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For Online Speakers

I. TECHNICAL REQUIREMENTS

1. Recommend using a laptop or desktop PC, not a mobile device.

2. Check your internet connection.

Make sure you have a reliable, strong Internet connection (private wifi or internet cable is recommend). The minimum speed required is 10 - 15 Mbps. You can always check your internet speed at http://www.fast.com/.

3. Recommend to use an external microphone.

For the best audio experience, please use a headset, earbuds, or external USB microphone. This avoids background noise and echos.

4. Recommend to use an external webcam.

You can use the computer’s built-in webcam. However, we recommend using a high-definition external webcam. Laptop integrated webcams are not always high-definition and they can impact the quality of the image (position, light, focus…).

5. Download/ Update Zoom

The online presentation will be performed using Zoom Meeting platform. If you have not installed the Zoom app on the computer/laptop that you will be using for IWAMSN 2021, please download and install the 'Zoom Client for Meetings' Software from https://zoom.us/download. After download, run as administrator.

If you already were an experienced Zoom user, please ensure your app is ready and fully updated.

 

II. IMPORTANT TIPS

Your camera should be at eye level. If you are using the camera on your laptop, you can stack a few books under your computer to raise the level of the camera up.

Always adjust the angle of the camera to place yourself both horizontally and vertically in the center. An ideal view would be from about mid-chest to just above your head.

Lighting is key. Identify where most of the light is coming from (for example a window) and put your computer in front of it – as close as you can – so you get as much light on your face as possible. If you cannot face a window, consider getting an additional light (such as a desk lamp) and place it on, or behind your desk-facing you.

In case you are sharing your screen to show presentation slides, please make sure you turn off all messenger apps, email pop-up windows, and other screens that may turn up in front of your slides while you are presenting, and that you show the slides in full-screen mode.

Mute your mobile phone and other sources of sound.

 

III. JOIN THE MEETING

As a speaker, you are requested to join the sub-session that you will deliver the talk at least 30 minutes prior to the start of the sub-session (not the start of your talk).

Below is guidance how to join the meeting: i) through an email invitation, and ii) from the Zoom desktop

1. Join a Zoom meeting by using an e-mail invitation.

The Zoom link(s) to your session(s) will be shared with you via your registered email at least 24 hours before the session starts.

You can join from your desktop, laptop, or Mac by clicking on the link next to the label “Join from PC, Mac, IOS, or Android” in the e-mail invitation. If you cannot click on the link, copy and paste the web address into a web browser.

If Zoom is not already installed, you will be prompted to install the Zoom app.

Once you install Zoom Client, click the “Launch Meeting” button. 

2. Join a Zoom meeting from Zoom desktop

The Meeting ID and Password to your session(s) will be shared with you via your registered email at least 24 hours before the session starts.

- Step 1: Open the Zoom desktop client.

- Step 2: Join a meeting using one of these methods:

 

Click “Join a Meeting” if you want to join without signing in.

Sign in to Zoom then click Join.

- Step 3: Enter the meeting ID number and your display name.

+ If you're signed in, change your name if you don't want your default name to appear.

+ If you're not signed in, you must enter a display name.

Note: You are recommended to use your full name as the display name.

Do not select the box below if you would like to connect audio and/or video. After that, click “Join”.

After access meeting room, speaker MUST choose the option “Join with Computer Audio” to connect audio of meeting room.

 

IV. IN-MEETING CONTROL

The control bar appears at the bottom of your screen if you're not currently screen sharing.

Join Audio or

Unmute / Mute

Mute and unmute your microphone

Start Video  / Stop Video

Turns your camera on or off

Participants

See who's currently in the meeting and invite others. You can also access these options by hovering over your display name and clicking “More”

- Rename: Change your screen name displayed to other participants.

Chat

Access the chat window to chat with other participants

Share Screen

Start a screen share (if the host allows).

You will be able to select the desktop or application you want to share.

Click “Share” to start sharing. If you have video, MUST tick “Share Sound box”.

Record

Start or stop a local recording

Note: The host will need to allow local recordings in their account settings, then give you permission to record. If you don't have permission to record, use the in-meeting chat or audio to ask the host for permission.

Reactions

Meeting reactions, nonverbal feedback, and Raise Hand allow you to communicate issues or feedback to the host or presenter without disrupting the meeting. These reactions are shown on your video panel and next to your name on the participants panel.

Leave

Leave the meeting while it continues for the other participants. Only the host can end the meeting.

 

 

V. TECHNICAL CHECK AND TEST-RUN

You will be presenting in an online meeting. It is essential that you give us the opportunity to do a technical test run with you some days before the meeting to test audio and video as well as explain the functionality of the meeting platform. We want to make sure technology works perfectly on that day.

Our IWAMSN 2021 staff will contact you soon for preparing the technical check and test-run.

 

 

VI. PRE-RECORDED PRESENTATION FOR INVITED SPEAKER LIVING OUTSIDE VIETNAM

We want to make IWAMSN 2021 a “live” experience as much as possible, and therefore we recommend that you give a live presentation. However, for various reasons (poor connection quality, interference noises, poor video quality, as well as other technical difficulties), this may not be possible. Therefore, you are recommended to send us a pre-recorded presentation that we will stream during the conference if the above-mentioned problems appear.

There are 2 ways to record your presentation:

1. Using PowerPoint to Record a Presentation Video

You take the initiative to record your presentation. Please read “Guidelines for Recording your Presentation using Powerpoint” below for more information.

Please send us your recording no later than July 24, 2021. Our IWAMSN 2021 staff will contact you soon for uploading your pre-recorded presentation.

2. Using Zoom to Record a Presentation Video

We will record your presentation during your technical test-run mentioned above.

For speakers in Vietnam, detailed instructions will be informed later!

 

VII. RECORDING YOUR PRESENTATION USING POWERPOINT

Step 1: Create your presentation in Powerpoint (Microsoft Office 2010 or newer versions)

Step 2: Record a slide show with narration and slide timings

Remember to prepare a sound card, microphone, and speakers, and (optionally) a webcam, you can record your PowerPoint presentation and capture narrations, slide timings, and ink gestures.

For further details on how to record your presentation with PowerPoint on Windows/ Mac, click here.

Step 3: Turn your presentation into a video

For further details on how to Turn your presentation into a video with PowerPoint on Windows/ Mac, click here

 

 

 

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