AOM 2021 Virtual Presenter Hub

AOM would like to make your presenting experience at the virtual Annual Meeting as smooth as possible. To optimize your session preparation, we have compiled the guides and information below to help you familiarize yourself with the platforms, processes, and terms you’ll need to know.

 


Virtual Platforms

As you prepare for and eventually present in your session, you will use ProjectionNet to prepare your session materials and Pathable to attend the Annual Meeting.

ProjectionNet

ProjectionNet is a presentation management system that presenters can use to upload supplemental materials for their sessions. This system offers technical assistance to Annual Meeting contributors to help make sure materials are associated with the appropriate session and can be accessed and viewed by attendees during the conference.

Pathable

The sessions and presentations of the 2021 virtual Annual Meeting will take place on Pathable, an online meeting platform where all session details, materials, live sessions, networking, and exhibits will take place during the conference dates.

 


Session Types

There are three main types of sessions in the 2021 virtual Annual Meeting, two synchronous (live) session types and one asynchronous (on-demand) type.

Synchronous (live) sessions

Synchronous sessions occur at a specific, scheduled time using Pathable’s embedded Zoom capability. Attendees can use a real-time chat feature within each Pathable session for comments and Q&A. Both styles of synchronous sessions allow for polling of attendees, which should be set up in advance of the session within Pathable.

“Webinar Style” (live presenter synchronous sessions) feature the presenter(s)/panelist(s) on video or sharing content like slides and screens with the session’s attendees. Videos are recommended to be no more than 10 minutes in length.AM2021_SynchronousLivePresenter
“Meeting Style” (live open synchronous sessions) have both the presenter(s)/panelist(s) and the entire audience on video. Content can be shared by anyone in the session with the organizer’s approval. Videos are recommended to be no more than 10 minutes in length.AM2021_SynchronousLiveOpen
  Webinar Style/Live Presenter Meeting Style/Live Open
Maximum suggested audience size 500 persons 250 persons
Technical setup and facilitation provided Yes Yes
Attendee capabilities Chat (Pathable) Chat (both), “Raise Hand” (Zoom)
Content sharing Presenter(s) only Anyone (with organizer’s approval)
Zoom breakout rooms available No Yes - up to 50


Tip:
Because synchronous sessions have a time constraint, videos that will be played during a synchronous session should not exceed the maximum suggested duration above. Videos that are purely supplemental and will not be played during the session may be longer than the suggested duration.

Asynchronous (on-demand) sessions

Pre-recorded videos and other contributed material (e.g., presentation slides, paper submissions, etc.) are available for viewing at any time, on demand in Pathable. Discussion and feedback can occur in a session chat, but participants are not expected to be available at any specific date or time.

While authors, organizers, or other session presenters are not expected to be available on a specific date or at a specific time, you can generate additional attendee engagement by:

  • Arranging to be present in the session chat at specific time(s)
  • Detailing personal availability in the session chat
  • Interacting with attendees in real time through the session chat in Pathable

Tip: By noting your personal availability and being present in the chat of an asynchronous session at that time, authors and presenters can interact directly with attendees. You can field questions, discuss the content, and guide discussion.

Each uploaded video cannot exceed a maximum of 2GB. If you are planning to pre-record your session, please note that:

  • Revisions may be uploaded
  • Discussion feed occurs in asynchronous chat (not live)

Tip: As you record and upload materials, please consider the importance of audience engagement. We suggest using several, shorter videos rather than fewer, longer ones to make it easier for attendees to find and view the specific content that interests them without having to sit through an entire two-hour presentation.

 


Preparing Your Materials

As you prepare your materials for upload to ProjectionNet, please use the following information to ensure that files are correctly formatted and named.

Supplemental Materials

Contributors are encouraged to upload additional resources to their sessions to provide attendees with additional information, reference material, and supporting documents for their session. A single upload cannot exceed 2GB. Examples of supplemental materials include:

Supported File Formats

  • Video files: .mp4 (x264) –  the Helpdesk will open in mid-June for additional questions pertaining to video formats
  • Adobe Acrobat (PDF): .pdf
  • Microsoft PowerPoint: .pptx, .ppt
  • Microsoft Word: .docx, .doc
  • Microsoft Excel: .xlsx, .xls
  • Image Files: .jpg, .png
  • Google Documents: .gslides, .gdoc, .gsheet, .gdraw 

Naming Your Files

File names should contain English upper- and lower-case letters and numbers, and can contain underscores and hyphens. When you name your files, avoid spaces and special characters such as:

                !@#$%^&*()+{}|[]\:;”’<>,?/

File names must be fifty (50) characters or fewer.

Slide Templates and Presenter Backgrounds

Three PowerPoint slide presentation templates are available:

Four backgrounds are also available:

AOM2021_Background_TopLeft_Gray
AOM2021_Background_TopLeft_Blue
AOM2021_Background_BotRight_White
AOM2021_Background_BotRight_Gray

 


Uploading Your Materials

 

Starting in early June, you will be able to schedule appointments for support or “speaker ready rooms” through the presentation management site. In these rooms, “Speaker Ready” technicians will be able to assist you with:

  • Reviewing a test video to confirm audio/video/lighting quality (please upload your test video prior to your scheduled appointment)
  • Creating your narrated video
  • Computer settings for Zoom use during the meeting
  • General questions regarding best practices for a virtual session

In mid-June, the Helpdesk will also be available for general questions via email without the need to schedule an appointment.

 


 

FAQs

Q: Can I combine multiple videos into a single video?

A: Yes, you can combine multiple videos into a single video; however, consider that audience engagement is important and long videos may not be the best option for keeping attendees’ attention. Having multiple, shorter videos organized by topic or area of interest will allow attendees to view the videos with content that is of particular interest to them and interact with the session in a more meaningful way.

Q: Can I use a pre-recorded Zoom call as a video upload?

A: Yes, you can use a pre-recorded Zoom call as a webinar-style video upload.

 

 


2021 Digital Session Chairs

As the Digital Session Chair, you will provide guidance to attendees in your LIVE PAPER SESSION, introduce the session, guide discussion, monitor chats, and time each presentation.

Getting Prepared

Review the session you are helping to lead, all live sessions take place using Zoom. Guide presenters and participants by synthesizing questions or sharing interesting ideas for discussion and debate. Use prepared constructive facilitation and feedback to help stimulate discussion. Be flexible, supportive, and responsive in your facilitation to stimulate valuable and creative interaction among the session participants. Focus on making connections rather than offering critiques. Sign in to and enter your session 15 minutes before the session starts. A Digital Technology Producer will greet you.

Starting the Session

Begin with introductions. Announce the session title, introduce yourself and the session participants. Welcome session participants as they enter. Remind participants about The Chat / discussion feature. Post comments or questions of your own to get the interaction started. Manage the hand raising and chat features to facilitate audience participation. Time each participant and keep track of overall session time. Use the chat to alert the presenter to wrap up near the end of their allotted time. The audience relies on you to ensure that everyone has equal time to present and discuss their work. Begin closing the session 2-3 minutes before the scheduled end time and close the session on time.

Virtual Presentation Etiquette

  • Mute your microphone.
  • Raise hands, use the chat feature for discussion.
  • Time limits based on the length of the session and number of participants.
  • If the connection is bad, ask attendees to dial in or turn off the camera.

Good to Know

  • Challenging or inappropriate participants can be muted or removed from the session.
  • A Digital Producer is available to help if someone has trouble accessing the session or has technical difficulties.
  • Further support and FAQs will be available through the virtual meeting platform, Pathable.