Information for presenters
We are pleased to have you present and share your knowledge at SAGEEP 2021 and the 1st Munitions Response Meeting!
Please review the information below regarding the conference, schedules, and preparation instructions for your presentations.
Please note that all times on our website and Technical Program Schedule are in Eastern Daylight Time - EDT (GMT-4).
Questions regarding information not included below or unclear information may be submitted to abstracts@sageep.org.
Pre-record your video presentation
All presenters must submit a pre-recorded video presentation by February 7, 2021 at 23:59 hrs EDT.
Oral and poster presentations are being treated identically for this online conference with poster presentations being assigned to appropriate technical sessions. If you had previously submitted an abstract for a poster presentation, please follow the same instructions below for submitting your pre-recorded video presentation.
- Use this PPT template for your presentation.
- Title Slide: Make sure to insert the presentation title and your name (co-author names are optional) but refrain from modifying the design. We ask that you not place organization/corporate logos or information on the title slide unless regulations require you to do so for publishing (e.g. government agencies). Questions and/or requests may be sent to us via email at abstracts@sageep.org.
- All pre-recorded presentations must be submitted in mp4 or mkv format.
- No additional equipment is needed to record your presentation. Your laptop/pc and possibly a microphone are enough!
Please check your pre-recording before uploading to the system to ensure that both audio and video are of good quality. You can also ask one of your co-authors or colleagues to review this for you.
You can find more information on how to make a good video presentation in the section Video Presentation Tips below.
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Video Consent and Release Form
An email will be sent to all presenters, asking to read and accept a Video Consent Form for their submitted video(s), prior to the start of the conference. The deadline to accept the consent form is February 15, 2021.
You will receive a copy of the form via email after consenting. An example of the consent form can be found here.
Please note that we cannot make your video available to registered delegates if we do not have your accepted Video Consent Form and thus we will have to remove your presentation from the Technical Program of SAGEEP 2021 Online.
Your Virtual Session
The conference will be held fully online in our virtual portal. All presenters will receive login details to this portal to attend the full conference, as well as an invitation to join their specific session(s) as a presenter.
All presenters and chairs will also receive an invitation for a test session at least one week prior to the conference.
Each session is scheduled for 50 minutes.
During the live session, each presenter will have an 8 min time slot to give a 5 min summary talk on their pre-recorded presentation. Each summary talk will be followed by a 3 min live Q&A with the audience. Time permitting for each session, a roundtable discussion will be scheduled at the end to allow for additional questions and in-depth discussion among all participants. The sessions will be moderated by the session chairs.
Presenters are free to choose how they will give their 5 min summary talk - it can be a free talk, a short powerpoint presentation or a combination of both.
More information on the exact setup will follow soon.
Make sure to join the session you will present in 5-10 min before it starts, to meet the session chairs and familiarize yourself with the online environment.
All pre-recorded video presentations will be available at least one (1) week prior to the conference to registered participants for viewing only. This will allow participants to access all presentations at their own pace and time.
Presenters should be available to attend the whole session (not only their presentation slot) and participate in the round-table discussion at the end of the session.
Attendees of the session can submit their questions in writing via the "Questions" function on the system. The session chairs will moderate the questions and read them out loud to the presenters, who will respond using their microphone.
More detailed information will follow soon!
Q&A / Technical Discussion
Questions and technical discussion are an integral part of a technical presentation. The author should be prepared and able to discuss their paper with their peers in the audience. The discussion will be facilitated by the session chairs.
If a speaker is not able to present their own paper, they may be represented by one of their co-authors. Again, to enable a meaningful technical discussion, the alternate presenter should be familiar with the presented work and its background.
If the alternate presenter is not familiar with the work and this becomes clear in the discussion, this could lead to rejection of future papers at SAGEEP events by both the original and the alternate presenter.
Registrations
Video Presentation Tips
There’s basically three key aspects to preparing a good video presentation:
- The technical part
- What you say
- How you say it
The technical part
- Audio: Microphones are sound sensitive and can pick up even tiny noise, therefore it's good to check the surroundings. Close doors and windows, put your phone in silent mode, turn off notification alerts on your computer, etc. If possible, use an external microphone that is close to you (for example a lapel microphone).
- Lighting: If you are recording at home or in an office you may be able to use your room lighting. A soft natural light source like a window will do the trick. It is advised to avoid light directly behind you or sitting directly beneath a ceiling light as it will produce shadows in your eyes and under your chin. It would work better if the light comes from a source in front or on the side of you. In general, avoid shadows, over exposure, and any plain bad lighting.
- Background: A bookcase or a painting in the background can be fine, as long as they don't distract the audience from your message. If possible, try to opt for a ‘quiet’ background.
What you say
For some people speaking comes naturally, for others it's very helpful to practice the presentation before recording it.
Following a clearly written script might help during the recording process.
It would be nice to begin your presentation with a very short welcome, including your name and presentation title.
How you say it
Speak clearly and try not to speak too fast or too slow. It is not a problem if you make a mistake or forget a word, just rephrase what you wanted to say and continue with your presentation.