Current ASA Meeting

Resources for Oral Presenters

Thank you for your participation in Acoustics in Focus as a presenter and attendee.
Below is information and resources to help you prepare, record, and upload your presentation
by the 22 April deadline (strictly enforced)

Questions should be sent to asa@acousticalsociety.org.
Email is recommended as the ASA office is still closed due to the pandemic.

Presentation Schedule
Each presentation related to a recording must adhere to the following limits
• 12 minutes for the recorded presentation
• 2 minutes for Q&A after the presentation
• 1 minute for audience to move to other sessions
In addition, live discussions on groups of papers will be held on Zoom as part of the session.
Guidelines for Oral Presentations

Preparation of Visual Aids
• Recordings: 12 minutes maximum length / MP4 preferred / Maximum file size of 2 GB
• Allow at least one minute of your talk for each slide; No more than 3-5 major points per slide.
• Minimize the number of lines of text on each slide: 12 lines should be a maximum.
• Include no more than 2 graphs/plots/figures on a slide. All axes on figures should be labeled.
• Use all of the screen area in landscape orientation with narrow margins. Place any logos at the bottom of slides.
• Sans serif fonts (e.g., Arial, Calibri, and Helvetica) are easier to read than serif fonts.
• Do not use underlining to emphasize text.
• Use the same background, font, font size, etc. across all slides.
• Use appropriate colors. Avoid complicated backgrounds and do not exceed four colors per slide.
• Dark background: Use white or yellow lettering.
• Light background: Use white or off-white background with black, dark blue, or dark brown
lettering.
• Colored lines: Use only if required to distinguish different curves, lines, or elements. Be mindful that many people are color blind. Red and green can be especially difficult to distinguish.
• Embedding sounds and movies into your presentation is recommended, when possible.

Presentation
• Organize your talk with introduction, body, and summary or conclusion. Include only ideas,
results, and concepts that can be explained adequately in the allotted time. Four elements to
include are:
• Statement of research problem
• Research methodology
• Review of results
• Conclusions
• Each time you display a visual aid, the audience needs time to interpret it. Describe the abscissa, ordinate, units, and legend for each figure. If the shape of a curve or some other feature is important, tell the audience what they should observe to grasp the point.

Preparing for recording:
• Select a quiet location with a pleasant background. Avoid spaces with echoes.
• Avoid using artificial backgrounds.
• Locate the light source in front of you. Do not sit with a window located behind you
• Dress as you would if you were presenting in person.
• Ensure that there are no interruptions such as people walking behind you or pets. Turn off your phone.
• Your eyeline should be lined up with your webcam. Look at the camera—not the screen.
• Practice your talk. Ask someone to listen and provide feedback.
• You are encouraged to include a video clip of yourself presenting the paper. If you do this, avoid looking at notes for extended periods of time.
• Practice using the mouse cursor to highlight features of interest on slides in a manner similar to use of a laser pointer in an in-person talk.

Making a Recording

Use the recording tools that you are already familiar with. If this is the first time you are making a recording, there are a variety of tools from which to choose.

Please note that ASA can only provide support for using the Mossessier meeting platform. All other software and tools are used at your own discretion.

Zoom Recordings for ASA Oral Presentations

A simple way to record a presentation with both audio and an inset video of the speaker is to do so through Zoom. The benefit of this method is that it works on any platform (Windows, Mac, and Linux) and it is free.

1) If Zoom is not installed on your computer, you will have to download the Zoom app and install it. For step-by-step instructions to install the app go here: https://support.zoom.us/hc/en-us/sections/200704559-Installation

2) Once you have installed the app and logged in, click on the button to start a new meeting (it might say “Host a meeting”). Start a meeting where you are the only participant and you will see yourself in the Zoom window. Adjust your video and audio until they are optimal for your presentation.

3) Prepare your slides in your presentation software (e.g. PowerPoint). Have Slide 1 ready to play.

4) Use the Share Screen button and share your entire screen. You will see yourself in a small video box. You can position this box anywhere on the screen that fits with your presentation as well as change its size. Now enter full screen or presentation mode in your presentation software. Move the cursor to find the Zoom tool bar and the More… button.

5) When you are ready to begin your presentation, click on the More… button and select Record from the menu that pops up. Deliver your talk, and when done click More… and then Stop the recording.

6) Next Stop Sharing screen and press the End button. Select Leave Meeting (NOT End Meeting for All) and Zoom will then create an .mp4 file in your Zoom documents folder. The path and file name of the .mp4 are displayed during processing.

7) For more detailed instructions and additional recording options, see the Zoom website instructions regarding local recordings (https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording).

Note: The instructions here are for Zoom, but if you are familiar with other conferencing software (such as WebEx, GoToMeeting, Microsoft Teams, etc.) similar options are available.

Other recording resources

• Zoom

• Microsoft• PowerPoint (*.ppt or *pptx)

• PowerPoint recording tool: Youtube video

• Open Broadcaster Software

• Take a photo or record a video Quicktime on Mac