Thank you for taking the time to provide quality education to AOAO members and meeting guests.
Questions about the content of your lecture? Contact the Session Moderator
Questions about recording and uploading your slides/lecture? Contact Joye Stewart at [email protected].
Access the speaker forms and upload links here.
Preparing for your Lecture
For our 2022 Annual Spring Meeting, we need the following from our speakers. Please be prepared to upload your slides no later than April 1, 2022 and your video recording no later than April 1, 2022. Please keep your lecture within the time allotted (refer to the program or your speaker letter).
Presentation slides – Please provide your presentation slides (no video/audio) as a PDF file. This version of your presentation will be linked to your lecture title in our Mobile Meeting Guide for registrants to view before, during and after the live meeting day. Meeting participants value the slides for quick reference to the content you shared in your lecture. Slides developed in PowerPoint, Prezi and Keynote saved as a PDF file will be accepted.
Please create your slides with the first being the title slide, the second including disclosure of any conflicts of interest and the third listing your lecture objective.
Presentation slides with video recording – All speakers will be required to pre-record their lectures. Those speaking in person will give their lecture live at the podium as usual. Your pre-recorded lecture will be used for on demand content after the meeting. Virtual speakers must be available and live during the question/answer/panel discussions. Your pre-recorded lecture is what the audience will see.
Tips for Preparing for your Recording and Live Session Day
Check your internet connection: A hardwire for your internet connection is best. This will help you avoid any issues with an unstable Wi‐Fi connection, which can affect your audio quality and the overall attendee experience. If you must use Wi‐Fi, please ensure that others on your network are not online, as this will also affect your connection speed and quality.
Audio: Please test the audio before your session begins: This will ensure your speakers and mic are working properly before the live event begins.
Minimize background noise: Try to participate in the meeting in a quiet place. If you must be in a loud environment, using a headset with a mic often reduces background noise compared with your computer’s built‐in microphone. In fact, a headset is a general best practice for higher‐quality audio than other built‐in options.
Background: Using a Virtual Background image during your presentation and panel discussion is recommended but not required.
If you are unable to use a virtual background image, please check the background in your video, and make sure you are in a well‐lit area. Please try to use a solid color wall as your background. You should also be sure there are no distracting décor elements or other items in your background. Put your camera at face level (use a stand, or stack of books if using a laptop camera), relatively close to you.
Dress to impress: You will be on video, so be sure to wear business attire. We recommend solid colors as opposed to garments with patterns. Be mindful of any accessories or jewelry if you are expressive with your hands as the noise and movement can be quite distracting. You may also wish to wear the same outfit for recording your presentation and for the live Q&A panel discussion.
Preparing for the Session: Close all the applications on your computer except for Zoom and those you will be using during your session. Mute anything in your office or home that beeps or buzzes to minimize distractions. Try to have good light in front of you/your computer.
During the Session: Look directly at your camera while speaking, this will make your audience feel more included in the conversation. Position the “active speaker” window on your screen directly under the camera so that it is natural for your eyes to look toward the camera.
Our recommendation is to use Zoom to present and record your lecture. If you currently use a platform in which you are comfortable, please do so! Simply skip the following steps and upload your recorded mp4 file by March 30.
Using Zoom to Record your Lecture
Use your own Zoom account to record your presentation. If you don’t already have a Zoom account, go to https://zoom.us/pricing and sign up for the free account. You will be able to share your slides while presenting in this format and record your lecture.
- Have your presentation (PowerPoint, Keynote, other) open on your computer
- Log in to your Zoom account
- Click on Host A Meeting ‐ With Video ON (top right); You will be in your own Zoom meeting
- Click on Share Screen – and share the window with your presentation
- Display your presentation as Slide Show
– You should display your presentation on your computer so you are looking directly into the camera when you are recording your video.
– You can position your image on the screen to where you want it to appear in your presentation (upper right‐hand corner is preferred).
– You can also make your “talking head” image larger.
- Hover over the top of your screen to access the Zoom controls:
– Click on MORE
– Click RECORD
- When you have completed recording your presentation:
– Click on MORE (like instructed above)
– Click on Stop Recording
- End/Leave your meeting – your recording will be automatically saved as an MP4 file. It may take a few minutes to download the recording so that you can save it to your computer. Remember where you saved it, you will upload this to the link provided by the AOAO administrative office.
Speaker Info Sessions
Virtual speakers (and those attending in person if you wish) as well as moderators will be required to attend a scheduled information session. These sessions will be scheduled through Zoom during an evening 2-3 weeks prior to the meeting. We will provide an overview of the technical aspects of how speakers will connect to the meeting, review the meeting platform features such as Ask the Speaker (Q&A) and answer any questions you may have. We respect that your time is valuable, but want to stress the importance of participating in order to provide our meeting registrants with the best possible learning experience.