Speaker service centre

Register
Preparing for your presentation 
Virtual Congress Child and Dependent Care Subsidy program
Technical support during Congress 
Zoom information
Chair and moderator information 
Fast facts for Congress presenters

Questions 

 

Are you presenting at Congress 2022? Congratulations on being accepted to share your research at Canada’s largest gathering of scholars!

If you are a speaker, panelist, moderator, session chair, or presenter at one of the 38 different association conferences taking place at Congress 2022, here are some handy tips to get you started.

Register

As a presenter, you are required to register for Congress. You will need to add both the Congress fee and the applicable association conference fee(s) to your registration. Register for Congress 2022

Many associations require that their presenters also be members in good standing. Please contact your association directly to pay your membership fees (which are not included in the association conference fee), or for information on your membership status, if necessary. 

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Preparing for your presentation

These are general instructions for all presenters. Please contact your association directly to verify details about what to expect for a specific association’s conference. Please read the Fast facts for Congress presenters tip sheet.

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Virtual Child and Dependent Care Subsidy program

This program provides financial support of up to $200 to enable Congress presenters with dependent care responsibilities to participate in virtual Congress activities. Read more about the Virtual Congress Child and Dependent Care Subsidy program.

Technical support during Congress 

Whether your presentation is happening at 9:00 ET or 18:00 ET, we have you covered! The Federation hires hundreds of contractors every year to assist associations in various aspects of Congress. We have assigned specific roles to each contractor to assist you ahead of and during your presentation.  

Please read about our Technical support during Congress document that outlines support for different session types and support after Congress hours.

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Zoom information 

Ensure you have downloaded the most up-to-date version of Zoom as there are regularly new versions. Review our General Zoom information tip sheet for more details on setting up Zoom and understanding the Zoom Meeting versus Webinar functions.

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Chair and moderator information 

The structure of moderating a virtual session is very similar to in person, but the functionality is quite different! Check out our Chair and moderator best practices for all of our tips and best practices to successfully moderate a virtual session.  

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Fast facts for Congress presenters 

Download the PDF of Fast facts for Congress presenters

Prepare 

Setting up your at-home live-streaming or recording space is an important first step to giving an exceptional presentation. 

Your at-home space 

Find a quiet and distraction-free place within your home for your presentation. Lighting is important – where possible, choose a space that is bright and has a natural source of light. Keep in mind that a cluttered background can be a distraction for attendees and can take away from your presentation. 

Your at-home tech 

Ensuring you have a strong internet connection is key! If you can, connect your computer to an Ethernet cable, or choose a spot that is closest to your modem. Use a microphone or a headset with a mic for your presentation to eliminate background noise and increase clarity. You can test your audio connection here: https://zoom.us/test 

Practice 

Just like you would for an in-person presentation, it is important to practice your presentation before logging into Zoom for your session. Be animated, engaging, and aware of your pace! 

Present 

Record and submit (if applicable) 

If you are recording your presentation, read about our tips for recorded presentations. Connect with your association to receive the required link to upload your recording. Once you have submitted your video, sit back, relax, and wait for Congress 2022 to begin! 

Present live (if applicable) 

If you are presenting live, read about our tips for live presentations. Be sure to enter your Zoom room 15 minutes prior to your session start time. Ensure your tech is working, take a deep breath, pace yourself, and start your presentation!  

Be mindful of your audience and presentation by reading our accessible presentations guide for Congress presenters. Accessible presentations help accommodate according to a person's unique needs and contribute to the inclusive spirit of Congress 2022. 

Thank you for participating in Congress 2022! 

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Virtual Congress Child and Dependent Care Subsidy program

Download the PDF of the Virtual Congress Child and Dependent Care Subsidy 

Purpose 

The Federation is pleased to pilot the Virtual Congress Child and Dependent Care Subsidy program as part of its commitment to creating a more accessible, equitable, inclusive, and decolonized Congress experience for all attendees. This program provides financial support of up to $200 to enable Congress presenters with dependent care responsibilities to participate in virtual Congress activities. 

 

Eligible expenses under the Virtual Congress Child and Dependent Care Subsidy program include:  

  • Additional dependent care costs incurred to attend virtual Congress and/or prepare Congress presentation in advance;  
  • Travel costs for a care provider providing home-based care during virtual Congress; 
  • Costs for a hotel or coworking space, if a quiet environment to deliver virtual Congress presentation is needed. 

Eligibility   

To submit an application, applicants must meet the following criteria:   

  1. Participation in Congress 2022 as a presenter, chair, moderator, or respondent;  
  2. Be a member in good standing of one of the Federation’s scholarly associations that will be hosting a conference at Congress 2022;  
  3. Be registered for Congress 2022; and 
  4. Provide an application statement to their association detailing professional status, dependent care needs, and estimated amount of financial support requested (max 250 words). Priority to be given to graduate students, early- career researchers, and Congress participants that meet the registration category criteria of unwaged attendee.  

Process for presenters to submit an application to their association

  • Applicants should manifest their interest to the association of which they are a member. This subsidy can only be administered by the Federation, in collaboration with a scholarly association officially participating in Congress.    
  • An applicant should only prepare a submission if they can meet all four of the above-noted eligibility criteria.    
  • Each association must itself determine which submission mechanisms are best suited for receiving applications. Ultimately, each association must feel that the eligibility criteria have been met in a satisfactory manner.   

Claiming subsidies 

The Federation will notify associations of the acceptance of their endorsed application(s), and will communicate directly with the applicants to coordinate reimbursement by May 6, 2022.  

Recipients of a Virtual Congress Child and Dependent Care Subsidy will be asked to submit a reimbursement form and confirmation of payment for eligible dependent care expenses (receipts and/or invoices) by June 12, 2022. Reimbursement of expenses up to $200 will be distributed directly to the applicant following receipt.  

Questions

Please contact us at congress@federationhss.ca with any questions.   

Eligible associations can contact us as organizers@federationhss.ca with any questions. 

View our list of Frequently Asked Questions

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Recording your presentation via Zoom 

Download the PDF of Recording your presentation via zoom

Please note that this guide is based on settings that are included in the FREE user Zoom account. The free version of Zoom includes 40 consecutive minutes of recording. 

Getting started 

Planning your presentation 

Connect with your association to confirm the allotted time available for your presentation and consider all elements of your presentation, including slides or other content, your location, and if you’re incorporating any interactive elements into your presentation, etc.  

Preparing your recording space 

  • Ensure the lighting in the room is bright, complementary, and does not cast shadows by trying out different lighting combinations. 
  • Carefully choose a quiet and bright location for your presentation that is neutral and clutter-free, to minimize distractions. Virtual backgrounds can create bandwidth issues or be distracting. 
  • Your rehearsal should take place at the same time of day that you would record your presentation. 

Preparing your technical equipment 

  • Where possible, consider a dual-screen set-up. This will allow you to share your screen, and see your speaking notes and the audience simultaneously. Ensure that your notes are on the same screen as your camera so you are always facing your camera and the audience.  
  • When you are preparing to share your screen, ensure you share the document itself and not the screen. Other notifications or pop-ups are distracting for attendees! 
  • If you are sharing space or internet bandwidth with other people, ask them not to use the internet (or microwaves!) while you are recording, as they can interrupt and slow your connection. 

Setting up Zoom 

How to start a meeting/recording: 

  1. In the white, top right navigation bar select “Host a meeting”. 
  2. A dropdown menu will appear. Select “With video on”. 
  3. A meeting will start. If you have not downloaded the Zoom app, it will automatically download now and appear in your download bar along the bottom of your browser. 
    • Install Zoom and launch your meeting. 
    • Your video will start automatically. 
  4. Click “Join with Computer Audio”. 
  5. You are now in Zoom and able to record! 

Having audio/video troubles?  

For audio: 

  1. In the bottom left corner, identified with a microphone icon, click the up arrow “^” next to the microphone and ensure that the correct microphone and speakers are selected. 
  2. If that does not fix the problem, you can select "Audio settings” for more advanced options. 

For video: 

  1. In the bottom left corner, identified with a camcorder icon, click the up arrow “^” next to the camera and ensure the correct camera is selected. 
  2. If that does not fix the problem, you can select “Video settings” for more advanced options. 

We recommend that you share your screen prior to recording so you can easily flip through your presentation and avoid any struggles to go through these motions during the recording. 

Important notes 

To minimize file corruption and size, leave your video unedited post-recording. If you do edit your video post-recording, ensure it meets all these specifications or it will not be accepted: 

  • Format: MP4 
  • File size: less than 1.5GB per hour of recording 
  • Codec: H.264 
  • Network Optimization: enabled 
  • Frame rate: less than or equal to 30 frames per second 
  • Resolution: less than or equal to 1920 x 1080 
  • Video data rate: less than or equal to 3600kbps 
  • Audio data rate: less than or equal to 192kbps 

The deadline to submit your video is Friday, April 22, 2022. If submitted after the deadline, we cannot guarantee that your video will be uploaded to the virtual event platform in time for your session. Please specifically name your video to support us in the upload process to the virtual event platform. 

Naming your on-demand or pre-recorded video 

Use this format: Association Acronym-Session title-MMDD 

Example: CSA-HowToMowTheGrass-0514 

Important: Do not use spaces or special characters in your video names 

Congress staff will update your pre-record video name with your session ID and the presentation order. 

Upload your video  

Your video must be an .mp4 file or it will not be accepted. Upload your .mp4 recording to the following link by Friday, April 22, 2022: the link is now available and can be provided by your association’s organizer. 

Instructions: 

  1. Follow the link. 
  2. Click “+” next to “Add your files” to select your video (.mp4 format with the proper naming format!) and click “OK”.
  3. Enter your email and title of video (with proper naming format!). 
  4. Click “Transfer”. WeTransfer will ask you to verify your email address with a code sent to your email. Check your junk/spam folders if you don’t receive it. 
  5. Your video will upload and show the status. This could take anywhere from five to 15 minutes. 

Your association will contact you if there are any issues with your video. 

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Live presentations

Download the PDF of Live presentations

Accessing Zoom  

Greenroom time 

Before every session, you will receive dedicated time to go over last-minute items. The scheduled 15 minutes prior to your session’s start time is classified as your ‘green room time’. During this time, the session Event Technician will complete a video and audio quality check with you. As a speaker, this is also your chance to confirm pre-arranged presentation elements such as overall session flow, Q&A organization, and timekeeping with the session chair/moderator. 

During your presentation 

Below are some tips and tricks to help you have a positive virtual presentation experience. 

  • Turn off the sound/power on all mobile devices. 
  • Stay on track by placing a clock or stopwatch within your view. 
  • Pace yourself. 
  • Humanize the virtual world with a friendly introduction and thank you. 
  • When sharing your screen, share the application, not your desktop. 
  • When describing a slide with images or graphs on it, use descriptive words to explain what the audience is looking at. Do not use words such as "you will see...”.  
  • If there is embedded sound or audio in your presentation, be sure to check off the “Share computer sound” checkbox when sharing your screen.  
  • Take a short pause between presentation slides to gather your thoughts, take a deep breath, or have a sip of water. 

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Accessible presentations: a guide for Congress presenters

Download the PDF for Accessible presentations: a guide for Congress presenters

Presenters are encouraged to use some simple strategies for improving accessibility of public talks (outlined below). Accessible presentations help accommodate according to a person's unique needs and contribute to the inclusive spirit of Congress 2022.

Be sure to say hello and thank everyone for joining – your time and their time are important and appreciated!

  • Speak slowly and clearly, and be sure to look at your camera often to engage with your audience. This is particularly important if there is a sign language interpreter or real time captioner present. It is highly encouraged to use an external microphone during the presentation.

Repeat audience questions so that the entire audience can hear.

  • Observe attendee pronouns within their Zoom name (if included) and respond to any questions or comments using their indicated pronouns (if applicable).

Avoid relying solely on physical gestures to convey a message, for instance: making quotation marks in the air, nodding your head, or using visual reference points.

  • Ensure that visual aids, such as PowerPoints, are prepared with a sans serif font that is at least 18pt, and in a high contrast colour to the background slides (e.g., black font on a white background). There should be no more than eight lines of text on each slide.
  • If there are links or hyperlinked content in your visual aids, ensure that you also include these in the Zoom chat. Participants cannot click on your presentation when you are sharing it virtually!

Be prepared to describe any pictures, diagrams and tables included in your presentation.

You can ask the audience at the beginning of your presentation if anyone requires visual description.

When using media clips:

  • Ensure they include captioning features for people who are deaf or hearing impaired. Many mp4 recordings have a ‘closed captioning’ feature that can be turned on to display a running transcription of the audio portion of the video.

Describe key visual elements during natural pauses in conversation for people with vision impairments.

  • If using virtual handouts, provide them to organizers in advance by the deadline they indicate, so alternative formats for people with vision impairments can be produced when requested.
  • Be sure to include alternative text for pictures, diagrams and tables in your virtual handouts.
     

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Technical support during Congress

Download the PDF for Technical support during Congress

Federation staff

Event Technicians

An Event Technician (ET) will be assigned to every live session(s). This individual will complete your sound and audio check during your green room time and advise on any questions that you may have before your session begins. Your ET will support you in your live Zoom meeting or webinar session. They will also remain in your virtual room for the duration of the session to provide continued support.

Customer Service Representatives

If you have a question about finding your session, navigating the platform, or registering to attend another association conference in your free time, a Customer Service Representative (CSR) will be online to assist you. The team of CSRs will be monitoring the Registration/Information desk and Congress help lines between the hours of 11:00 to 19:00 ET from May 12 to May 20, 2022.

Forj live support

How to access Forj’s live support

Follow these steps to access Forj’s live support within the virtual event platform:

1.    Locate and click the “Live Support” button on the top right of your webpage.
2.    Enter your name, email and inquiry and click “Submit”.
3.    You can attach documents for reference by clicking on the paperclip icon. Note: audio call, video call and screen share are all available within the live support.

You can access the Forj live support between 10:00 to 19:00 ET from May 20 to June 3, 2022.

After-hours support

If you’re looking for assistance after hours:
1.    Send an inquiry through Forj’s live support for next day assistance.
2.    Leave a message on the Congress help line (1-613-238-6112 ext. 320) for a response during the next morning.
3.    Email congress@federationhss.ca. Emails will be responded to within 24 hours.

General Zoom information: sign in, controls, Meeting vs. Webinar 

Download the PDF for General zoom information 

Signing in

Your first step is to create a Zoom account or sign in to your existing Zoom account.

Meeting Functions

Zoom meeting functions are diverse. Your main navigation bar will look something like the one below.

Title: Zoom meeting functions - Description: From left to right: Mute, Stop Video, Participants, Chat, Share Screen, Record, Closed caption, Breakout Rooms, Reactions, Leave

Mute/unmute: Mute your microphone when you are not speaking so attendees don not hear echoes or other noises. Unmute yourself so the audience can hear you talk.

Start/stop video: Turn on your camera on or temporarily stop your video camera. 

Participants: view all participants in the call. 

Chat: send a private message to another participant or a visible message to everyone.

Share screen: share your slideshow with the audience. Ensure you share the application screen itself and not your computer desktop. You can change the video layout while screen sharing by selecting Active speaker view, Gallery strip/grid view, or by hiding the video panel in the top right corner.

Record: records the audio and video of the session. You will be able to see the record icon, but you will not have permission to start recording.

Closed caption: computer or human generated text from speech during the Meeting.

Breakout rooms: splits your Zoom meeting into separate “rooms”. Participants can be assigned a breakout room, or participants can enter breakout sessions as they please. 

Reactions: provides non-verbal feedback or reactions during the Meeting. You can also “Raise your hand” to ask a verbal question. 

Leave: once your session is over, click to leave the Zoom Meeting.

Change view (found in top right corner of Meeting): 

  • Speaker view: displays a large view of the speaker, with smaller thumbnails above of non‐speaking participants.
  • Gallery view: displays up to 49 participants per screen. The active speaker’s square is highlighted in green in Gallery view. An arrow is displayed if the screen exceeds 49 participants. 

Webinar functions

Webinar functions are more limited than a meeting. Your main navigation bar will look something like the one below.

   Title: Zoom webinar function bar - Description: From left to right: Audio settings, Chat, Raise Hand, Q&A, Leave meeting

 

Audio Settings ^: change your audio input source, volume level, and audio settings.

Chat: send a private message to another participant or a visible message to everyone. May be disabled in some Webinars. 

Raise Hand: raise your hand during the webinar to indicate you have a verbal question.

Question & Answer: specifically for participant questions. The chair or moderator will monitor the flow of questions that come through, and will provide answers or select questions for your live Q&A session.
 

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Chair and moderator best practices

Download the PDF for Chair and moderator best practices

Connect with your association 

Reach out to your association before May to confirm the date, time, session format (i.e. Zoom Meeting or Webinar), and the speakers for the session that you will be moderating or chairing. 

Successfully facilitating Q&A on Zoom

One of your primary roles as a session chair/moderator is to monitor and respond to the flow of attendee questions, and identify the questions that the presenter should answer. 

Answering a question in a Zoom Webinar Q&A

Questions will appear in the Q&A text box feature:                                                                                                                       

facilitating

1.    Click “Answer live” to answer aloud (ex: if a speaker has answered the question during their
presentation content).
2.    Click “Type Answer” to type back a response.
3.    Hover over the question to “Dismiss”.

Regular Zoom Meetings do not have a Q&A function so attendees can ask their questions through the “Chat” feature. 

Before your session

Green room time

Before every live session, you will receive dedicated time to go over last-minute items. The scheduled 15 minutes prior to your session’s start time is classified as your ‘green room time’. During this time, the session Event Technician will complete a video and audio quality check with you. As a moderator/chair, this is also your chance to confirm pre-arranged presentation elements such as, overall session flow, Q&A organization, and timekeeping with the session speaker(s).

Notes to be discussed with session speaker(s): 
 
•    Have a 3-minute warning before the session is about to start. 
•    May be helpful to prepare a couple of questions to kick-start the Q&A. 
•    When you are not speaking, turn off your video and ensure that your microphone is muted. 
•    If the presenter is going overtime, the chair (you) may (at your discretion) audibly intervene to inform the presenter that they must conclude. Staying on time is imperative to a successful virtual session! 
•    Prepare speaking notes in case you need to chat with the audience unexpectedly due to technical difficulties.  
•    Promote the next session that will follow. Check with your Program Chair to collect this information or check your association program. 

During your session

Housekeeping notes to announce at the beginning of the session

Suggested virtual land acknowledgment statement: I’d like to acknowledge the Indigenous Peoples of all the lands that we are on today. While we meet here on a virtual platform, we should take a moment to recognize the importance of the land on which we are each located. We acknowledge the territory to reaffirm our commitment and responsibility in building positive relationships between nations and in developing a deep understanding of Indigenous peoples and their cultures. From coast to coast to coast, we acknowledge the ancestral and unceded territory of all Inuit, First Nations, and Métis peoples.

Audio/Video during presentations for attendees: We ask that you turn off your video and mute your audio for the duration of the presentation. We will invite you to turn on your video at the beginning of the Q&A period. 

If this session is being recorded: A reminder that this session will be recorded and made available on the platform within the next 72 hours. The platform will be available to all registered attendees until June 3, 2022. 

Networking lounges: We encourage the conversation to continue even after this session has ended. Please head over to the networking lounge (link can be found within your auditorium) to continue the conversation about this session. We will also post this link in the chat.

 

In the event of a code of conduct concern

The Event Technician will confirm with the chair/host that they (chair/host) will be the lead for decisions arising from a code of conduct concern. The Event Technician will be prepared to react, with direction from the chair/host, to do the following within the first 2 to 3 minutes:  

•    Mute the attendee presenting inappropriate discourse. 
•    Turn off the video of the attendee.
•    Disengage chat and/or Q&A feature.
•    Remove attendee from the session and put them into the waiting room. 
•    Submit via chat feature to the waiting room the following text: 

Under the guidelines of our Code of Conduct, we are committed to offering a safe space for all attendees. The conduct demonstrated did not support maintaining a safe space and therefore the decision was made to remove you from the session. You may reach out to the Congress Ombuds to discuss your concerns. Confidential email: Congressh.ombuds@gmail.com.

Questions? 

Please direct all presenter and chair/moderator questions to your association. If you have a technical question, please visit the FAQ page. 

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