Resources for All Presenters (Virtual & In Person) 

How many attendees signed up for my session?

• Sign into Whova using the email address you registered with as a speaker (otherwise, the speakers’ tools will not be available to you.) Then:

• Computer: On the left, click My Stuff > Speaker Hub.

• Mobile: Home > My Sessions and Audience > xx Attending

Slides 

• You may use any slideshow format you would like (e.g. PowerPoint, Prezi, Google Slides, PDF). 

• FINE will not be collecting your slideshow presentations in advance.

• You can add up to two documents (including your slides) to your Session in Whova - here’s how. Please share slides in advance via Whova if possible to help make your session inclusive and prepare your attendees.

Whova Mobile and Desktop Apps

• Use the Whova apps to maximize your networking and engagement opportunities before, during, and after the Summit: connect with attendees and other speakers via community boards and the icebreaker; ask questions of organizers, sponsors, or speakers; schedule meet-ups or coordinate carpooling; share information with or ask questions of all Summit attendees or just your session attendees. There are so many ways to connect!

Whova & Zoom

If you've ever run a Zoom Meeting before, you already know 95% of what you need to do!

• We will send you your Zoom link a few days before April 18. Then, 15 minutes before the start of your session, click your link and it will open Zoom directly on your computer.

• Your session will be set up as a Zoom Meeting.

• A Summit Session Host will open your Zoom Meeting 15 minutes prior to the session start. They will admit presenters and promote you to Co-Host.

• The meeting will automatically begin recording when the room is opened.

• Your Session Host is there to help you! Let them know what features of Zoom you will be using (breakout rooms, whiteboard, chat, polls) so they can best support you.

• A Summit Session Host will read a short 2-minute Session Housekeeping before handing it over to you.

• Your Session Host will end your session on time, so be sure you’ve got your timing down.

Best Practices for Virtual Sessions

All sessions will be recorded and made available to Summit registrants for 6 months after the event. 

Schedule

• 30 minutes before your session Sign on to your computer, test camera and microphone, etc.

• 15 minutes before your session Find your assigned session in either the Whova Agenda, or the Zoom & Session links document that will be emailed to you

Internet & Connectivity

• Sign online at least 30 minutes before your session to allow time for troubleshooting technical issues (logging in, needing to restart computer, updates, slow connection, etc.)

• Have a back up plan. Prepare back-up wi-fi such as a mobile hotspot from a phone. Determine back up speakers or moderators in case of connection issues. This can be as easy as sharing your session talking points with another presenter. 

Your Presentation

• Slow Down & Repeat Key Points. It may take a while for the audio to be transmitted virtually so speak clearly and remember to slow down your cadence, pausing to emphasize key points. Use the virtual platform to your advantage by simplifying concepts with visual aids. 

• Monitor the chat / Q&A box or have someone help. Enlist at least one helper to keep track or timing, provide tech support, or respond to the chat box comments. Have someone monitor the questions and rephrase, combine, or eliminate questions as needed. 

• Do a test run! No matter how confident you are with video conferencing, always do a test run before the actual presentation. Whether it's an audio glitch, lighting issue, or even just practicing talking points, it's always better to be prepared and address any bugs before going live.

• Music sets the mood, but be sure to stop the tunes when recording to avoid any concerns with copyright infringement when sharing on the conference platform.

• Tools & strategies to increase engagement:

• Breakout groups

• Polling & chat (If you want to use polls: 1. review this info on using polls in Zoom 2. prepare your poll questions in advance and 3. reach out to tania@farmtoinstitution.org to set up the polls.

• Encourage questions from the start

• Mix up your media (text, images, videos) but be sure to test

Choosing Your Background & Setting Details

• Clothing: Business casual clothing is generally the right choice for anyone presenting from home. Choose solid colors and avoid busy patterns. 

• Background: Select a neutral background and be careful of background noise (a dishwasher, doors opening/closing, colleagues talking, etc.) 

• Lighting: Test your lighting in advance. Light your face and darken the space behind you by using any light source (e.g., lamps, cell phone lights, ring lights). Don’t sit in front of a window that can cast a shadow. Check your lighting at the time of day you will be presenting.

• Camera Angle: An eye-level camera setting is helpful for virtual eye contact with your audience. If needed, add some books under your computer to reach the appropriate height. Remember that your audience is not just listening to your words but also watching your facial expressions and hand motions. Our brain gives more weight to nonverbal communication, so keep hand gestures visible to build charisma and energy. 

• Sound: If possible, plan to present from a quiet space. See Zoom options for suppressing background noise. Be sure to check your sound quality and settings in your practice run(s).

  Review the Whova Speaker Guide We strongly recommend you review the Whova Speaker Guide that contains additional information, screenshots of key steps, and more. 

Review the Whova Speaker Guide We strongly recommend you review the Whova Speaker Guide that contains additional information, screenshots of key steps, and more. 

Presenter FAQ for Virtual Sessions

Why is FINE using both Whova and Zoom? Whova is a conference platform with many features but it does not have a video streaming option. You will be presenting in Zoom.

How will the Zoom link for our session be shared with us? The Zoom link will be shared via email and the Zoom room will only be available to enter 15 minutes prior to the start of your session.

Will Zoom sessions be set up as meetings or as webinars? All sessions will be Zoom meetings.

During presentations, would speakers be able to play a short video? Yes. We recommend having videos pre-buffered.

Will there be a dress rehearsal with a FINE staff member? While this would be a great opportunity, FINE does not have the capacity. Dress rehearsals with co-presenters is highly encouraged.

Does FINE prefer speakers to have video/slides or can people simply speak? No preference. Speakers should feel comfortable. Without using visuals, speakers should think about Zoom gallery/speaker view recommendations and share those recommendations with their audiences.

Will sessions be recorded? Yes, all sessions will begin recording as soon as the Zoom room opens. Recordings will be made available to all summit registrants for 6 months. 

Can we use breakout rooms for our session? Yes, just click on the break out room option in Zoom. 

Will breakout sessions be recorded as well? The breakout rooms will not be video recorded.

Can speakers send direct messages to each other? The Zoom chat feature will be available to you, which allows for direct messaging as well as sending a Chat to everyone in the meeting.

Will you be providing back-end support managing the breakout groups? Your Session Host can help with this if you ask them. Keep in mind we will only have 1 support person per session. 

How do you enable live transcription? Your Session Host can help with this.

If multiple speakers will be presenting, does one person need to have Zoom control? The controls can be shared between speakers or one person can manage all controls. Make sure to determine preferences, designate roles, and practice together before your session. 

Will the speakers know who and how many people are attending their session? Yes, everyone will have access to the participant list because Zoom meetings (not webinars) makes this information accessible to all. 

Have a question that is not listed here? Visit the Summit FAQ page. 

WHOVA Speaker Guide : Preparation Checklist

We strongly recommend you review the Whova Speaker Guide that contains additional information, screenshots of key steps, and more. Below is a general checklist from that guide:

• [Optional] Pre-record your talk and send it to your organizers as a back-up in case you may have any technical or network issues during your talk.

• Please test your camera, microphone, and screen-sharing etc. You can do it with your friends or colleagues

• Consider a dry run of your talk and time it. Speaking in front of a camera feels different from speaking in front of a live audience.

• Instead of a mobile phone, we recommend you to start Zoom on your computer, which provides a more stable network and better performance.

• Choose what background you want to use. You can choose from a virtual background provided by Zoom or by the organizers.

• Make sure the main light source isn’t coming from behind you. If you are close to a window, try not to be in darkness.

• If possible, close other applications on your computer.

• Let other people in your home know about your presentation so that they won’t use too much bandwidth while you’re presenting.

Things to Test Before the event, please take some time to test each item below.

• Test your Internet speed. Streaming software usually has Internet speed requirements. For example, if your event is using Zoom, the requirement is 2Mbps at the minimum. You may test your Internet speed here: https://www.speedtest.net/.

• Test your audio/video device and make sure it works with Zoom. The easiest way is to start a Zoom meeting with your friends/colleagues and see if they can see you and hear from you. Also, try to share your video/slides in Zoom to see if they work properly.

• Test other setups with a dry run. If your organizers arrange a dry run, please try your best to attend. During the dry run, in addition to checking the above items, you can also test out the lighting, your background, and attire, to make sure they comply with the event.

In Case of Emergency If something unexpected happens during the event or session, please follow this guide to solve them.

• Cannot join the session as speaker or panelist:

• If it requires a password, please contact the session host to resend you the link or remove the password.

• Your Internet connection has problems (unable to reconnect, or has delay):

• Please contact the session host to use your pre-recorded video or to plan to record at a later date.

• Cannot share screen or share video:

• Please contact the Session Host to make sure they set the permission correctly or enable them on the Zoom client.

• The camera does not work properly:

• Please check with the Session Host if it’s OK that you present without a camera. 

• The audio device does not work properly:

• Please contact the Session Host to use your pre-recorded video or to record at a later date.

Sources 

This toolkit was adapted from many sources including:

• https://enterprisersproject.com/article/2020/10/virtual-events-10-best-practices-speakers 

• https://www.bizbash.com/production-strategy/virtual-events/article/21134718/best-practices-and-tips-for-virtual-event-speakers 

• Whova speaker guide

• Decentering Whiteness & Racial Equity