Presenter Information

Information about the 2021 HECMA Conference Virtual Platform (WHOVA)

This year, we are using Whova as our conference platform. Presenters are encouraged to watch this brief video and review the Whova Attendee User Guide to learn more about the app, desktop, and browser options.

Click Here to Access Whova on your Computer   Click Here to Download the Whova App

Presenters who require accommodations (e.g., ASL Interpreters) to present should denote their needs directly to Conference@hecma.org

For additional assistance or technology questions, send an email to Conference@hecma.org

Presentation Materials:

Only one video will be uploaded per session. Pre-recorded videos must be submitted via Google Forms from May 20th until June 1st. Videos will be uploaded and embedded in the platform for participants. Video files should be formatted as MP4 files. Your file should be named:   SessionTitle-Primary Presenter(ex: HECMA2021Results-Jane Harris.mp4), and a follow-up email sent to Conference@hecma.org, to confirm successful receipt.

Speaker and Presenter Pages:

Speakers and presenters will have an opportunity to customize their Speaker page on the HECMA Whova platform. Instructions will be provided via e-mail for customizing speaker bio, personal weblinks and a photo. 

Presentation Formats

Breakout Session (60 minutes): These sessions provide an opportunity to showcase programs, strategies, or interventions and or allow for discussion of current events and or developing trends in higher education. Breakout sessions typically include an informational presentation (45-50 mins) with time allotted for a question and answer period (10-15 mins). 

Discussion Symposia (90 minutes):  A discussion symposium allows a more fluid and multilateral format for engagement with works in progress or “hot topics” in the field. A symposium may include prepared questions for two or more panelists, a debate, or another format. Regardless, half of the time should be allocated for discussion with/or questions from the audience.

Pre-Recording Session and Materials

We encourage all presenters to present “live” during their assigned timeslots, but still require session recordings in advance. Virtual sessions must be recorded in advance, and offer an opportunity to have a finished product, come presentation day. Pre-recording your talks will allow for the most seamless delivery of your session during the conference. Please note that pre-recorded videos require transcriptions or captioning.

Only one video will be uploaded per session. If you have more than one presenter in your group, presentations must be filmed together at one time using conferencing software or the individual video files must be compiled into one file.

Pre-recorded videos must be submitted via Google Forms from May 21st until June 1st. Videos will be uploaded and embedded in the platform for participants. Video files should be formatted as MP4 files. Your file should be named:   SessionTitle-Primary Presenter (ex: HECMA2021Results-Jane Harris.mp4), and a follow-up email sent to Conference@hecma.org, to confirm successful receipt.

Recommended format: 1) prepare your presentation using Google Slides 2) click the “present” and “closed caption” features 3) record your presentation and discussion using Zoom.

Recording resources:

How to use present and use captioning using Google Slides

 How to record a presentation on Zoom

 Quick tips for an effective online presentation recording 

General recording tips:

In general, we recommend that you:

  • Schedule time with co-presenters to determine presenter roles, discuss transitions, and identify how any presentation materials will be managed during the session
  • Practice and time your presentation to span no longer than 40 minutes
  • Determine if you will record the presentation together (i.e., as if you were presenting together) or combine video clips. If you plan to combine video clips, review tutorials and recommendations, to help you be successful. You can find brief tutorials with free resources.
  • Before you begin any recording, test your microphone to ensure that attendees can hear you clearly and consistently
  • Examine your environment, to ensure that what viewers see behind you does not distract from your presentation
  • Identify any distractions, such as sounds, voices, or settings that can interrupt your session or the listening experience
  • Plan to close out any other software, programs, or applications that are not related to your presentation to prevent lags or confusion while presenting
  • Finally, be sure to conduct a brief test recording to identify any unforeseen challenges and address them before recording your full presentation.
  • With any recording or final product, all copyright and imaging regulations should be observed

Live Presentation Recommendations

Each session will be provided with a Zoom meeting link in which the presenter(s) will function as host(s). Presenters will have technology support present to facilitate the presentation.

General tips:

  • Practice with any co-presenters to discuss transitions, divide slides, and determine who will manage the slideshow (if you plan on using one)
  • Plan on engaging the audience by looking at the camera rather than your screen and planning opportunities for participants to engage with session leaders, each other, and/or materials
  • Test your microphone to ensure that attendees can hear you clearly and consistently
  • Examine your environment, to ensure that what viewers see behind you does not distract from your presentation
  • Identify any distractions, such as sounds, voices, or settings that can interrupt your session or the listening experience
  • Plan to close out any other software, programs, or applications that are not related to your presentation to prevent lags or confusion while presenting
  • Consider utilizing breakout groups, shared documents, polls, or other tools available within Zoom to facilitate engagement. Tutorials and helpful links are available to offer ideas and guidance.

Helpful tutorial links for presenting on Zoom:

Sharing your screen on Zoom

Utilizing breakout rooms for small group engagement

Using live polls in Zoom

Q & A Information

If you are unable to give your presentation in “live format”, you’ll still be asked to provide a Live Q&A during your assigned time. Live Q & A sessions allow for interaction and follow-up related to the presentation, and will take place during the last 10 minutes of your scheduled session. Each session will be provided with a Zoom meeting room in which the presenter(s) will function as host(s), and will be provided with technology support.

  • Because time is limited, plan to be prompt in logging in, with your sound, video and microphone working.
  • Review the recommendations listed for Live sessions, to offer additional guidelines and recommendations on synchronous sessions

Opportunities for Live Rehearsals of Technology

There will be opportunities during the first week of June (1st-4th) to participate in optional (although recommended) “rehearsal” sessions and consult around presentation technology questions.