Speaker “How To” and FAQ

Logging In to Your CCRC Session

• You will receive a calendar invite for your session with the unique link to a Socio broadcast studio. Simply click on the link to enter the studio.

• This is the same link you used for your dress rehearsal.

• Be sure to log in to your session at least 15 minutes early.

• The Socio broadcast studio works best in Chromeand with an upload speed of at least 4 Mbps. Test your internet speed here.

• Close all other windows and browser tabs.

• Socio broadcast studio speaker instructions

• Helpful tips about Connectivity and Browsers and Troubleshooting

You will find controls for your microphone, camera, and screen sharing at the bottom of the Socio studio screen.

The private chat window allows you to talk with other participants in your session and the A/V technician.

The comments window allows you to see a live feed of questions and comments from conference attendees.

You will see a small version of the screen you are sharing here. Set up your screen sharing before the session begins and leave it on throughout the session. Attendees will only be able to see your screen when the A/V technician adds you “onstage.”

Socio Broadcast Studio Features

Clicking on the Streamyard or Socio icons will exit you from the broadcast studio. DO NOT click either of these icons during your session!

Screen Layouts

The A/V technician will change your screen layout to follow the production schedule for your session.

Layout options include

1) Single Speaker

2) Side by Side

3) Gallery View (all speakers)

4) Gallery View with Focused Speaker

5) Presentation Single Speaker

6) Presentation Multiple Speakers

7) Presentation Only

1 2 3 4 5 6 7

Important Note for Hybrid Sessions: If there will be both in-person and virtual speakers in your session, in-person speakers and virtual speakers cannot be on the screen at the same time.

How to Share Your Screen

1) Click on Share

2) Click Share screen3) Click Share Screen (again…)

Next Slide Please

How to Share Your Screen (cont.)

4) Choose if you want to share your Entire Screen, Window, or Chrome Tab. If sharing your entire screen, click the screen you want to share so a blue box appears around it.

5) Then, you guessed it! Click “Share” (again…)

How to Share Your Screen (cont.)

You will see a small version of the screen you are sharing here. Set up your screen sharing before the session begins and leave it on throughout the session. Attendees will only be able to see your screen when the A/V technician adds you “onstage.”

Screen Sharing Tips & Tricks

• Be sure to share your screen when you log in to the broadcast studio so you can test run the presentation view with the A/V technician before the session starts.

• Consider converting your presentation to a PDF. You can view a PDF version exactly like a PPT in presentation mode by clicking “View” then “Full Screen Mode” (or Ctrl+L).

• If you only have one monitor, you will not be able to see the Socio broadcast studio while you are viewing your presentation in full screen. Until it is your turn to present, leave your PPT out of presentation mode. When you’re ready to share your slides, simply click on the Slide Show icon in the bottom right corner of your slides.

• Another work around suggestion from Socio: • Import your presentation into Google Slides, and make

sure all the formatting is good. Open the presentation in a separate browser tab from StreamYard. In Google Slides, click the arrow next to Present and select Presenter View. When the Presenter View window opens, decrease the size of both browser windows so you can see both the StreamYard studio and your slides. When it's time to share your screen, share only the Google Slides browser tab, NOT your whole screen or the presenter view window. Now, proceed through the presentation as you normally would.

Session Participant Roles

•We have symposia, oral presentations, lightning talks, and poster sessions on the agenda. •For symposia – length of presentations are determined by session organizers•For oral presentations – speakers have 10 minutes each•For poster presentations and lightning talks – speakers have 5 minutes each

Speakers

•Introduce speakers •Keep presentations running on time•Ask questions if there are none from the audience

Moderator

•Follow along with questions in the comment window•If the Q&A facilitator is participating in-person, they should have their own laptop or mobile device to view the chat

•Tee up questions during/at the end of the session (depending on production schedule)For oral presentations, lightning talks, and poster sessions, all questions should be held until the endFor symposia, Q&A times will be determined by the session organizers

•Ask questions if there are none from the audience

Q&A Facilitator

•Welcome in-person attendees and get the session started•Wrap up the session with a reminder about the CEU evaluation link and remind participants of the next item on the agenda

CISA Team Member (always in-person)

Facilitating Q&A • ALL QUESTIONS from BOTH in-person and virtual

attendees will be submitted through the CHATwindow in the Socio virtual conference platform. • This helps us avoid passing a microphone and ensures in-

person and virtual attendees can see all questions. • In-person attendees can use their mobile device to submit

questions and respond to polling questions.

• The COMMENT window in the broadcast studio is a direct feed from the CHAT window in the Socio virtual conference platform. Virtual attendees will add comments and questions in the chat windowand it is seen by speakers, moderators, and facilitators in the comment window in the broadcast studio.

• The COMMENT window appears on the left side of the screen in the broadcast studio, by the PRIVATE CHAT window where speakers can talk amongst themselves and contact the A/V technician, if needed.

Speaker view

Attendee view

Facilitating Q&A• Session participants in the broadcast studio are not able to

respond to the chat through the comment tab in the studio.

• You will need to have the front end of the platform open (accessible here) either in another tab on their desktop/laptop or on your mobile device. • Note: The front end of the platform is only accessible to

registered attendees.

• If you opt to use the desktop version, please remember to mute the sound in the live feed so there is not feedback into the broadcast studio.

• I recommend using the mobile app where you can view the chat window without the live feed of your session, so you aren’t distracted by seeing yourself on camera in the front end of the platform. There is about a 3-4 second delay between the broadcast studio and the feed into the front end, which can be even more distracting.

• You can also view polling results in the mobile app or front end of the platform.

• Scan the QR code on the right to download the app to your mobile device!

Timekeeping

• When a speaker is sharing their screen and giving their presentation, only the speaker and their slides will be on screen during the presentation. The moderator can be added back “onstage” when time is wrapping up.

• If the speaker can see the Socio broadcast studio (for example, if they are using 2 screens), then this will be a visual cue to wrap it up.

• If the speaker is only using one monitor and is unable to see the studio when their presentation is in full screen mode, the moderator can politely interrupt to let them know time is up.

• We also suggest speakers set a timer on your phone to help keep track of your presentation time.

Pro Tips for Virtual Conference Presentations

• Practice, practice, practice! your presentation out loud several times

• Log on early – all speakers should join their Socio streaming studio at least 15 minutes before their session begins

• Use earphones with a microphone

• Hard wire your internet if you can

• Double check your lighting - avoid windows or lighting behind you

• Stand to give your presentation if you can

• Your camera should be at eye level

• Remember to look directly at the camera from time to time. This will give the appearance that you are making eye

contact with your audience

• Consider sharing your presentation as a PDF to avoid PPT screen sharing snafus

• Know which monitor is which if you are using more than one to share your screen

• A few fun videos from the Socio team

• 14 Tips for Virtual Presentations

• Background and Lighting Tips

Hybrid Session Logistics

• There will be a camera onsite to video in-person speakers• The camera will have the ability to zoom in to a single speaker or out

to a panel of speakers

• In-person speakers will be able to advance their slides from a computer on the podium

• Plan to use the mouse to point to items on your slides (virtual attendees will not be able to see a laser pointer on the projector screen)

• When an in-person presenter is speaking, their presentation will appear on the projector screen in the room and on the Socio virtual conference platform for virtual attendees

• When virtual speakers are presenting, their web cams and presentation slides will appear on the projector screen in the session room and on the Socio virtual conference platform

• Virtual and in-person speakers will not appear on the projector screen or on screen in the Socio virtual conference platform simultaneously

• Virtual attendees are not able to turn on their cameras or mics• Virtual speakers will only be able to see other speakers, not the

audience (either virtual or in-person)

Important Dates• Monday, May 3 – Thursday, May 6

• Pre-conference workshops • Monday, May 3 – Wednesday, May 5, 2:00 – 3:00 p.m.

o Amanda will be on the Socio platform to answer questions Click on the “Virtual Help Desk” Then “CCRC Speaker Support”

• Monday May 3o Deadline for symposia organizers to send production

scheduleso Deadline for all polling questions

• Thursday, May 6o Deadline to send headshots to add to presenter profile in

Socio

• Friday, May 7o Deadline for all poster presentationso Deadline to send presentations in advance, if you would like

us to have a backup copy