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ARNOVA 2020 Annual Conference - Presenter Guidelines
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49th ANNUAL ARNOVA CONFERENCE

From Climate Change to Social Justice:

How Citizens are Re-Shaping Nonprofits and Philanthropy

in an Age of Disruption and Transition

 

November 11-13, 2020 | Convened Virtually

  

Conference Homepage

 

 

FAQ Session Recording

Step-by-Step Session Record


Presenter Guidelines

Paper Sessions, Colloquium, Panels and Lightning Research Roundtables

 

Thank you for all your hard work to prepare for the 2020 ARNOVA Conference and for your willingness to help us make the transition to a virtual conference platform. The following guidelines are ARNOVA’s collection of best practices and guidelines for transitioning your session to a virtual format.

 

Our conference platform uses Zoom to present sessions. There are two options for making your presentation in the virtual conference (live and pre-recorded with live Q&A). Please complete the Session Preference Form for your session by September 24th so we can make plans for your session.

Suggested Presentation Time: Due to the virtual format we have reduced the time for each session to 1 hour. We recommend your prepared remarks between all presenters be no more than 30 minutes. This way, there is plenty of time for Q&A and discussion.

Session Chair: Each session will need a session chair to coordinate virtual session details prior to, and on, the day of your scheduled session. Many of you have already identified a chair or discussant for your session. We suggest you consider assigning them these duties. You can also, however, recruit someone else to serve as your session chair.

Speaker Training and Resources: ARNOVA will be providing additional resources and trainings to help you with your session preparation. We will also host a speaker training prior to the conference for all presenters. This training is intended to help you learn how to log into the Speaker Portal during their scheduled session time so you can be “in” your session either for the live presentation and/or the live Q&A.

Live & Pre-recorded Session Presenter guidelines: We have put together the following guidelines and best practices for your review here.

ARNOVA strongly recommends that presenters pre-record their presentations.
After pre-recording, send the link to your recording to ARNOVA staff by the October 16th deadline. This will protect against Wi-Fi or other technical issues among multiple presenters. This also helps ensure that participants do not go over their time limit. The pre-recorded format still allows for presenters to be involved in the Q&A section of a session as a live participant.

Session Formats:
Pre-recorded sessions:
All session presenters will record their session together and submit their session by October 16th. You will need to coordinate on a time and recording platform to use for your recording amongst your other presenters. During your scheduled breakout time, your recording will be broadcast and you should be available to answer questions submitted via chat. Chat is active throughout the session. After the scheduled session time, this session will be available for on demand viewing until December 15, 2020. In order to have a cohesive presentation, presenters should share their papers with each other prior to recording their session. 

By October 16th:

  • Presenters pre-record their presentation and upload the file to YouTube, Vimeo, or another video sharing platform. Afterwards, send the link to ARNOVA.
  • See Addendum A for instructions on using YouTube as a free platform to share recorded presentations.
  • You can also use any other recording platform as long as the final video is in Mp4 format.


At the scheduled session time:

  • The session recording will play during the scheduled meeting time. The Session Chair will assist in getting the session and the recording started.
  • All presenters are required to log into the Speaker Portal 20 minutes prior to their session start time
  • Any questions or discussion will be streamed in real time using the virtual platform’s software.
    • It is up to the session presenters to determine how to allocate time for Q&A, discussant comments, and/or further discussion. See our suggested times above.
  • A speaker training session will be offered to all presenters prior to the conference. This session is intended to help you learn how to access the Speaker Portal and be in the session during your scheduled live time.


Live sessions: You will be live on the scheduled day and time of your session in a Zoom meeting room. The presenters use the “share screen” function to project their presentation from their computer screen. You can take questions or ask attendees to report on their work. The chat function and Q&A will be available to use. This session will be recorded and after during the scheduled session time, this session will be available for on demand viewing until December 150, 2020. In order to have a cohesive presentation, presenters should share their papers with each other by November 1st.

At the scheduled session time:

  • The session will run as a live session during the scheduled meeting time. The Session Chair will assist in getting the session started. The session chair will also ensure all presenters are in the platform at the designated time.
  • All presenters will be required to log into the Speaker Portal section of our virtual platform 20 minutes prior to their session for final mic and video checks.
  • Any questions or discussion can be streamed in real time using the virtual platform software.
    • It is up to the session presenters to determine how to allocate time for Q&A, discussant comments, and/or further discussion. See our suggested times above.
  • A speaker training session will be offered to all presenters prior to the conference. This session is intended to help you learn how to access the Speaker Portal and be in the session during your scheduled live time.


Below are some ideas on how you may wish to structure your session. However, we encourage organizers to do what works best for them:

  • Presenters could pre-record an introduction of themselves and some initial thoughts on the session topic. The session organizer could collect these recordings, compile them into one recording and play that at the start of the session so attendees get to “meet” and see the panelists. A live Q&A discussion can take place following this.
  • Organizers/chairs could write a set of questions for each panelist (or all panelists) to respond to for the first half of the session. During that time, attendees could then be asked to pose their own questions in the online session chat for the session organizer/chair to pull panel questions from for the second half of the chat.


Some specific tips for online presentation of sessions:

  • Encourage panelists to mute themselves when not speaking to reduce background noise
  • Encourage the audience to submit questions and comments through the session chat window
  • Designate someone in the session to monitor the chat and alert presenters of questions
  • Let the audience know at the start of the session how and when you plan to address their questions to set expectations for session structure.

 

ADDENDUM A:

  • Instructions for using YouTube as a free platform to share recorded presentations:
    • If you do not have one, create a YouTube account. You can also synchronize YouTube with an existing Google account.
    • To upload a video:
      • In the upper right-hand corner of your computer screen, you will see a series of icons.
      • Click on the icon that looks like a video camera with a plus sign in the middle.
      • Select the option “Upload video.”
      • Click “Select File,” then browse to where you have saved the pre-recorded presentation file you are uploading.
      • On the next screen, title the video (e.g. last name of presenter and presentation title). Add a description (name of presenter, presentation title, session title, ARNOVA 2020 Virtual Conference…)
      • Select a thumbnail, which viewers will see before playing the video.
      • Under Playlists: Select “New Playlist” at the bottom of the menu. TItleTitle the playlist with the name of your session. Set the youryour preferred privacy setting:
        • Public: Anyone can see your video.
        • Private: Only those you invite can view the video; they must have a YouTube account. You can only invite a maximum of 50 viewers for private videos.
        • Unlisted: Your video will not appear in search results or on your channel.
      • Click “Create,” then “Done.”
      • Under Audience, select “No, it’s not made for kids”. If needed, set an age restriction.
      • If desired, select “More options” to add tags, select video language, add subtitles, category, and comment visibility.
    • You can create a playlist of all uploaded YouTube videos for your session, using instructions here.

 


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The Association for Research on Nonprofit Organizations and Voluntary Action (ARNOVA) is a diverse community of scholars, educators, and practice leaders that strengthens the field of nonprofit and philanthropic research in order to improve civil society and human life.


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