Academy Software Foundation Open Source Forum

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Speaker Guide


Thank you for speaking at ASWF Open Source Forum, taking place Thursday, February 16, in Los Angeles, California.

This is your official event speaker guide. Please bookmark this page for easy reference and continue to check back as the event gets closer we will be adding additional speaker information, such as on-site details, as they are available. If you have any questions, please email Jennifer Crowley at

Please click through the tabs on this page to access information.


  • Speaker Registration Deadline: Monday, February 6. Registration information was sent in your acceptance email. If you need these details again, please email
  • Upload Bio + Heashot to Sched Deadline: Monday, February 6
  • AV Requests Deadline: Wednesday, February 8
  • In-Person Speaker Slide Due Date: Monday, February 13
  • Virtual Speaker Pre-Recorded Video Deadline: Monday, February 13
  • Event Dates: Thursday, February 16


To confirm that you will be presenting, please register as a speaker by Monday, February 6

Registration information was sent in your acceptance email. If you need this information sent to you again, please get in touch with Jennifer Crowley.

Venue Details

ASWF Open Source Forum 2023 will be held at The Academy Museum of Motion Pictures in Los Angeles, Ca. 

Academy Museum of Motion Pictures

6067 Wilshire Blvd

Los Angeles, CA  90036

Schedule + Uploading a Bio/Photo

The schedule will be announced Tuesday, January 31, and will be posted on our website using You will receive an email directly from asking you to create your account; please upload your bio and photo by Monday, February 6.

Please note that all session presentations are 20 minutes, including Q&A, and all lightning talks are 10 minutes long. If you have a conflict with the timing of your talk or find that it conflicts with the content of another talk, or need help uploading your bio and photo, please get in touch with Jennifer Crowley at

AV Details + Requirements

Any additional AV requests are due by Wednesday, February 8
The room will include a screen, projector, and (2) wireless microphones.
The Academy Software Foundation will make every effort to accommodate additional AV needs; however, final approval for additional AV requests will be made on a case-by-case basis.


Due by Monday, February 13

All in-person speakers must submit their final PowerPoint slide deck by Monday, February 13. We will be building a master deck from which all speakers will present.

  • PowerPoint presentations should be emailed to
  • Presentation slides should be formatted in 16:9
  • A conference-branded presentation template can be downloaded here; use of the template is optional

Virtual Speaker Pre-recording Information

Due by Monday, February 13

Virtual speakers will pre-record their talk, which will be played during their scheduled session time.

  • 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.
  • Please use one of the following file types: MP4 or MOV (under 5gb), dimensions: 1280 x 720 (720p), 1920 x 1080 (1080p).
  • Ensure you have stable internet access. A hardwired connection is preferable for your recording. If a hardwired connection is unavailable, turn devices off that will affect your connectivity during your presentation, and make sure that anyone in the house is not on devices and/or consuming bandwidth.

Helpful Zoom Documents and How-to’s

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

  • Share your file with
  • Add your recording directly into the Google folder (please email to confirm we received your file)
  • Or let us know if you have an alternate method (DropBox, file-sharing service, etc.)

Pre-recording Tips + Tricks

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. 


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 that the 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.


Additional Resources

Best Gear for Online Meetings Webcams, lights, mics, tripods and more.

19 Video Presentation Tips To help you give a great presentation (even if you hate the way you look on camera).

9 Tips for Giving Engaging Virtual Presentations This article gives 9 tips and within each tip has folks from the tech world giving their advice in a fun/relatable way.

PACE Acronym for Virtual Presentations

Checklist for Speakers – This article provides checklists applicable for speakers that are live streaming. 

Inclusive Speaker Orientation Online Course

In collaboration with the National Center for Women in Technology (NCWIT), the Linux Foundation 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.

Contact Us

Do you have speaker or schedule-related questions?

Please get in touch with Jennifer Crowley at