Presenter | Toolkit

How to Record Your Presentation

Recording your presentation in front of family, friends or colleagues is a great way to replicate presenting live.

You can record your video using whichever software you feel most comfortable with. If you have little experience recording videos, below are two recommendations.

MICROSOFT POWERPOINT

If you are already familiar with Microsoft PowerPoint, you can use it to record both audio narration and have a webcam recording of yourself superimposed on the slides.

Additionally, if you add your script to the Notes field, the notes will appear at the top of your screen (normally right below where the camera is located) to help you hold your gaze towards the camera.

The basic steps for recording are:

  • Go to the “Slide Show” tab.
  • Click on the “Record Slide Show” button and select “Record from Beginning”.
  • Use the “Settings” button on the upper right corner allows you to select your microphone and camera.
  • Click “Record” on the upper left corner. PowerPoint will start a 3-second countdown and then start recording. The recording will automatically stop after your last slide.
  • Select “File” -> “Export” -> “Create a Video” to save your recording on your hard drive (We recommend a resolution of 1080p to make sure the quality is high enough. Please do not go lower than 720p).

For a more detailed information visit the below Microsoft Support links:

ZOOM

If you have created a Zoom account (including the free version), you can simply start a Zoom meeting and record the meeting to your local hard drive. The basic process is as follows:

  • Start a new Zoom meeting. “Exit Full Screen” if the meeting window has covered your whole screen by default.
  • If you are using a slide deck, open it in a new window. In PowerPoint, you can set the slide show to begin in a window (instead of taking up the whole screen) by following these steps:
    • Go to the “Slide Show” tab
    • Click the “Set up Slide Show” button
    • Select “Browsed by an Individual Window
    • Click the “From Beginning” button to begin the slide show
  • In the Zoom toolbar, click “Share Screen” and select the “PowerPoint window”.
  • Click Alt+R or “Record” in Zoom (it may be under the “More” button). The recording will begin immediately. Go through your presentation. When you are done, click the “Stop Recording” button, or the Alt+R key combination again.
  • End your meeting. Wait for the recording to be processed. It will be saved on your computer, and Zoom will open the folder with the recording.

For a more detailed information visit the below Zoom link:

Uploading your Pre-Recorded Presentation

Presenters will be asked to upload their presentation via the Dropbox link provided below.

CLICK HERE TO UPLOAD YOUR PRE-RECORDED PRESENTATION

Online Platform FAQs

Please ensure your connection speed is 2 Mbps upload, 4 Mbps download or better.

You can test your Internet connection speed at SpeedTest.net.

  • You will not need to download specific software to participate in the event.We’ll send you a web-link prior to the commencement of the event which gives you access to our online conference system called OnAIR, which is where you’ll watch and participate in the conference.OnAIR:
    • Works most effectively when using the Google Chrome internet browser.
    • Integrates with Zoom which is fully embedded in a personal and secured environment.
    • Provides full online support before and during the event for attendees, speakers, session chairs and exhibitors.

    It is recommended for optimal use of the platform to access the OnAIR portal on a PC and in Google Chrome.

    Click the below image to install Chrome.

If you will be participating in the conference from within your workplace, you will need to ensure that your workplace firewall does not block access to the streaming platforms of the sessions and networking functions. You should check access with your IT department as early as possible as it may take a few days or weeks for your request to be processed.

Below is a list of all the streaming platforms that may be used during the online conference. Your IT department will need to whitelist these programs to enable you to access the online events.

*These are not weblinks and cannot be tested through pasting them into an internet browser

  • AirCast
    • livefeed.aircastcdn.com
    • studio.aircastcdn.com
    • hls.aircastcdn.com
    • live.aircastcdn.com
  • Vimeo
    • player.vimeo.com/log
    • player.vimeo.com/crossdomain.xml
    • av.vimeo.com/crossdomain.xml
    • vimeocdn.com/p/2.1.18/js/player.js
    • vimeocdn.com
    • vimeocdn.com/p/2.1.18/css/player.css
    • player.vimeo.com/play_redirect
    • player.vimeo.com/video/<VIDEO_ID>
  • Twilio
    • The IP addresses used for Twilio REST APIs are highly dynamic, and span a large range, so it’s impractical to list each of them. Instead we recommend you allow all outbound HTTPS traffic to any *.twilio.com subdomain
  • Vonage
    • https://prov.vonage.com
    • https://ztp.polycom.com
    • https://provisioning.e-connecting.net

Please note: If you are accessing the platform using Google Chrome, then you should experience no issues gaining access to the online conference portal from within your workplace. If the above sites are not whitelisted, then your organisation may block access to the streamed presentations and conference sessions and you will not be able to watch any of the sessions.

If you have any concerns about accessing the online conference portal, please email mail@conferencedesign.com.au.

You will need to use your own device for your presentation. You should use a laptop or desktop computer, rather than a mobile device or tablet.

Reset/review your internet browser permissions for your camera and microphone. For example, in Chrome, you can click on the small lock icon to the right of the URL to check on these settings. Make sure you know where to find these settings before the first day of the conference.

If you have any technical questions prior to your session, please contact mail@conferencedesign.com.au.

Tips on Recording your Presentation

Some authors will have experience with creating video presentations, but for others, this may be their first time. Here are some important best practices to guide you in preparing your presentation.

When pre-recording, you will need to take into consideration the following before starting a video recording:

  • What resources will you use to use to record your presentation? A webcam, slides with audio recording, or a combination of both?
  • Will you be using slides in your recording? If so, what software will you use?
  • Do you need to incorporate any other media into your recording (e.g. websites, videos, data files, etc.)?
  • Will you do a one-shot recording? (Hit start, record your presentation, and stop). Or, will you be combining the best parts of multiple recordings and editing out unwanted portions?
  • What is your skill level with using video recording software and technology? Will you need to ask for help?

Attention spans in a digital setting are very short, you have a relatively short time to communicate what is significant about your research or project., Make sure to refine your message, keep it clear, engaging, and on point. Focus on your study’s unique contributions and findings. Think of your presentation as an elevator pitch to a venture capitalist.

We recommend limiting the size of your slideshow to no more than 1 slide per minute, and preferably less if the information in your slides is difficult to understand at first glance.

Make sure to start your presentation with a title slide. This will have the title of your paper/presentation and include all contributing authors, with the presenting author highlighted. This should also serve as the thumbnail for your video (what virtual delegates see before they hit play on a video).

Keep your slides clean and legible. Remember that videos are generally watched in smaller windows, or even on a phone or tablet. Thus, small fonts or screenshots may not be legible when displayed at this size. Focus on presenting key findings in bullet points instead.

To help you achieve a seamless presentation, we strongly recommend that you practise your presentation two or three times before recording.

It is also helpful to prepare a detailed script so that you can ensure that all key points and facts are delivered during your presentation. This will allow you to articulate your message clearly, as well as cut down on errors and hesitations (umms and ahhs) whilst presenting.

If you are using PowerPoint, there is the ability to use Presenter Coach to rehearse your presentation. Click here for more information.

If you choose to include a recording of yourself as part of your presentation, remember to look towards the camera and not down at your notes. Place your notes directly below the camera so that you can read them during your presentation whilst continuing to direct your gaze at the camera.

Delegates are more likely to be engaged for the full duration of your presentation if they feel they are being spoken to directly, rather than watching someone who is reading a script robotically and not looking at the camera.

Before you begin recording your final video, we recommend conducting a test recording to ensure that your audio is clear, with no echo or background noise. Audio is always clearer when using a microphone, whether that is through headphones with an inbuilt microphone or an external microphone.

Choose your recording space based on the amount of background noise there is. Avoid areas where you can hear traffic, the heating and cooling system, or voices from another room. While these may not seem loud to your ears, they can be very distracting in recordings.

Speaking in a clear, bright voice goes a long way in producing audio. Try to enunciate each word, but do not overthink, as it can make you sound robotic. You may even want to try smiling while recording, as this can make your voice sound a little more approachable. Additionally, be mindful of your pacing. Keep things steady without rushing or crawling at a snail’s pace.

Recording your presentation with family, friends or colleagues is a great way to get replicate presenting live and to get feedback on your audio settings.

Additional Tips & Tricks!

Behind the scenes

Make sure you create a professional environment to record or live stream your presentation. If you are in the office, find a quiet space to present and remember to let your colleagues know when you are presenting live.

Similarly, when presenting from home it is important to let other occupants of the house know. Avoid presenting in shared rooms, find a quiet room in the house with a closed door. Put a sign on the door when you are presenting to remind people not to interrupt.

Choose a background that enhances your professional image and is aligned with your message.

Avoid a cluttered background or anything that can be distracting such as people walking around or moving images. Avoid virtual backgrounds as they can be distracting, instead try a more professional cleaner look such as a bookcase.

If using a virtual background, be sure to test it out first!

It essential that people see you clearly.

  • Make sure you have good front-facing lighting.
  • Avoid windows in the background, if unavoidable close the curtains.
  • Whilst natural light is often the best choice, if your filming/presenting location doesn’t have natural light, consider moving lamps around or purchasing supplemental lighting to enhance your image.

If you are using slides, make them visually appealing. Use high-quality graphics and limit the amount of text on each slide. It’s your job as a presenter to deliver the content. The slides are meant to enhance your spoken words, not replace them, so try switching between slides and your camera.

Please ensure your PowerPoint presentations are in 16:9 aspect as 4:3 aspect (square) presentations will not fill screens.

A TEST RUN is essential so that you are comfortable with the platform and its features.

Consider having a co-host or helper assist to you with the technology so you can focus on your presentation.

Practice with the same technical set-up (computer, internet connection, audio and video equipment) that you will use when you deliver or record the presentation.

You will use your own device for your presentation. It is essential that you use a laptop or desktop computer, rather than a mobile device for your presentation.

If you are using a Mac, make sure to try sharing your screen at https://zoom.us/test ahead of your session so that you can grant Zoom the appropriate permissions. Doing so requires you to restart the application (which you won’t want to do during your session).

While delegates may forgive a less than perfect video, if they cannot clearly hear you, they will likely leave your presentation early. Audio is always clearer when using a microphone, whether that is through headphones with an inbuilt microphone or an external microphone. Choose your recording space based on the amount of background noise there is. Avoid areas where you can hear traffic, the heating and cooling system, or voices from another room. Practising your presentation with family, friends or colleagues is a great way to get familiarise yourself with presenting live and to get feedback on your audio settings. You should practice with the same technical configurations and location that you will use for your presentation.

You can use https://zoom.us/test to test your Zoom audio in advance.

When you share your screen during your presentation, attendees will see exactly what you see. This means you will not be able to use the presenter view setting in PowerPoint, unless you have multiple monitors and can manage the screen sharing settings easily. For ease, we recommend you have your notes printed or a separate device.

When preparing notes for your presentation, keep them concise use dot points to jog your memory. Avoid writing out a full script, reading word for word can be distracting and obvious to viewers.

Check your presentation and/or slides for confidential or sensitive information. Although delegates are asked to acknowledge and agree to the virtual conference Terms & Conditions (which includes no unauthorized photography or recording of conference material). The reality is that we cannot enforce this rule in an online environment. You should assume attendees could take photographs, screen shots, audio, or video recordings.

Techniques

When you are the one speaking, look directly into your computer’s camera, not at the screen or at other participants. This takes some practice, but it makes the viewer feel as if you are looking right at them. Some presenters turn off their self-view so that they aren’t distracted by their own image.

Try not to have your camera too far above or below you. A camera too high can make it difficult to maintain eye contact, as you may find your gaze dropping as you speak.

When presenting look directly at the camera, avoid looking at yourself or other presenters.

If you are part of a panel or team of presenters, make sure you are aware of when your camera is on. If you are not speaking but your camera is on, make sure you look like you are paying attention.

You want the camera to frame your face, neck, and shoulders. People are drawn to faces, so you do not want to lose that connection by being too far away. You also don’t want your face to take over the whole screen. Practice your positioning and distance.

Perhaps consider placing some tape on the floor during your rehearsal so you know where to stand or sit during your live presentation.

Just like in a live presentation, you want to present with energy and animation. Being too slow or too monotone in your voice makes it easy for delegates to disengage and tune out. Speaking in a clear, bright voice goes a long way. Try to enunciate each word, but do not overthink, as it can make you sound robotic. You may even want to try smiling while presenting, as this can make your voice sound a little more approachable. Keeping people connected virtually requires you to be engaging with your presentation.

Unlike presenting in front of a real-time audience, getting the pacing right can be difficult. Keep things steady without rushing or crawling at a snail’s pace. If you tend to be a fast talker in real life, practice slowing down just a bit. If you are a slow talker, you may want to speed up just a bit. Use family, friends or colleagues to practice speaking to, ask them if they think you are talking too slow or fast.

Learn to recognise your use of filler words such as ‘umm’ and ‘ahh’, which in turn will help decrease the use.

Just as if you were doing an in-person presentation, craft your presentation to engage the audience. Incorporate chats, polls, gamification, etc. Try not to speak for more than ten minutes without some sort of audience engagement.

While we do not expect virtual presenters to be in three-piece suits or high heels and pearls, business casual or smart casual attire is recommended. Also, consider how the colours or patterns of your clothes will look on a small screen. Small patterns and sometimes even stripes can be distracting through a digital screen. If you have chosen to use a virtual background you will need to test out what clothes interfere; green and some dark colours can pick up the virtual background.

Again, just like in face-to-face presentations, audiences connect to authenticity, so be yourself! Let your personality shine through. Have fun. If you look like you’re enjoying the presentation so will others. Research shows that happy people retain information better than those who are bored or disinterested.

Still have some questions?

Please email us at mail@conferencedesign.com.au and we’ll be happy to assist.