Speaker Guidelines

The World's Premier and Most Important Global Event

Deadlines

  • Speaker Registration Deadline — January 7, 2022 If you have not registered, please do so to confirm your registration. Please register and use the access code HUEXPO2022SPKR
  • Keynotes & General Sessions — Pre-Recording File Submission Due Date is November 15, 2021
  • On-demand Session — Schedule your Session to be recorded by the HUTeam no later than December 6, 2021
  • Slides Due — December 6, 2021
  • Speaker Training — Video Available (Additional training is available)
  • Event Dates — Monday, March 7 – Wednesday March 9th

 

Speaker Waiver

Speaker grants HUExpo, the right to copy, publish, and distribute copies of your presentation and presentation materials prepared for the tutorial. You also agree that audio and video presentation recordings and slides may be made and reproduced in any media and resold/distributed by RD&T Media and Events, Inc. (Material may be posted on the RDT.Media TV Website and may be distributed free to attendees and/or sold on an on-demand basis post-show.)
 

Platform & Specifications

The event will be hosted on COMMUNIQUE, which allows speakers to deliver content via live or simulive talks and join for interactive text chat with attendees during the real-time or recording, followed by live video Q&A. The platform is web-based and HTML 5 and will be easy for everyone to access and use.

The COMMUNIQUE platform is allowing us to create an immersive experience for attendees with educational sessions that offer speaker and attendee Q&A and interaction; attendee collaboration and networking through topical chat rooms, and 1:1 and group chats. Capturing many of the opportunities of an in-person event.
 

Studio Day: Keynotes & General Sessions

Preparing for your Simulive Presentation

Deliverables prior to studio recording (TBD). All presenters must be available for his/her recording in our Atlanta studio. 

  • Presentation slides
  • Branded background for your customized LED Digital or Chroma Key Package
  • 30-60 second Promo Video
  • Provide Presenter’s contact information (email and phone number)
  • Presenter contact information should be included on the last slide, so that attendees may reach you should they have additional questions.

 

Recording Day

  • Be sure to arrive at the studio on-time.
  • Meet and greet Conference Chair Team
  • Makeup prior to your recorded session slot
  • There will be a 10-minute practice run so be ready, on-time and rehearsed.
  • Breakfast & Lunch will be provided.

 

Event Days: March 7 – 9

Live Q&A

As with physical events, live interaction is essential to the success of virtual events and we are asking every presenter, to be available during their session for live chat with attendees during the real-time or simulive session, followed by live video Q&A, all within the platform. Attendees will ask questions via the chat window and Q&A area in each session window. This will provide added value to the audience and create more of an ‘event’ experience. You will have 10 minutes immediately following your presentation, for Q&A.

If you are concerned about your time zone 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 time that is convenient or have an off-line option for Q&A’s to be answered.
 

Breakout Sessions Webinar: On24 Webinar Platform

HUExpo will provide ON24 Web conferencing templates to choose from and links needed prior to event date and session. Presentation Options: Live, Simulive or On-demand.

Deliverables prior to event dates (Hard Deadline: December 6th )

  • Presentation slides
  • Logo
  • Provide Presenter’s contact information (email and phone number)
  • Presenter contact information should also be included on the last slide, so that attendees may reach you should they have additional questions.

 

Live Virtual Session

Live virtual session is conducted in real-time without any pre-recorded portions of any of the panelist presentations. The live virtual session may contain oral presentations, slide presentations, panel discussion and attendee interaction using Q&A.

  • A member of HUExpo team will be assigned to your session. We ask that you join your session 15 minutes prior to the start time to ensure your audio and video connection. The HUExpo tech team member will be recording your session for on-demand viewing.
  • In preparation for the meeting, please download the test via the Zoom Test site (Link will be provided). For the best experience, please use the HUExpo virtual webcam and test your audio. When you are presenting live, you will “Share” your screen or document.
  • A 5–10-minute live Q&A session will follow the presentation
  • Feel free to have a moderator on standby to assist you with the Q&A.
  • Zoom Session Q&A will be managed through the Zoom platform.
  • The Q&A would begin immediately following the presentation. We encourage questions to be answered verbally with a brief repeat of the question so that they are captured on the video recording.
  • Keynote and General Session Presenters will be able to answer questions during the playing of their recorded session, with a moderator or live quickly following their individual presentations.

 

Presentation Enhancement Recommendations

Breakout session: The HUExpo team will provide 3 Slide Template –Slide/PowerPoint Presentation – 16:9 widescreen format is required for all presentations.

Speaker agrees to create a presentation and submit all of the presentation slides created for each presentation. We understand that you may make minor changes to the slides before the program, but expect that you will provide the majority of the presentation slides before December 6th. We hope you’ll agree that you, your organization and the participants will all benefit from having your slides available on the conference website. Final materials are due: December 6th

  • The First slide should provide the title of your Session along with a list of all presenters with their affiliations
  • Use easy-to-read fonts such as Arial and Times New Roman
  • Use a font size of 20 or bigger
  • Keep text to a minimum (6-8 lines per slide, no more than 30 words per slide)
  • Write in sentence fragments using key words.
  • Avoid unusual colors and busy backgrounds
  • Limit the use of animations, builds, or effects
  • Avoid embedded videos in your PowerPoint presentation
  • Avoid sound effects and background music
  • Remember to proofread the slides, and to rehearse your slide presentations including a focus on length of time for delivery.
  • Presenter contact information should be included on the last slide, so that attendees may reach you should they have additional questions.

The Q&A is not available for on-demand sessions. However, you can provide an email where all questions can be directed to.
 

Speaker Training

We will provide a speaker training video. Please check the Speaker Resource page on humanity-upgrade.events.  For more questions or additional training contact Lissette Mercado: lissette@humanity-upgrade.events or Conference Chair Dr. Steven Cangiano: 770-696-5423 steven@humanity-upgrade.com
 

Technical Tips for Virtual Presentations

  • Lighting/Camera — Diffused light in front of you will usually work best to avoid shadows. Try to position your camera so that it just above your eye level. If you will be on camera – check the visible background – use of a zoom background may be helpful.  Click on “Start Video” or “Stop Video” to turn your camera on or off.
  • Sound/Audio — We recommend using a headset and/or microphone as it will lead to better sound quality than using your computer audio.  Turn off all sound notifications on all your devices.Internet/Bandwidth — It is recommended to use hardwired internet, using an ethernet cable to connect.  This helps reduce the variability of wi-fi strength.
  • Other applications/Sharing Screen — For live presentations, close other applications on your computer so that notifications do not appear during your presentation and have ready any files you wish to share. You are recommended to share the specific PowerPoint and not your desktop.
  • 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.
  • Timer — Have a clock to keep track of the time you have remaining.

 

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.

 

Presentation/Clothing

  • Darker color shirts/blouses appear better on camera.
  • Try to avoid busy plaid or patterned outfits.

 

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, or family to sit and watch.
  • 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.