Guidelines for Recording Presentations

In October, ASH’s audio-visual vendor, Freeman Event Technology, will contact you with instructions for how to upload your presentation video recording and slides in advance of the annual meeting. This year all presenters will be required to upload a video recording of their presentation as well as a copy of their slides to Freeman’s Orchestrate presentation management website by November 17.

All in-person presenters are encouraged to visit the Speaker Ready Room on site in order to become familiar with the equipment that will be used to present. If you are planning to present updated information generated since you pre-recorded your presentation, you must bring your PowerPoint presentation on a CD-R, DVD-R, or USB flash drive (memory stick, jump drive, etc.) to the Speaker Ready Room.

Small rehearsal rooms will be available within the Speaker Ready Room for presenters to use for a limited period of time. These rooms will be set up with the same equipment utilized in the session rooms. Freeman Event Technology staff will be on hand to assist presenters in the rehearsal rooms as needed. Presenters can sign up for a rehearsal time slot on site in the Speaker Ready Room.

Additionally, Freeman staff will be available during office hours to provide limited technical support to help you get set up to record on your own. Refer to your Orchestrate introductory letter for details on these times.

Compliance Instructions

Movies: Please take steps to compress your videos. Uploading time for uncompressed videos will take away time from your presentation and give no better quality than a modern MPEG-4 codec. We can only accept movies created as MPGs, WMVs, or with the following codes: AVI, MPEG-1, MPEG-2, MPEG-4 (Divx, Xvid, or WMVs), MOV (H.264), Cinepack, Techsmith, and Flash.
MOV files are NOT supported in Windows PowerPoint™.
Your movies must not fill the screen completely. In the session room, you will use a mouse to advance your slides. You can only advance your PowerPoint with a mouse by clicking on the slide, not the movie itself.
Fonts: If you have special fonts in your PowerPoint presentation, please embed them when you save your presentation. You can specify this by clicking “Save As” in the file menu. In the “Save As” window, click “Tools” and select “Save Options” from the drop-down menu. In the “Save Options” box, click the check-box to “Embed True Type Fonts.” Then, save your presentation as usual.

Slideshow Templates

Copyright Information

If you are going to use copyrighted material for which you do not believe the fair use doctrine applies, you must obtain written permission from the respective copyright owners for its use or adaptation in your presentation. Cartoons, images from movies or television programs, magazine articles, etc., all require written permission to use.

Please include appropriate citations of all third-party materials. At minimum, your citation should include the name of the author(s), book or journal title, year of publication, journal number (if appropriate), and page number.

Logos

The Accreditation Council for Continuing Medical Education (ACCME) prohibits the use in educational presentations of any logo from any entity producing, marketing, re-selling, or distributing health care goods or services consumed by or used on patients. The ACCME does not consider providers of clinical service directly to patients to be commercial interests, therefore logos of academic institutions are allowed.

Submitting Your Presentation and Presenting Live

All presenters will receive an email from Freeman Event Technology in early October with detailed instructions on how to self-record your presentation (oral abstracts, posters, and scientific workshops) or to have your presentation recorded for you (invited program) and upload it to the presentation management system: Orchestrate. Your final presentation file will be uploaded as an MP4. You will also need to upload a copy of your final PowerPoint presentation.

ALL PRESENTATIONS MUST BE UPLOADED TO ORCHESTRATE NO LATER THAN NOVEMBER 17 TO ENSURE THAT THEY ARE ABLE TO BE INCLUDED IN THE VIRTUAL MEETING. Presentations received after November 17 will not be available over the core meeting dates.

As Orchestrate is a secure platform, you are permitted to record and upload your presentation in advance of the meeting without violating the embargo rules.
Presenters attending the in-person meeting have the opportunity to present updated research and data that became available after the initial presentation recording deadline. If you elect to do this, please ensure you follow the standard process outlined above for checking in to the speaker ready room. You will be re-presenting the same presentation that you recorded with your new data incorporated, this will not serve as an update in addition to that recording. The version of the presentation that you present live will be capture and will be made available on demand on the virtual platform.

Presenters attending virtually will have their pre-recorded presentation played during their scheduled time slot for oral abstracts or made available on demand when the platform is made available for the invited program. All presenters will participate in the live Q&A sessions at their scheduled time. On the day of the live portion of your presentation, you will click the Zoom link to the virtual green room that you have been provided in advance of the presentation where you will be greeted by a Freeman technician. We ask that you enter the green room 30 minutes prior to the start of your live session so that the Freeman team has time to check your connection and make sure you are set up for your session.

After your microphone and camera connections have been tested in the green room, you will be moved to your presentation room. Once there, you will be greeted by another Freeman technician who will walk you through the session flow and help to do a technology check with you. If you are presenting slides live, you will be sharing your own screen with your camera and microphone on when it is your turn to present. During the question and answer period no screens will be shared and the moderator will read any questions submitted by the audience aloud to you for you to respond. Once the session concludes, you are free to exit the Zoom room.

If you have any questions about the capture and upload process or if you did not receive that email, please contact: [email protected].

Tips for a Successful Presentation

Clarity of PowerPoint slides is vital for a successful scientific presentation. Helpful tips are provided below.

If you are self-recording, leave room for your video image. When capturing your presentation in Zoom or PowerPoint, there will be a small video feed of you speaking placed over a portion of your slides. A PowerPoint template is available to you to ensure that you leave enough space for your video image when preparing your presentation. When you are ready to record make sure to drag your video image over the space on the slide deck designated for the video feed.
If Freeman is recording your presentation they will manage placing your video feed away from your slide images. Please use the standard ASH PowerPoint template when preparing your slides.
Be consistent. Using a uniform background color, text size, text color, and font throughout your slide presentation makes it easier for the audience to follow the flow of your ideas. When using PowerPoint, it is a good idea to build your presentation using the slide master, which helps keep your presentation consistent.
Be mindful of screen size. The screens are optimized for widescreen 16:9 ratio. Please keep this in mind when preparing your slides. Presentations in the 4:3 ratio will be compatible but will not make the best use of the screen dimensions.
Use color and contrast. Use dark text on a light background; it is easier to read. If you must use a dark background, make sure your text is quite light (white, cream, yellow, light grey, or pastels) and increase the font size by two or three points.
Keep slide count to a minimum. Use a maximum of eight slides per 10 minutes or 16 slides per 20 minutes of an oral presentation. Leave a blank space that is at least the height of a capital letter between each line of print.
Use sans-serif fonts. These fonts project better and are easier to read. Examples of sans serif fonts include Arial, Helvetica, Calibri and Verdana. An 18-point font size is recommended. Words in all capital letters and custom fonts are hard to read.
Align text left or right. Centered text is harder to read. Line up all your text to a right-hand or left-hand baseline – it is the easiest to follow.
Keep words to a minimum. You should have no more than five to eight lines of type with no more than five to seven words per line. Type should be well-spaced and sized in 30- to 36-point font for headings and at least 24-point font for body copy. Keep custom animations and slides transitions simple, and use them sparingly.

Questions?

Please contact [email protected] or call 1-866-828-1231 or 202-776-0544.

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