KVM Forum

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Speaker Guide


We are excited to welcome you as a speaker for KVM Forum 2022. As a reminder, the event will take place both in-person and virtually Monday, September 12 – Wednesday, September 14 during Irish Standard Time, UTC +1. Please click through the tabs on this page to access important information.

Important Dates + Deadlines

  • Speaker Registration Deadline: Tuesday, July 19. 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 Due Date: Friday, August 26
  • Virtual Speaker Pre-Recording Video File Submission Due Date: Friday, September 2
  • Presentation Slides Due: Friday, September 9
  • Event Dates: Monday, September 12 – Wednesday, September 14
  • Timezone: Irish Standard Time, UTC +1

In-person and Virtual Speaker Registration

Your registration confirms that you will be an event speaker and you will need to register as either an in-person OR virtual speaker by Tuesday, July 19. 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).  If you are not registered by July 19, there is a possibility that your speaking slot will be replaced by one on our waiting list, so please do so promptly.

Schedule and Uploading a Bio/Photo

The schedule will be posted on the KVM Forum website using Sched.com on Thursday, July 7.

  • All breakout sessions are thirty minutes (30) minutes in total which includes Q&A – please allow at least 5 minutes for Q&A via text chat. 
  • Please confirm your session’s timing on the KVM Forum website schedule when it is posted on Thursday, July 7.
  • If you have a conflict with the timing of your talk or are having problems uploading your bio and photo, please contact cfp@linuxfoundation.org.
  • 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

Speaker Travel Funding

The deadline for travel funding applications is July 13. You can access the request form here.

Note: Talk acceptance does not guarantee travel funding.

Venue / Location

KVM Forum  will be held at Convention Centre Dublin in Dublin, Ireland.
Convention Centre Dublin
Spencer Dock, N Wall Quay, North Wall
Dublin 1, D01 T1W6, Ireland

Hotel Accommodations

Click here to view a complete list of nearby hotels offering discounted rates.

AV Details + Requirements

Any additional AV requests are due by Friday, August 26.

The room will include a screen, projector, (1) wireless microphone, and (2) handheld microphones – for a co-speaker and audience Q & A, so be sure to leave time at the end of your talk.

Required: All speakers will need to supply their own computer and necessary adaptors to use during their session

NOTE: The projectors have HDMI capabilities/outputs. If you require any additional AV, please email jcrowley@linuxfoundation.org  with those needs by Friday, August 26. The KVM Forum event team 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 + Specifications

We will be using the virtual event platform Accel that will allow speakers to deliver content by pre-recorded talk and join live for Q&A text chat at the end of the session. Accel is a virtual venue with multiple interactive areas that allows attendees to enjoy speaker content and making personal connections. 

Presentation Template

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

Pre-recording Information + Tools

All virtual speakers are required to submit a pre-recorded video of their talk, which will be played through the event platform, and then they will join live for Q&A text chat with attendees. 

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 feel free to reach out with any questions.

The platform accepts MP4 or MOV (under 5gb), dimensions: 1280 x 720 (720p), 1920 x 1080 (1080p).

If you need assistance with your pre-recorded talk, please contact jcrowley@linuxfoundation.org  for additional information.

Uploading Instructions for Pre-recorded sessions

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

Videos need to be received no later than Friday, September 2..

Live Q&A Text Chat

As with physical events, live interaction is essential to the success of virtual events and we are asking every presenter to join for live text 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. We ask that you allow for 5-10 minutes immediately following your presentation, for Q&A. 

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 convenient time. If you cannot participate “live,” please contact Jennifer Crowley immediately at jcrowley@linuxfoundation.org.

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. 

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

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.

Contact Us

If you have any other speaker or schedule-related questions, please let us know.