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PRESENTER GUIDELINES

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Tweets by @Macro_2022

Important Information for Presenters 

MACRO 2022 is primarily an in-person Congress with an added virtual component. The virtual option will consist of the following: 

Content from the Live In-person Congress: 

  • Electronic copies of the Posters presented onsite at the live Congress (if provided by the presenter).  

Virtual Only Content: 

  • Pre-recorded virtual Invited and Keynote Lectures as well as Oral Abstract Presentations 
  • e-Posters 

Overview 

To assist you in preparing your presentation for the MACRO 2022 Congress, this document includes information relevant to: 

  1. In-Person Presentation Guidelines 
  2. In-Person Poster Guidelines 
  3. Virtual Presentation Guidelines 
  4. Virtual ePoster Guidelines 
  5. Video Recording Options 
  6. Important Technical Requirements for Zoom Recordings 
  7. Tips and Best Practices for Self Recording 
In-Person Presentation Guidelines
  • The allocated time for your presentation is indicated in the program and was also included in your presentation confirmation letter. The indicated length of your talk includes time for questions & answers. Please be respectful to other presenters and ensure that you stay within your allocated time and allow for at least 3 - 5 minutes Q&A.  
  • Presenters may use the MACRO 2022 Presentation Slide Template to prepare slides in PowerPoint.  
  • Only presentations in PowerPoint or PDF format will be accepted. Prezi files and animations are not supported.  
  • Recommended font size is 20. 
  • All session room screens will be in 16:9 format.  
  • Please submit your slides to the Onsite Speaker Ready Room at least 2 hours prior to your presentation.   
  • Please be in room for your session at least 10 minutes before the start time of the session. The Session Chair will start and end strictly on time.  

If your plans have changed and you are no longer able to attend in-person, please notify us immediately at macro2022-program@icsevents.com.  

In-Person Poster Guidelines
Prepare Printed Poster
  • Prepare a printed poster with a maximum poster size of 4' (h) x 8' (w).
  • Pins to set up the posters in the Exhibit Hall will be provided.
Prepare Electronic Version of Your Poster (Optional)
  • In addition to your printed poster, you also have the opportunity to submit an electronic version of your poster (PDF or Self-recorded 5min Audio/Video (MP4)), which will be made available in the On-Demand Library of the Congress.
  • Electronic Version – PDF (max. 5MB)
      - You may prepare your electronic poster using a 16:9 multi-slide PowerPoint presentation using the MACRO 2022 Presentation Slide Template.
      - The Poster file should be submitted in PDF format.
      - File size must not exceed 5MB.
  • Electronic Version - Self-recorded Audio/Video 
    • Poster presenters are encouraged to record a narration of their poster, which does not require visually presenting on camera. 
    • Recording with PowerPoint: Please ensure to save your recording as a video (MP4) and not as a presentation. Please click here for more information. 
    • Recording with Zoom: Please click here for more information. 
    • Other software may be used to create your MP4 recording (ie VooV Meeting).  
    • Recordings should not exceed 5 minutes. 
  • Submission Deadline: July 4, 2022. A link to upload your electronic version of your poster (PDF or Audio/Video) will be sent to you by June 29, 2022. 
Onsite Attendance
  • All poster presentations/boards will be located in the Exhibit Hall MR 1 - 5 at the RBC Convention Centre in Winnipeg.
  • Presenters will be able to locate their designated poster board with the assigned poster number and the presenter's name indicated in the program book and the program on the website.
  • Poster Set Up Time: July 17 - 12:30 - 15:00
  • Poster Take Down Time: July 21 - 16:00 - 17:00
  • Author Stand By Time:
    • Poster Happy Hour (mandatory) - Monday, July 18 - 17:30 - 18:30 
    • Other networking times such as Welcome Reception, Coffee & Lunch Breaks 

If you are no longer able to attend in-person, please notify us immediately at macro2022-program@icsevents.com.  

 

Virtual Presentation Guidelines
  • Your virtual presentation will be included in the On-Demand Library made available to all registered in-person and virtual delegates.  The Library will open at the start of the Congress on July 17.
  • We ask that you submit an electronic copy of your slides in PDF format as well as a self-recorded audio/video of your presentation.
  • Electronic Copy of your Slides – PDF (max. 20MB) 
    • You may submit an electronic copy of your presentation slides using the MACRO 2022 Presentation Slide Template. 
    • The file should be submitted in PDF format.  
    • File size must not exceed 20MB.  
  • Virtual Presentation - Self-recorded Audio/Video (max. 15 Minutes) 
    • Recording with PowerPoint: Please ensure to save your recording as a video (MP4) and not as a presentation. Please click here for more information. 
    • Recording with Zoom: Please click here for more information. 
    • Other software may be used to create your MP4 recording (ie VooV Meeting).  
    • For Tips and Best Practices for Self Recording, please visit the Congress website.
    • Recordings should not exceed 15 minutes. 
    • Please name your MP4 file the exact same way as the 'Title' in below grey box (ie V-INV02 Presentation Title).
  • Submission Deadline: July 11, 2022. A link to upload your slides and self-recording was sent to all presenters on June 30, 2022. 
Virtual ePoster Guidelines

Prepare Electronic Version of Your Poster 

  • Your ePoster will be made included in the On-Demand Library made available to all registered in-person and virtual delegates.  
  • We ask that you submit an electronic copy of your poster in PDF format and/or a self-recorded audio/video of your presentation.
  • Electronic Version - PDF (max. 20MB) 
    • You may prepare your electronic poster using a 16:9 multi-slide PowerPoint presentation using the MACRO 2022 Presentation Slide Template. 
    • The Poster file should be submitted in PDF format.  
    • File size must not exceed 20MB.
  • Electronic Version - Self-recorded Audio/Video (max. 5 minutes)
    • Poster presenters are encouraged to record a narration of their poster, which does not require visually presenting on camera. 
    • Recording with PowerPoint: Please ensure to save your recording as a video (MP4) and not as a presentation. Please click here for more information. 
    • Recording with Zoom: Please click here for more information. 
    • Other software may be used to create your MP4 recording (i.e. VooV Meeting).  
    • For Tips and Best Practices for Self Recording, please visit the Congress website.
    • Recordings should not exceed 5 minutes.
    • Please name your MP4 file the exact same way as the 'Title' in below grey box (ie eP01 Presentation Title).
  • Submission Deadline: July 11, 2022. A link to upload your electronic version of your poster (PDF or Audio/Video) was sent to all presenters by June 30, 2022.
Video Recording Options
Using Zoom - Video
  • For a step-by-step video on how to record using Zoom, please click here. 
  • We suggest using Zoom to record your presentation and have included further details in “Important technical requirements for Zoom recordings” below. 
Screen Recording

Using Power Point

  • Another alternative to record your presentation is to use PowerPoint. 
  • By using PowerPoint to record your presentation you will not be on camera, the recording will only be of your presentation and audio. 
  • Please make sure to save your recording as a video and not as a presentation. 
  • For more information on how to record using PowerPoint please click here. 

 

Important Technical Requirements for Zoom Recordings
Zoom Desktop App
  • We suggest you use Zoom to record your presentation – please download the desktop Zoom App at https://zoom.us/download and click Download under Zoom Client for Meetings. 
  • If you have it already downloaded, please ensure that you have the most up to date version. 
Camera Setup
  • Ensure your camera is centered and that we can see you from the chest up to a few inches over your head. 
  • Start a meeting with yourself by clicking on New Meeting in Zoom to optimize your camera setup. 
Headset and Microphone
  • We highly recommend the use of headphones with a boom microphone like the one below (USB preferred over Bluetooth). 

 

 

 

 

 

  • If possible, please do NOT use earphones/earbuds/in-ear headphones or a headset without a microphone as these reduce your audio quality. 
Lighting
  • Lighting should come from the front of you rather than behind you. 
  • Avoid backgrounds with harsh light such as windows. If you do sit in front of a window, please close the curtains/blinds. 
Clothing
  • Avoid wearing colors such as purple, dark blue or light purple as this will blend into the virtual background. 
Including Video
  • If you want to include videos in your presentation, we recommend that you embed them in your slides instead of including a link to an external application. 
  • Instructions on how to embed videos can be found here: https://bit.ly/2WDJj1w.  

 

Tips and Best Practices for Self Recording
Tips & Best Practices
  • Record in a quiet space: Barking dogs and slamming doors are not just annoying in person, they are also annoying via Zoom. Find a quiet space to meet and shut the door. Place a “Do Not Disturb” sign on your door so people know not to bother you. 
  • Look at the Camera to mimic the in-person feeling of eye contact. Alternating between looking at the screen to gauge attendee’s reactions and looking at the camera. If your webcam is built into your computer/laptop be sure to have your slides on the same screen as your webcam to avoid looking away from the camera. 
  • Use gestures that you would typically use in person. 
  • If feasible, stand up – helps keep things dynamic and energetic (use slide advancer instead of clicking next on keyboard for natural experience). 
  • Do not get too close - position yourself so the camera is seeing you from the chest or waist up instead of just seeing your face.
Ten Ways to

Look Better on Webcam

  • Here's a link to some additional tips! 10 Ways to Look Better on a Webcam 


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