people in, rather than leave them feeling left out.
Language both reflects and reinforces our assumptions, biases, and stereotypes. We will all make mistakes sometimes. If someone calls your attention to some language choices in your presentation, take a moment to thank them for letting you know and to think about how you could improve your presentation style or content going forward in a way that may remove those barriers.
More resources on inclusive language and conference presentations
- Hubspot: How to use and promote inclusive language at your organization
- Association for Experimental Education: Inclusive and accessible virtual presentations
- American College Personnel Association: Inclusive language for presenters
- National Center on Disability and Journalism: Disability Language Style Guide
Need a mic? Here are some good ones.
Sometimes the mic built into your webcam/PC just doesn’t cut it. Consider these: