Instructions for On-Demand Sessions

• Anytime – Review best practices for creating and recording an engaging on-demand session
• November 6 – Registration portal opens (if you are already registered for the AASHE 2023 in-person event, you do not need to register again) 
  • In the registration process you will get to accept the Presenter Policies.
• November 7 – Attend on-demand presenters optional Q&A session
• November 15 – Recording submission deadline (via this form)
• Between November 15 & December 1 – Receive access Speaker Portal and update your profile, add slides or handouts
• December 1 – Make any edits to your session’s info if needed (title, description, listed speakers, etc) by submitting this form.
• December 1 – Virtual presenter registration deadline
• December 5 – Virtual event launch date
• Spring 2024 – Virtual event ends

• Use AASHE’s Get Interactive resource to design your session.
• Review your goals for the session and develop your presentation around them.
• Build your session taking into account your time limitation and best practices for online engagement. On-Demand Sessions should utilize their full 45-minutes (it’s okay if your session is a little longer or shorter).
• Practice your planned scenario at least once or twice to make sure the session flows well and addresses your goals.

Make Your Presentation Engaging

• Include videos of your institution to illustrate points in your presentation
• Interview students, faculty or staff on campus

Prepare Your Slides

• Slides should be widescreen format 16:9.
• As you draft your slides, if you are the only presenter on your presentation, be aware that a small window featuring your webcam video will be overlaid on the top right of your slide. Avoid putting key information in the top right-hand corner of your slides. If multiple presenters are included, the entire right side of the slide will be covered by the webcams.
• Minimize the amount of text on slides.
• Describe and read everything on your slide. This will help people who are blind or have limited vision understand what is on the slide.
• Using PowerPoint or Google Slides, you can turn on live transcriptions to create captioning of your spoken word. Live transcriptions of your words help accommodate individuals in the audience who may be deaf or hard of hearing. (Please note, if you’re recording using Zoom – the live transcript is not saved in the recording.)

Present with Others?

• Combine your slide decks
• Confirm who will be screen sharing and advancing slides
• Write up a short timeline of who will be speaking when to avoid presenters speaking over one another

Be Mindful of Your Language

• Practice using gender-inclusive language (e.g., instead of terms like “ladies and gentlemen” or “hi guys”, consider “folks”, “everyone”). Learn more.
• Avoid generalizations and stereotypes.
• Avoid using jargon, idioms and acronyms, and if you do, explain what they mean in plain language. Keep in mind that your presentation may be watched by people from all around the world and avoid expressions that may not be understood by all members of the audience.
• Offer verbal or written notice (in your session description) before sharing potentially sensitive content – these allow participants to prepare themselves to engage or disengage for their own wellbeing.

• Recommended software:
  • Zoom (free), Camtasia, Go to Meeting, other meetings- or webinar-based platforms with recording capabilities
• Recommended hardware:
  • Earbuds with built-in microphone or USB microphone (recommended). Avoid cell phones and speakerphones. 
  • Hardwired internet connection
  • Webcam (internal or external)

Video Format Requirements

• Accepted file formats: MP4, MOV, WMV, AVI and FLV
• Maximum video file size: 2Gb
  • Smaller file sizes are recommended as the file will upload faster for you and playback will be much smoother for your audience.  A 60-minute presentation recording will typically be around 900 megabytes, more if it includes capturing a webcam or motion video.

Prepare your Space

• Background:
  • Ensure your background is visually appealing and not too distracting. A plant or two in the background allows for visual appeal without being distracting. Scan behind you to ensure there aren’t any books, posters, or decorations you would prefer not to share with the #GCSHE audience. The more visual clutter or movement that is behind you, the more likely your video recording quality will be poor or a much larger file size.
• Lighting:
  • Ensure your face is well lit. Natural light from a window is preferred, but you can also move lamps behind your webcam to brighten up your face. Avoid having the only light source come from one side of your face.
• Height:
  • Make sure your webcam is at eye level. This makes it feel like you’re making eye contact with the audience and keeps them from looking up at your nose. You can raise your laptop up on books or boxes. Tape a picture of a beloved family member or pet next to your webcam to remind you to smile when you look in the camera. Frame your full head and shoulders in the camera picture. The bottom of the video frame should come to the middle of your chest.
• Noise:
  • Pick your presentation spot carefully, where you will not be interrupted by family, friends or pets. Mute all cell phones, doorbell alarms, and notifications on your computer such as email chimes or meeting reminders. Close the door to your recording space.

Wardrobe

• Choose attire that you would wear if you were attending an in-person conference. Plain-colored shirts and pants are optimal; tight patterns or stripes may not display well on screens. Avoid bright white or black tops as they mess up lighting. 
• Wear clothing that is the opposite of your background’s tone. Your webcam will work best if it can find a good contrast between you and your background.

Test & Practice

• Record a short rehearsal to test your audio and video. Review the recording and make sure you are happy with how you look and sound. After viewing the result, make any adjustments to the microphone or video settings as needed.
• Do a content rehearsal to practice your presentation and to test your run time. 
• Work with your recording platform to find a layout that allows you to share your screen/slides while still showing the presenters on the webcam.
• If presenting with multiple speakers, ensure everyone knows how to mute their microphone when they’re not speaking to minimize background noise.
• Take one last look at your webcam view to make sure you look your best.
• Take a few deep breaths and have fun!

• If there are multiple presenters, confirm who will upload the file.
• Be sure your video file name includes your session title.
• Confirm you have all appropriate permissions to share all elements of your recording.

Upload your recording before November 15, 2023!

Here are some platforms that have the ability to record a presentation.

• Zoom: Zoom Local Recording
• Cisco WebEx: Record a Cisco Webex Meeting
• Google Meet: Record a video meeting
• GoToMeeting: Record a Session
• Microsoft Teams: Record a meeting in Teams