Virtual Speaker Resources Packet

Speaker information video call recording. (or another)

Host/Room Monitor Info: Google Doc

For more help:

• Join #speakers on the MidCamp Slack: https://mid.camp/slack
• Email us: info@midcamp.org 

If you’re comfortable doing so, we ask that you record your session in addition to the Host. Please follow these recording instructions.

Getting Started

What should I do before my session?

• Review our Speaker Resources and add opening and closing slides to your deck.

• Title Slide
• Speaker Slide
• Contribution Day (Friday, April 28th)
• Feedback Slide

• Have your notes printed or open on another device. Unlike presenting on a projector, Zoom will display what you see on your screen, which means you’ll want the full-screen presentation without displaying your notes. If you have dual monitors, you may work around this by sharing your secondary screen to Zoom using your primary screen for presenter view.
• If possible, upload your slides before your session so that our captioners can review.

• File upload on the session node allows the following formats: pdf, ppt, pptx
• If you have a link, add it to the top or bottom of the session description.

• Download (or update) the Zoom client for Meetings.
• Please disable slide transitions in favor of just a plain slide change. Fades and other effects simply don’t play well across multiple viewers with varying connection speeds.
• Prepare your presentation space:

• Make sure you have a stable internet connection, plug your laptop in, and quit all but necessary apps.
• Find a quiet space. Close windows. Keep pets at a distance. Inform co-workers or house guests that you are LIVE.
• Don’t fidget with items on your desk or spin squeaky chairs.
• Be aware of what is visible in your background.
• If you plan on using your camera, avoid any direct lighting into the camera. Reposition or switch off light sources as needed.
• Hard surfaces cause echo/reverb. A carpeted room with soft things makes a big difference. Adding soft things like pillows around the room can help.

How do I join?

• Please plan to join Zoom 10 minutes prior to the start of your session.
• Find your session in the schedule and click the JOIN link on the session page.
• Identify yourself by the name as listed on your MidCamp site session page.

• To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.

What happens next?

• Each Zoom room will be staffed by a Host and a Room Monitor.
• When you join, please announce your presence in chat. The host will invite you into a breakout room.
• In the breakout room, you’ll be able to test your screen sharing, audio, video, etc.
• This is a great time to:

• Double check and silence your chat apps and other noise-makers
• Turn on Do Not Disturb (Mac, Win)
• Set a timer.

• When you’re back, the host will:

• Warn attendees that the recording is about to begin
• Start the recording
• Introduce the speaker(s)
• Then you’re up!

Giving your talk

How do I share my screen?

• Zoom allows sharing your entire display or a window.
• On Mac OS 10.14 and above, Zoom requires increased permissions to share.
• If you will be swapping between a presentation and web pages or command line, you will need to share your Screen not an individual app.
• Zoom allows sharing multiple displays, but we recommend against it as viewers most likely won’t have as many pixels as you.
• Zoom allows sharing application audio while presenting, but you must install their driver AND restart the audio source first!

• Start a Zoom meeting and click Share
• In the Share window, check Share computer sound
  
• Follow the prompts to install the Zoom audio device
• Restart the audio source (most likely your browser).

Do I need a webcam?

• Only if you would like to show your face. You may turn off your webcam if you would not like to be seen by attendees.
• Zoom allows a Virtual Background option to hide the background from your video feed. Before using, review this short demo video AND test it! Be aware that your hardware may not support this feature.
• We will not be recording your webcam video.

Will participants hear me?

• You will need a microphone connected and enabled in order for attendees to hear you.
• Use what you have, though a wired microphone or headset are recommended for best audio quality and to avoid feedback.

• If using a wireless device, be sure it’s fully charged.
• For under $20 you can get a variety of cheap earbuds that can arrive quickly.
• Even if your headphones or earbuds have a microphone, you may choose to use a different microphone. Make sure to choose the microphone you really want to use and not just accept the default that Zoom selects.

• Test your audio before your session to ensure you’re getting the best results.

Will I hear participants?

• Participants will be initially muted
• The Host controls whether participants can unmute themselves. If you’d like to engage with participants either during your talk or Q&A, please let the Host know.
• Please use a headset or earbuds during your presentation. Using your speakers will cause feedback when participants are speaking.
• Text chat will be open during the session for questions.

Will my session be recorded?

• Sessions will be recorded.
• Recording will show your shared display or your webcam if you’re not sharing.
• If you’re comfortable doing so, we ask that you record your session in addition to the Host.

Will I see participants come and go?

• You may, but we recommend hiding the participant list while you’re presenting.
• The Host and Room Monitor will be monitoring attendees while you’re speaking.

How do I take questions?

• You can either take questions live or the Host will review the backscroll and ask questions during Q&A time.
• Zoom allows for non-verbal feedback, but tracking it while presenting may be a challenge.
• We ask that you read questions aloud so attendees know what you are answering.
• If you have multiple displays, you can move the participants list and chat off to another monitor.
• When sharing your screen, Zoom windows are transparent to the audience. The chat window will not be visible to the audience and will not block their view of your slides.

What do I do when I'm done?

• The host will give a 5 or 10 min warning. (verbal or visual)

• Discuss with the host on how you’d like to be notified.

• The host will stop recording.
• You can stop presenting.
• You can take the conversation to Slack - we’ll have rooms for each session room. We’ll need to free up the session room for the next session within a few minutes.

What about multiple presenters?

• Both presenters will be given privileges to present their screen.
• Ideally, one presenter is responsible for presenting and advancing slides.

• Not switching shares makes for a better attendee experience (just like not switching cables at a podium IRL).

• Both presenters will be able to speak to the room at the same time.

• Headphones or earbuds are recommended to avoid feeding your speakers back into your microphone.

What happens if I lose my connection?

• Re-join the Zoom meeting by clicking on the link. Notify the Host via chat. The Host will find you and give you the proper access again to present. Confirm that you are unmuted and participants can hear you. Continue where you left off in your presentation.

Captioning

Do I need to enable anything to Caption my session?

• No. All Zoom streams will already be connected and ready for captioning. You do not need to modify your presentation or do anything special for captioning.
• We are using Zoom’s automated Live Captioning and it will be on when you enter the room.

What does Zoom Captioning look like?

• You can learn more about how Captioning functions in Zoom at this link.
  
• Participants control if they can view captioning via the Zoom interface. See screenshot below for what this looks like in the interface. More details about Captioning can be found on the Zoom site at this link.

Will Contribution Day be Captioned?

• Yes, we’ll have automated Live Captions on in every Zoom.

Will Workshops be Captioned?

• Yes, we’ll have automated Live Captions on in every Zoom.

What does a transcript look like?

• With MidCamp captioning sessions, a transcript will be created. You can see an example transcript that will be created for your session at this link: https://github.com/A11YChi/transcripts/blob/master/2019-08-27-An-Evening-with-Marcy-Sutton-and-Derek-Featherstone.md