Recommendations for Oral Presenters
1. IMPORTANT INFORMATION
1.1 GENERAL INFO
To ensure the success of the forthcoming EAGE Conference, and to satisfy the high expectations of the delegates, it is important that presenters adhere to certain standards and guidelines. These are explained in the following pages and you are requested to read them carefully.
As presenter you are going to communicate the result of your work. In doing so you have to consider carefully who your target audience is and what is of interest to them.
It should be kept in mind that the majority of delegates are practicing geoscientists who like to leave the conference with new ideas and developments that are applicable in their respective business activities. Targeting your presentation to a narrow audience of specialists is justified only for very specialised sessions.
Additionally, the amount and detail of information that can be communicated in a 20-minute presentation is very limited. This means that complexities, detailed derivations and involved arguments will fail to reach your audience. Simple statements and illustrations are easier to understand and these must convey the essence of your presentation.
All presentations must be in English and should follow the ‘Professional and Ethical standards’ as stipulated in article XI of EAGE’s By-laws. Programme times must be strictly adhered to.
1.2 REGISTRATION
All speakers must register for the conference by the regular registration deadline.
1.3 CANCELLATIONS
Should you be unable to give your presentation, please notify us via email at laz@eage.org by 16 November 2020 at the latest.
Withdrawal of abstracts before 16 November 2020: your paper will not be published on EarthDoc.
Cancellations of presentations after 16 November 2020 may be considered as a no-show and you risk being disqualified from presenting at all EAGE events for the next 3 years.
Please note: EAGE cannot be held liable for any loss, damage, direct, indirect or consequential damage as a result of withdrawal, removal or non-removal of the abstract in any way.
2. ORAL PRESENTATIONS
2.1 PRE-RECORDED VIDEO
We ask all presenters to submit a pre-recorded video presentation by 16 November 2020 at 23:00 hrs (GMT+1).
- 20 min. pre-recorded video
- Use PPT template
- Upload your presentation here
- Powerpoint slides + voice-over
How to record your video presentation? Watch this video for instructions / Spanish version
It is strongly recommended to rehearse your presentation before recording, and review the recorded video before submitting it. Once submitted, the video cannot be changed.
We will make all video presentations available one week (23-27 November 2020) prior to the conference to all registered participants to view only and these will be removed after the conference.
2.2 LIVE Q&A
The conference will be held fully online in our virtual portal.
All presenters will receive login details to the portal to attend the full conference. Make sure to download the GoToWebinar desktop app app as soon as you receive the first "guidelines information email" to be able to present during your live Q&A session.
Make sure to join the session you will present in 15 min before it starts, to meet the session chairs and familiarize yourself with the online system. You will be asked to give a 10 min highlight talk about your paper, followed by 10 min live Q&A. The session chair will put questions to you submitted by the audience.
2.3 PRESENTER CHECKLIST
- Do have enough sleep the night before. Consider eating and visiting the bathroom prior to the event. Prepare a bottle of water, make sure it's on a safe distance from your laptop.
- Have a ‘clean’ desktop. Close all applications except what you’ll need e.g. presentation slides or website pages.
- Make sure you’re in a quiet place where there won’t be much background noise or interruptions (e.g. a ringing office phone)
- Click on the Join the webinar link 10-15 minutes before the appointed time to get set up
- Run a check-up test of your audio levels: It is preferable to use the same setup during the entire event. It's recommended to use a headset with an integrated microphone (like this, or this) unless you’re in a completely noise-free area – the sound quality for other participants will be so much clearer that way. If you are using a wireless device, make sure it's charged. Run a check-up test of your video quality as well. Be sure to be visible and well positioned as well as illuminated properly: be sure to have a source of light (windows, bulbs etc.) in front of you or slightly from the side, try to align your face parallel to the webcam, if the laptop is too low you can place some books underneath to raise it a little, rather than tilting the screen.
- Make sure you’re on full screen presentation mode and participants are seeing the correct view
- To look better on video try not to touch your face, hair. Consider limiting your gestures reasonably.
Longer checklist for speakers (including preparations and rehearsals): https://www2.le.ac.uk/offices/ld/all-resources/presentations/presentcheck
2.4 GENERAL PRESENTATION GUIDELINES
A good oral presentation has a clear objective, a well-defined structure and uses clear and simple illustrations.
Your objective defines what you wish to achieve with your presentation. To achieve a realistic objective you must consider the characteristics of your audience: their motives for attending your presentation, their interests, their knowledge level and their intentions.
The structure of a good presentation is as follows:
- Define the subject, give a general outline and state the goals of your presentation in your introduction.
- Work out your presentation in more detail.
- Summarise and draw conclusions, which refer back to your introduction.
Generally, audience’s attention is high at the beginning of a presentation, will decrease and is at its worst about two thirds of the way through. When you reach the conclusion, their attention will increase again. You can help your audience to concentrate by restricting detail to a minimum, using variety in visual aids and tone of voice, and by summarising frequently.