Presenter Guidelines

Moderator Guidelines

Thanks for volunteering to help serve as a moderator for the 2022 Hawaiʻi Conservation Conference!

Your main job as moderator would be to:

  • Reach out to the presenter in your session (we will email all the general session presenters/moderators so you have each others email addresses)
    • There will be a Hawaii Conservation Alliance Foundation Staff member or a Zoom Room support member in your session that can help with any technical issues that occur. If any pre-recorded videos were submitted for your session, they will screen share and play those videos on the presenters behalf.
  • Log into your Oxford Abstracts account and find the latest version of the conference schedule with your scheduled presentation on the Oxford Abstracts Schedule site https://virtual.oxfordabstracts.com/#/event/2649/program.
  • During the conference week, log into your scheduled session 15 minutes before it is scheduled to start and remain in you session for the fully scheduled block of time
  • Introduce the speakers (title and name, presenters will introduce themselves in more depth if interested)
  • Keep the session going on-time
  • Moderate the Q&A and any discussions that may come up
  • Familiarize yourself with the Zoom platform and functions at https://support.zoom.us/hc/en-us

You will receive your moderator/presenter link for the session you are moderating which you will use to access your session during the conference later this week.

Presenter Guidelines

Congratulations on being selected as a presenter at the 2022 Hawaiʻi Conservation Conference: Pilina Mauli Ola – Connections that Offer Resilience and Hope! Our conference platform is Zoom that will accessed using the Oxford System for hosting all the conference content and presentations. 

Next Steps/Timeline for Individual Oral/Symposium/Speed Talk/Forum/Workshop/Training Presenters:  

  • If you are presenting a speed talk or an individual oral presentation as part of a symposium or general session, you will receive your presenter link directly from Zoom. Zoom automatically sends the link when you are added as presenter as well as a reminder 1 day and 1 hour prior to your session.
    • The link will be sent to the email that was submitted with your abstract (which may be different that the email you used to register for the Conference)
    • If you do not receive a presenter link, please contact conference@hawaiiconservation.org.
  • If you are presenting as part of a workshop or a Forum that will be using a “Zoom Meetings” set up, you will not receive a unique presenter link. You should log into the session 15 minutes early through the Oxford Abstracts Conference Agenda and the meeting host will let you in.

All Authors Must:  

  • During the conference week, log into your scheduled session 15 minutes before it is scheduled to start and remain in you session for the fully scheduled block of time
    • If you submitted a pre-recorded presentation by the June 30th deadlines, Hawaii Conservation Alliance Foundation staff or a Zoom Room Support member will be in your scheduled session to screen share and play your pre-recorded videos on your behalf.
    • If you are presenting live, be prepared to screen share your presentation and present to conference attendees live.
  • Review the draft schedule to ensure you are able to attend your scheduled presentation date/time by May 27th
    • Please email us if you are scheduled to be in two sessions at the same time and we will move your session to a different time block
    • Final Abstract Revisions were due by May 16th.
  • Register for the Conference by June 6th
    • If you have not registered yet, register as soon as possible to confirm your attendance
  • Monitor your email for updates
  • There will be no official practice sessions, however, you can create a Zoom login for free to use the software with smaller groups
  • Prepare to either pre-record your talk or present live before the conference to ensure smooth platform function during the conference week  
    • Note: All Speed Talk Presentation Must Be Pre-Recorded to Ensure Proper Timing of your Presentation
    • All Pre-Recorded Presentations must be emailed to conference@hawaiiconservation.org by Thursday, June 30th, 2022 to ensure it is properly uploaded
  • Instructions for both listed below 

If You Are Not Pre-Recording Your Session And Are Presenting Live: 

  • You must review our presenter guidelines document when available and utilize a practice room when they are available before the conference to ensure smooth platform function during the conference week
  • For an optimal presenter experience on the platform, make sure you are using an updated version of the Zoom desktop app and create an account to access all functions and avoid disruption. You will need an internet connection speed of 4+ mbps to avoid interruptions and if you plan to use a screen sharing function. 

How to Pre-Record Your Presentation

  • Record your presentation using a system you are familiar with and have access to (Zoom, GoToMeeting, Webex etc.) for your allocated time and email them to conference@hawaiiconservation.org by Thursday, June 30th, 2022 so we have time to test out your recording and upload it to our conference platform
  • Video files must be sent to us as a mp4 format and less then 4gb of space

 

Poster Presenter Guidelines.

  • Each poster will be provided with space on our conference website and networking time for live Q&A with conference attendees. You must prepare a pdf of your poster that must not be more than 500 mbs file size. 
  • Your poster should be labeled with your abstract ID number and your first and last name. Posters will be read on a screen, hence, the text and graphics used should be able to be read from at least this distance. 
    • We suggest that written materials displayed on the panels should be no less than 24 point bold lettering. Keep in mind that capital and lower-case lettering is easier to read than all caps.

Next Steps/Timeline for Poster Presenters:  

All Authors Must:  

  • Register for the Conference by June 6th, 2022
  • Prepare a pdf version and short 2 minute video presentation of your poster presentation by Thursday, June 30th, 2022  
  • Review your poster presentation on our website when it is uploaded
  • Be available to answer Q&A’s from conference attendees during the poster reception on Thursday, July 21st from 12:30-1:30pm

More information about presenter practice rooms and moderator guidelines will be posted soon!

 

If you have questions or concerns about your accepted presentation, please contact the Conservation Conference Planning Team at conference@hawaiiconservation.org

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