Online Speaker Guide

Welcome

We are excited to welcome you as a speaker for Linux Security Summit North America 2023, taking place at the Vancouver Convention Centre in Vancouver, Canada, from Wednesday, May 10 – Friday, May 12 + virtually via Zoom.

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

Important Dates + Deadlines

Speakers Registration Deadline: Friday, March 24. You should have received registration information in your speaker notification email. Please email cfp@linuxfoundation.org if you need this information sent to you again.
In-Person Speaker AV Requests Deadline: Wednesday, April 19
*Virtual Speaker Pre-Recording File Submission Due Date: Friday, May 5
All Speakers Upload Presentation Slides to Sched: Monday, May 8
Event Dates: Wednesday, May 10 – Friday, May 12

*Virtual speakers can pre-record their session and join live for Q&A via Zoom or present live via Zoom.

Registration

Your registration confirms that you will be speaking, and you must register as either an in-person OR virtual speaker by Friday, March 24. If you have a co-speaker or panelists, please confirm with them before registering. Everyone will need to register in the same way (i.e., you cannot present in person with a co-speaker who can only speak virtually).

You should have received registration details in your acceptance email. If you need this information sent to you again, please contact cfp@linuxfoundation.org. If you are not registered by March 24, there is a possibility that your speaking slot will be replaced by one on our waiting list so please do so promptly.

All speakers receive complimentary registration and any co-speakers or panelists can register using the same details provided above.

Visa Letter

If you require a visa letter, please register for the event and then complete the visa letter request here.

Travel Funding

If you requested travel funding as a part of your proposal and have not submitted your request, please do so as soon as possible. You can access the form here. The deadline for travel funding applications is March 22, and decisions will be made by March 29.

In addition, we ask that you please note the following:

Provision of a visa letter by The Linux Foundation does not guarantee visa approval as final approval is made at the sole discretion of the government of the event’s host country.
The Linux Foundation strongly recommends requesting a visa letter at your earliest possible convenience and contacting your local Embassy/Consulate with any visa questions you may have.
The Linux Foundation processes most visa letter requests in (3) business days.

Please note: Talk acceptance does not guarantee travel funding.

Venue & Hotel Accommodations

This year’s event will occur at the Vancouver Convention Centre, 1055 Canada Pl, Vancouver, BC V6C 0C3, Canada.

We have discounted room blocks and invite you to view this information on our Venue + Travel page.

AV Details & Requirements

Please note the following technical requirements:

All speakers must supply their own computers and adapters during their talk.
Presentation slides should be formatted in 16:9.
The room will include a screen, projector, and (2) microphones.
If you require any additional AV, please email cfp@linuxfoundation.org with those needs by Wednesday, April 19. The Linux 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.

Virtual Platform

We will use the Zoom platform, which allows virtual speakers to deliver talks live or via pre-recorded video and then join live for Q&A.

Schedule & Uploading a Bio/Photo

The schedule will be announced on Monday, March 13, and posted on our website using sched.com. You will receive an email from sched.com asking you to create your account; please upload your bio and photo.

Note: If you have a conflict with the timing of your talk, find that it conflicts with the content of another session, or are having problems uploading your bio and photo, please contact cfp@linuxfoundation.org.

Presentation Templates

An optional PowerPoint template or OpenDocument template will be available to download shortly for your use but is not required.

Pre-recording Details

Virtual speakers can pre-record their session and join live for Q&A via Zoom or present live via Zoom.

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.)

Virtual Speaker Q&A

All virtual speakers will be required to join after their presentations for live Q&A via Zoom. More details will be supplied as we get closer to the event dates.

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. Do use a ring light or other lighting source placed in front of you. Natural lighting is best.
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 so.
Timer – have a clock to keep track of the time you have remaining.

Source: 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 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.

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

Additional Resources

Web Presenting: Gear Tips + Enhancing Your Remote Studio
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. Our code of conduct is strictly enforced. We ask that speakers especially review this code of conduct and are careful to be inclusive in the words and images used during their presentations.

Contact Us

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

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