Virtual Speaker Guide

Welcome!

We are excited to welcome you as a speaker for PrestoCon Day 2022. As a reminder, the event will take place virtually Thursday, July 21, during Pacific Standard Time. Please click through the tabs on this page to access information.

Deadlines

• Speaker Registration Deadline: Monday, June 27 – please email jcrowley@linuxfoundation.org if you need the registration details sent to you again.

• Pre-Recorded Video Submission Due Date: Friday, July 15

• Slides Due: Friday, July 15

• Event Dates: Thursday, July 21

• Timezone: Pacific Daylight Time 

Schedule, Timing & Speaker Profiles

The schedule will be posted on Thursday, June 23 on our website using Sched.com.

• Presentation sessions are thirty (30) minutes in total
• Panel sessions are a total of thirty (30) minutes in total.
• Lightning talks are a total of ten (10) minutes in total

Please confirm your timing on the schedule.

If you would like to make updates to your speaker profile on Sched.com (biography, headshot, titles), send updates directly to jcrowley@linuxfoundation.org, so they can be integrated with the virtual platform. 

Platform & Specifications 

We will be using the virtual event platform Hopin, which will allow speakers to deliver content by a live stream or pre-recorded talk and join live for Q&A at the end of the session. Hopin is a virtual venue with multiple interactive areas that allow attendees to move in and out of rooms like an in-person event, enjoy speaker content and make personal connections.

Presentation Template

An optional PowerPoint template is available to download but is not required. 

Live Session Information

• Presentation session speakers who choose to go live will present their slides via screen share; 20 – 25 minutes for the presentation with 5 – 10 minutes of Q&A for a total of 30 minutes.
• Lightning talk speakers who choose to go live will present their slides via screen share for 10-minutes total. If their presentation only runs for 8 minutes and attendees have questions, they answer questions from attendees for an additional 2 minutes (for a total presentation time of 10-minutes)
• Sponsored Session Speakers who choose to go live will present their slides via screen share with no additional Q&A required.

Pre-recording Information & Tools

• Presentation session speakers who chose to pre-record their talk, which will be played through the event platform, will then join the video live for Q&A with attendees.  You will have 20 – 25 minutes for the presentation with 5 – 10 minutes of Q&A for a total of 30 minutes.
• Lightning talk speakers who choose to pre-record their talk, which will be played through the event platform, will not join the video for live Q&A but can be on the platform and answer questions from attendees via text chat.

Some suggested tools to use for recording are Quicktime, Google Hangouts, Zoom, a screen recorder, or something similar. The recording should show your slides/screen as well as you presenting using a picture in picture style format. Videos should be submitted as mp4. Please feel free to reach out with any questions.

Pre-recorded videos need to be received no later than Friday, July 15.

Uploading Instructions for Pre-recorded Sessions

We have multiple options for uploading your pre-recorded presentation:

• Add your recording directly into the Google folder (please email jcrowley@linuxfoundation.org to confirm we received your file)
• Share your file with jcrowley@linuxfoundation.org
• Or let us know if you have an alternate method (DropBox, file sharing service, etc)
  
  Videos need to be received no later than Friday, July 15

Live Q&A

As with physical events, live interaction is essential to the success of virtual events and we are asking every presenter, whether presenting live or via pre-recorded session, to join for live chat with attendees at the end of their session, within the platform. This will provide added value to the audience and create more of an ‘event’ experience. 

If you are concerned about your timezone and how that could impact the live Q&A portion of your session, we will do our best to reschedule your session slot to a time that is convenient for you. If you are not comfortable with the idea of a live Q&A, or cannot participate “live,” please contact Jennifer Crowley immediately at jcrowley@linuxfoundation.org.

Speaker Training

Please view this brief Hopin training video for an overview of presenting within the Hopin platform. If after viewing the video, you have questions, please contact Jennifer Crowley at jcrowley@linuxfoundation.org.

https://drive.google.com/file/d/1QZ1YHE4J9BdSqsA-OCd8jKhZ4MgKttaa/view?usp=sharing

Technical Tips for Virtual Presentations

• Audio – as counterintuitive as it may sound, the single most important factor in a good video, is the audio quality. 
• Eliminate ambient noise – close the doors and windows. You’d be surprised how much environmental noise gets picked up.
• Lighting – Do not put lights overhead and don’t put any lights or windows behind you as they will alter the light levels in your videos and create shadows.
• Background – don’t be afraid to show your natural environment – bookcases, plants, paintings – as long as they are not too distracting.
• Framing – place yourself slightly off-center to the left or right rather than directly in the middle of the frame.
• Camera Height – the lens should either be directly level or pointing ever so slightly downwards towards your face.
• Stand – we recommend you stand during your presentation to help project your voice and improve your posture. However, if you’re more comfortable sitting, then please do.
• Timer – Have a clock to keep track of the time you have remaining. 

From: https://www.greatspeech.co/video-presentations/

Lighting, Webcam, and Microphone Best Practices

Best Practices for Lighting

• For best results, use natural light and supplement with additional light as needed.
• Keep natural light in front of you to avoid shadows. A bright window behind you can make you appear as a dark silhouette. 
• Interior rooms with no natural light source may require additional targeted lighting, such as a ring light, to brighten the speaker’s face.

Best Practices for Webcams

• To ensure the speaker is looking directly at the audience, place the webcam at eye level.
• Avoid distracting backgrounds by checking the surroundings behind you to make sure there are no distracting colors or movement.
• Presenters should use chairs that are adjustable for height but do not swivel. Swiveling on camera creates a poor attendee experience and can be distracting.

Best Practices for Microphones

• Use external microphones whenever available, as microphones built into computers and cameras often have lower quality. 
• An external microphone allows the speaker to place it in the optimal location for sound.
• Place the microphone close to the speaker’s mouth, but not in the camera view.
• Test audio levels in advance.
• Manage noise by turning off fans, phones, or speakers and keep ambient noise to a minimum. 
• Do not touch the microphone while unmuted.

Dress Code

There is no dress code for presentations, and we encourage you to be comfortable. That said, you must be aware the PrestoCon Code of Conduct applies to this space, both in terms of what you show on camera and what you say. We ask that you be tasteful and considerate in choosing your clothing and surroundings. Keep in mind that we are a global community. Please refrain from wearing shirts with global brand logos that are not your own. Solid colors (not white) also work best instead of prints. 

Tips to Keep your Virtual Audience Engaged

• Learn the Content: Familiarity with the content allows a speaker to focus on presenting, rather than trying to remember the points to make. To minimize worry about forgetting elements of the presentation, include notes in your presentation file and have a printout of your script or talking points.
• Practice Makes Perfect: Speakers should practice their content delivery in the environment in which they will deliver it, such as in front of a computer. Presenting alone to a computer can be awkward at first. To make speakers more comfortable, ask colleagues, roommates, or family to sit in front so they can present to familiar faces.
• Understand the Tools: Speakers should understand and utilize the content options available to them, to maximize the effectiveness of the presentation technology. It’s important to know the basic functions of the software, e.g. how to advance slides, manage Q&A or chats, before the presentation. 
• Speak Up: Check audio levels before presenting, but also make sure to breathe at regular intervals to speak audibly and clearly. Maintaining a clear, even tone throughout the presentation will allow the audience to hear it without adjusting their volume settings.
• Look at Your Camera: If presenting via video, remember, the webcam is your link to your audience. Make eye contact with the camera so it appears to the audience that you are speaking directly to them.
• Don’t Fear Mistakes: Humans make mistakes, even during presentations. Realize that flubs happen and they won’t derail your presentation – unless you let them. Just keep going in your planned presentation and remember, the audience is forgiving.
• Be Prepared: During the presentation, have a glass of water nearby to sip as needed. Also, keep handy a printout of your slides or notes in case you need to refer to them.

From: https://www.inxpo.com/assets/pdfs/litepapers/How-To-Be-An-Engaging-Speaker.pdf

Inclusive Speaker Orientation Online Course

The Linux Foundation, in collaboration with the National Center for Women in Technology (NCWIT), has created an online course designed to teach the viewer about inclusion, diversity, and unconscious bias. We highly recommend all of our speakers watch the course to learn tips/tools to use when speaking to encourage inclusivity in presentations and messaging.

Code of Conduct

Please read and abide by our code of conduct, which can be found here. We ask that speakers especially review this code of conduct and are inclusive in the words and images used during their presentation.

Additional Resources

Contact Us

If you have any other platform, speaker, or schedule-related questions, please contact us at cfp@linuxfoundation.org.