Oral Presenter Information

Thank you for agreeing to give an oral presentation at ASIC 2022! Here is some information to help you set yourself up for success at the conference. Additional conference details will be emailed to you over the next few months and then added to the website here. Please bookmark this space for future reference. 


Oral & Poster Presenter Tasks

  1. ASAP: Please let Sandra Hall know if there are any updates to your presentation title, description or authors.
  2. ASAP: Book your accommodations & travel: You can view our partner hotels and group rates on our website here.
  3. March 18: Register for the conference! You can register online here. If you miss the deadline, please email sehall@ucdavis.edu for the code.  You must be registered by March 31st to use the early-bird rate. All virtual and in-person poster and oral presenters must register.
  4. March 31: Sign & return the consent to record form below
  5. April 8: Confirm if you are giving a virtual presentation. All presenters are assumed to be giving in-person presentations unless discussed with Sandra. If you are giving a virtual presentation, please confirm and acknowledge understanding of the virtual logistics below with Sandra Hall.
  6. April 11: (Virtual Presenters Only) Will receive zoom link to present virtually
  7. April 18-22: Virtual platform training for presenters
  8. April 25: (Virtual Presenters Only) Pre-recorded presentation due to Sandra Hall
  9. May 3: PowerPoint presentation due to Sandra Hall

Conference Documents

Document Description
Consent to Record All presentations will be given live and recorded for attendees in different time zones. As presentations are recorded, they will be simultaneously live-streamed to our virtual platform, WHOVA. All speakers and session chairs must sign and return this document to Sandra Hall, sehall@ucdavis.edu, by March 1st.
Whova Platform for Attendees Guide to how to make the most of the Whova virtual platform. Includes a brief 6-minute video!
Whova Platform for Presenters Guide to how to make the most of the Whova virtual platform as a speaker. Includes a brief 7-minute video!

Oral Presentation Details

Session Outline

Each session will host 6-8 presentations split into two sub-sessions. There will be 3-4 speakers per sub-session. Below you can see a layout of the timing of each session. Your session moderator will introduce the session, introduce each speaker before they present and then will host a group Q&A at the end of the sub-session with those 3-4 speakers. After the first sub-session Q&A has completed, there will be a short time to transition the speakers on stage with the next sub-session. Then the process will repeat for that final portion. Once both sub-sessions have concluded, attendees will be released for a break.

Session Info

Time (min)

Presenter

Session Intro &
Speaker Introductions

6

Moderator

Speaker A

12

A1

Speaker B

12

A2

Speaker C

12

A3

Speaker D

12

A4

Q&A

10

Moderator

Swap

10

 

Speaker Intros

5

Moderator

Speaker E

12

B1

Speaker F

12

B2

Speaker G

12

B3

Speaker H

12

B4

Panel Discussion

10

Moderator

Closing

3

Moderator

Your Presentation

  • Your presentation will be 12 minutes in length, not including Q&A time. Please remember to practice your presentation to ensure it stays within the time limit. With over 150 presentations, it is vital everyone stays on-time so that all presenters receive their share of time and questions are not cut short. Moderators will interrupt your presentation if you begin to go over-time.  
  • If you will be showing a PowerPoint to attendees, you will need to submit it to us before the conference. PowerPoint presentations are due May 3rd at 5PM PST. The presentation must be in widescreen 16:9 format and saved as a PPTX file. Your PowerPoint will be pre-loaded onto conference computers and you will control it through a slide advancer that you will point at the back of the room.
Submit your PowerPoint to this Box Folder no later than May 3rd at 5PM PST. Once you have submitted your presentation, there are no substitutions or alterations.
  • If you are willing to share a copy of your PowerPoint with the audience, you may link to a PDF copy of it to the Virtual Platform.
  • Virtual Presentations: If you are giving a virtual presentation, your 12-minute presentation will be pre-recorded and due April 25th, but you will be participating in the Q&A live through Zoom. Please view this detailed information.

Q&A

During your sub-session, presentations will occur back-to-back. Then the 3-4 presenters of that sub-session will participate in a group Q&A. Questions will be submitted from the audience via the Whova platform. The Whova platform will accept questions submitted through the phone app or the computer web browser. If an attendee does not have access to either of these, they can submit a question to a volunteer in the back of the room to be added to the platform for consideration. Moderators will have full discretion on which questions to ask live of presenters.


Virtual Platform Whova

You should have received an invitation from event-noreply@whova.io to the virtual platform, Whova. You will be able to review and update your biography and presentation from here. If you do have any major updates to your presentation, please let me know so that I can correct the information on our website. I also suggest uploading a photo to your profile.

Please review this short Whova Speaker Guide and this Whova Attendee Guide to become better acquainted with the platform’s capabilities. We will also have several trainings the week of April 18th on the platform.

Join a virtual training on Whova!

We recommend attending one of the upcoming trainings on the virtual platform that will be used during the conference. You can learn how to navigate the platform for various activities and available to answer general logistical questions. We highly recommend you attend a training session below if you are a virtual presenter and encourage all in-person presenters to attend one as well. To join a training, visit the virtual platform Whova (https://whova.com/portal/webapp/asic_202112/) and choose a Rehearsal Session to join.

  • Monday, April 18 – 4pm PT
  • Monday April 18 - 8pm PT
  • Tuesday, April 19 – 12pm PT
  • Thursday, April 21 – 7am PT
  • Thursday, April 21 – 9am PT
  • Friday, April 22 - 4pm PT (pre-recorded training)

Whova Platform Rehearsal Session

Whova Rehearsal Session

Virtual Presentation Details

Virtual presentations are accepted on a case-by-case basis. You must confirm your virtual presentation with Sandra Hall by April 1st. Virtual presentations will be pre-recorded 12-minute MP4 videos due on April 25th. The speaker will need to be available for a live Q&A discussion over zoom with other presenters during their designated session time. 

Session Logistics
  • Each session will host 6-8 presentations split into two sub-sessions. There will be 3-4 speakers per sub-session. Above (In Oral Presentation Details) you can see a layout of the timing of each session. Your session moderator will introduce the session, introduce each speaker before they present and then will host a group Q&A at the end of the sub-session with those 3-4 speakers. After the first sub-session Q&A has completed, there will be a short time to transition the speakers on stage with the next sub-session. Then the process will repeat for that final portion. Once both sub-sessions have concluded, attendees will be released for a break.
  • Your pre-recorded presentation will be played live on the large conference screen in the conference center and live-streamed to virtual audiences during your presentation time slot in one of the two sub-sessions. 
  • You will join your session via Zoom only. Zoom links will be shared the week of April 25th. Please log-in to your zoom session about 15 minutes prior to your presentation slot. After a quick tech-check you will go off camera and on mute until the group Q&A. You will not be on-screen when your presentation is playing.
  • You will join on-camera when the live Q&A happens for your sub-session. Your moderator will ask questions from the audience to you verbally to answer verbally.  
Joining a Session Via Zoom
  • To join your session, you will receive a zoom link by April 11th. If you do not receive one, please contact Sandra Hall.
  • You will need to join your zoom session 15 minutes prior to the start of your full session (not sub-session). 
  • You will check your microphone and camera with the volunteer in preparation for the live Q&A. 
  • Once your session has ended, you may leave the zoom and participate in all other sessions via the Whova Platform. 
Your Pre-Recorded Presentation
  • Must be no longer than 12 minutes. Presentations above the allotted time amount will be immediately sent back.
  • Presentation PowerPoints should be in the 16:9 widescreen or similar format.
All presentations will be pre-recorded as an MP4 file. Completed presentations can be uploaded to this Box Folder. Once you submit the file, if it is within the correct time limit, there are no substitutions or alterations. 
  • You are welcome to use whichever recording software/technology of your choosing (Zoom, PowerPoint, iMovie, etc.) for your presentation. Additional guidance on using Zoom and PowerPoint to record is available below.
  • Your pre-recorded presentation is due April 25th. 
  • You may also submit a copy of your PPT presentation here to be shared on our website after the conference has concluded
Recording Tools and Resources:
  1. How to record a presentation using Zoom:
    1. Review these instructions for Zoom’s Record feature.
    2. Create a personal meeting with just yourself on Zoom.
    3. Start the meeting, ensure your camera is on, your microphone is working and your presentation is “shared” with zoom via screen share.
    4. Follow the instructions above to start the recording and save the recording.
  2. How to record a presentation using PowerPoint Record:
    1. Review these instructions for PowerPoint’s Record Presentation feature.
    2. Pro Tip: Remember to pause your voice as you switch from slide to slide to avoid your audio being cut in half or a second or two of sound to be missing.
    3. After you have recorded your presentation, play the PowerPoint through automatically to ensure transitions are correct and you don’t cut out any of your audio out.
    4. Complete your recording by converting to MP4 as instructed here.
Tips to Deliver Effective Presentations in the Virtual Atmosphere:
  • Slide Design: Format your slides for readability! Too much text makes it difficult for attendees to connect. Make sure to also be cognizant of your font style, text color, and background designs.
  • Prepare and Practice: Rehearse in front of a friend or family member ahead of time to identify key speaking mechanisms for virtual audience engagement.
  • Notes for Recording Yourself:
    • Tape a photograph of a group/crowd of people on your wall to serve as a friendly reminder to acknowledge the audience.
    • Don’t just read off the slides! Make sure to present with intention and confidence.
    • Stay energized and animated for the full duration of your recording. Check to make sure that your volume, tone, body language, and general speaker presence remains consistent throughout the presentation.
    • Re-watch your recording before submitting it to make sure you’re happy with the results and it stays within the time allotment. 

Poster Presentation Details

Poster presentations can be virtual and in-person. 

Poster presentation details can be found here. 


COVID-19 Safety Information

We realize there are some concerns around attending the conference in-person in May due to COVID-19. As an event hosted through UC Davis, we will be following all UC Davis guidelines for hosting in-person events to keep you, as our attendees, our staff, and our communities safe.

Please review these COVID-19 Health & Safety Guidelines for ASIC in Pasadena, California.

We will continue to update attendees with changes to protocols based on the CDC and UC Davis guidelines. We strongly feel that these precautions will help us host ASIC safely for all attendees.


Questions?

Contact your session chairs or Conference Manager, Sandra Hall, at sehall@ucdavis.edu.