Guidelines and Instructions for Attendees, Presenters, Organizers, Moderators

In addition to policies in NACCB’s Code of Conduct, we have developed guidelines to ensure an inclusive and equitable virtual NACCB experience. Please read and incorporate the guidelines in the tabs below into your sessions, talks, events, and help us create a positive experience for all conference attendees.

For specific instructions on uploading posters and presentations, please read the third tab below.

NACCB At Home

We recognize the diverse challenges that each of us face during this time. We hope that NACCB provides an exciting and stimulating opportunity to share knowledge and connect with each other from home. Here are a few ways we encourage folx to support each other from afar during NACCB:

  1. Family-Friendly NACCB – Your babies, kiddos, pups, kittens, etc. are all welcome to join the screen or listen in for NACCB. If you choose to use your video, don’t hesitate to let your significants show up and listen in alongside you during the conference (just turn your mic off when not speaking).
  2. Home-Friendly NACCB –  Join us from wherever you are most comfortable, be it your living room couch, kitchen table, or a favorite outdoor spot. We appreciate you letting us into your home and respect your privacy. That said, feel free to use a Zoom-enabled background image to transport us elsewhere if you wish. We also encourage folx to wear whatever is most comfortable.
  3. Sensory and Screen Relief – Take Breaks! NACCB has included coffee break events throughout the week, and we encourage you to also shut down electronics, stretch, get outside, and tend to other responsibilities and priorities. When you connect back in, we encourage you to tweet or instagram a photo of your #NACCBbreaktime activity! (Stay connected generally via @NACCB2020).

General Tips for Zoom & At-home Conferencing

  • Zoom general features & controls: How-to Video
  • Zoom break-out rooms: How-to Video
    • In addition to these general tips, note the NACCB organizers will provide specific instructions to moderators & their volunteer tech supporters on how to manage their sessions.
  • Add your pronouns to your Zoom display name (in-session: select ‘participants’ in the bottom bar, hover over your name, select ‘more’, select ‘rename’)
  • Mute your mic! Please always default to have your microphone muted so that attention is focused on the content and speakers. For discussion components of sessions, moderators should indicate if/when it is appropriate to unmute.
  • Video enablement –
    • During presentations: Please default to have video turned off unless you are the presenter, moderator, or panelist.
    • During discussion: We encourage the use of video function during discussions in order to enhance connection across a virtual means. That said, please respect the decision of those that need to turn their video off for whatever reason (there are many).
  • Session security – Do not share links or record sessions unless you have permission from NACCB organizers to do so. Links to sessions will be made available via the NACCB program, viewable when logged in to your NACCB profile. This policy is imperative for security purposes, to ensure viable and safe virtual conference sessions.
  • Troubleshooting in real-time – All NACCB attendees can contact NACCBTechSupport@scbnorthamerica.org during virtual sessions for IT issues and troubleshooting.

Attending an Interactive Session? NACCB interactive sessions are designed to be just that – interactive.  Organizers have developed full session scopes with attendee participation on various topics. These sessions are designed to be attended from start to finish. If you choose to attend an interactive session, out of respect for organizers and in an effort to take part in a productive and uninterrupted session, please commit to the entire interactive session and arrive on time. Read more about the session format. Interactive Sessions are open to all congress attendees.

Guidance for Moderators & Presenters

  • When you introduce yourself as a moderator at the start of the session, identify your pronouns. Notify your speakers or discussants to please do the same.
  • Acknowledge the land from which you are participating in NACCB. Understand why this matters, and how to recognize this in a meaningful way. Honor Native Land.
  • Pause and share this resource with attendees to locate themselves on Indigenous land.
  • Stay on topic. NACCB participants unable to join for your live sessions will later access the recording, and seek to learn from your session as described. Staying focused on original content & related discussions will provide an equitable learning environment for those that need to access the content later.
  • Provide an overview of logistics to attendees and presenters including Zoom basics, how to participate in your session, and how to find tech support during the session).
  • Remind folx this is a family-friendly space, and humans and animals in the background are welcome to listen in.
  • Include a break! Take a planned 5-minute break in your session, especially if it is longer than 60 minutes. Let your attendees know to set a timer and rejoin when it is over. See first tab on Sensory & Screen Relief guidance for all attendees.

Making an Accessible Presentation

  • Pre-recorded presentations will have closed captioning added prior to the conference. Note there is no edit function so please prioritize good audio quality (and no background noises while recording) to improve accuracy. (Live session recordings will also include closed captioning)
    • Note that NACCB organizers will provide additional instruction on how, when, and where to upload pre-recorded presentations.
  • Resources to make your presentation accessible –
  • Poster Presentations –  With your 3-minute recorded poster screenshare with audio, please include description of the visual elements of your poster as part of guiding people through your work.
  • All Presentations – We encourage you to also upload a presentation transcript file or accessible pdf/ppt file of your slides/poster with alternate text/image descriptions and other accessibility features added via the Adobe Accessibility tool, Microsoft Accessibility Checker, or similar tools for the software you use. See above resources for assistance, and the NACCB presentation and poster instructions for file upload instructions.

Interactive Session Structure & Instructions

Structure

All interactive sessions will be live-streamed during the conference. Interactive sessions will take place in Zoom Rooms (provided by NACCB 2020) with interactive features (break-out rooms, polling, etc.) enabled per the session organizers’ request. Organizers will be added as hosts to the Zoom rooms at least one week prior to their session, and are responsible for managing and preparing all interactive features and activities to be used during the session. An NACCB 2020 volunteer will be assigned to each interactive session to assist with moderating, recording (if requested by organizers), any technology issues and enforcement of the code of conduct. All NACCB 2020 registrants are able to access and attend interactive sessions.

*Reminder that Interactive Session organizers must share a 1-page wrap-up report, or 5-10-minute video or audio file to conference organizers, summarizing activities, outcomes, and future plans for sharing material or building on the session outcomes beyond the conference, by September 1, 2020, via email to mail@scbnorthamerica.org.

Symposium Structure & Instructions

Structure

All symposia will be live-streamed during the conference. The live-stream will be a hybrid combination of pre-recorded individual presentations and panelist discussion/ Q&A, the timing and order of which is up to the symposium session organizer(s). To avoid internet connectivity issues, all individual symposia presenters are required to upload pre-recorded presentations (either 5 minutes, or 12 minutes in length based on the organizer’s designated format; see presentation upload information below). Audience Q&A will be facilitated through questions submitted via text to the session moderator assigned by the organizer. An NACCB 2020 volunteer will also be assigned to each symposium to assist with technology, recording, and enforcement of the code of conduct.

Recording/Uploading Recordings – Deadline July 23

The virtual NACCB 2020 platform has a straightforward and simple Presentation Recording feature that allows presenters to directly record and save their presentation in-platform (and also downloads a copy to your device). Do not go over the designated time limit for your presentation type: 5 minutes for speed presentations, 12 minutes for oral presentations, and 3 minutes for optional poster presentations. Please complete the following steps to record your presentation:

See a brief walk-through demonstration video of the presentation upload/recording process here.

  1.  Log into your abstract/speaker portal and click on the Record Presentation option (screenshot here).
  2. You’ll be presented with two options: to record your presentation or to upload an already recorded presentation as an mp4 file video. The instructions for recording your presentation in-platform can help you decide which option is right for you. (If using the in-platform recording, share the PowerPoint [or other slide application] rather than your entire computer screen, or “hide” the floating Google Chrome widget so it does not show up in your final recording.)Use Google Chrome if you are using the in-platform recording option. Other options include Powerpoint narrated presentations (make sure you export the recording to a video file prior to uploading), or using Zoom to record your presentation (brief tutorial video available here). To upload a recording, make sure it is in mp4 file format.
  3. Follow the instructions and prompts from the in-platform system to record (and re-record) your presentation until you are satisfied. Try doing a 30-second trial run to preview how the recording will look prior to recording your full presentation. It may take 2-5 minutes for your uploaded recording to show up underneath the Record Presentation button. Try refreshing the page after 2-3 minutes.
  4. Please note that closed captioning will be added to all pre-recorded presentations, so please ensure you have optimal audio quality and no background noises for the most accurate closed captions.
  5. In addition to these details, please read the tab on Moderator and Presenter guidelines (to optimize accessibility of your presentation and session to all audiences).
  6. We encourage you to also upload a presentation transcript file or accessible pdf/ppt file of your slides with alternate text/image descriptions and other accessibility features added via the Adobe Accessibility tool, Microsoft Accessibility Checker, or similar tools for the software you use. See the resources listed on the guidelines tab for tips on this. There will be a button called Accessible File Upload when you log into the Speaker Abstract Portal. Follow the instructions upon clicking on the button to upload a file.

Permission to host content on conference website

By uploading your poster/presentation and/or recording your presentation to the NACCB 2020 speaker abstract portal, you grant NACCB 2020 and SCB North America permission to share your poster/presentation with conference registrants during and after the conference. All NACCB 2020 presentations, session recordings, and discussion boards will be available to registrants for several months after the NACCB 2020 concludes. 

Contributed Oral & Speed Session Structure & Instructions

Structure

Contributed oral and speed presentations will be assigned to sessions based on topic. Presenters will upload their pre-recorded presentations to the abstract system (more information below). All contributed oral and speed presentations are pre-recorded and will be available on-demand for conference registrants to view starting July 24. Conference attendees will be able to navigate to a contributed session in the conference program and view all of the pre-recorded presentations in that session starting July 24, during and after the conference. The 30-minute scheduled time for each contributed session in the schedule is for live discussion on the discussion boards among session presenters and conference attendees to engage in real time with questions and discussions. Each session will consist of a live 30-minute discussion board Q&A during which time presenters are encouraged to be present on their session discussion board to participate in live interactions. The discussion board will also be active throughout and after the conference for ongoing asynchronous conversations.

Recording/Uploading Recordings – Deadline July 23

The virtual NACCB 2020 platform has a straightforward and simple Presentation Recording feature that allows presenters to directly record and save their presentation in-platform (and also downloads a copy to your device). Do not go over the designated time limit for your presentation type: 5 minutes for speed presentations, 12 minutes for oral presentations, and 3 minutes for optional poster presentations. Please complete the following steps to record your presentation:

See a brief walk-through demonstration video of the presentation upload/recording process here.

  1.  Log into your abstract/speaker portal and click on the Record Presentation option (screenshot here).
  2. You’ll be presented with two options: to record your presentation or to upload an already recorded presentation as an mp4 file video. The instructions for recording your presentation in-platform can help you decide which option is right for you. (If using the in-platform recording, share the PowerPoint [or other slide application] rather than your entire computer screen, or “hide” the floating Google Chrome widget so it does not show up in your final recording.) Use Google Chrome if you are using the in-platform recording option. Other options include Powerpoint narrated presentations (make sure you export the recording to a video file prior to uploading), or using Zoom to record your presentation. To upload a recording, make sure it is in mp4 file format.
  3. Follow the instructions and prompts from the in-platform system to record (and re-record) your presentation until you are satisfied. Try doing a 30-second trial run to preview how the recording will look prior to recording your full presentation. Use Google Chrome for best results.
  4. It may take 2-5 minutes for your presentation to show up under the Record Presentation button once you’ve recorded and/or uploaded. Please wait 2-3 minutes and then try refreshing the page.
  5. Please note that closed captioning will be added to all pre-recorded presentations, so please ensure you have optimal audio quality and no background noises for the most accurate closed captions.
  6. In addition to these details, please read the tab on Moderator and Presenter guidelines (to optimize accessibility of your presentation and session to all audiences).
  7. We encourage you to also upload a presentation transcript file or accessible pdf/ppt file of your slides with alternate text/image descriptions and other accessibility features added via the Adobe Accessibility tool, Microsoft Accessibility Checker, or similar tools for the software you use. See the resources listed on the guidelines tab for tips on this. There will be a button called Accessible File Upload when you log into the Speaker Abstract Portal. Follow the instructions upon clicking on the button to upload a file.

Permission to host content on conference website

By uploading your poster/presentation and/or recording your presentation to the NACCB 2020 speaker abstract portal, you grant NACCB 2020 and SCB North America permission to share your poster/presentation with conference registrants during and after the conference. All NACCB 2020 presentations, session recordings, and discussion boards will be available to registrants for several months after the NACCB 2020 concludes. 

Contributed Poster Session Structure & Instructions

Structure

Contributed e-posters will be assigned to sessions based on topic. Presenters will upload their e-posters to the abstract system (more information below) and also have the option of uploading a 3-minute video recording explaining their poster to accompany the e-poster. Posters and optional recordings will be available to view on-demand for all conference attendees throughout and following the conference. Each poster session will consist of a live 30-minute discussion board Q&A during which time presenters are encouraged to be present on their session discussion board to participate in live interactions. The discussion board will also be active throughout and after the conference for ongoing asynchronous conversations.

Uploading eposters, Deadline July 23, 2020

Please submit your E-Poster as a 1-page in landscape orientation via the Upload Poster button upon logging into the Abstract/Speaker Portal.

You may use a template that can be downloaded here: NACCB2020_PosterTemplateBlank

    • Language: All E-Posters should be prepared in English
    • File format: .pdf; .pdfx, or .jpg
    • E-Poster size in pixel: 842 width x 595 height – Landscape orientation
    • E-Poster size in inches / cm: 11 / 28 width x 8.5 / 22 height – Landscape orientation
    • File Name: File names should not have any special characters. Files are all auto re-named upon uploading based on your submission ID #
    • In addition to these details, additional presenter guidelines (to optimize accessibility of your poster to all audiences) will be posted on this webpage by Friday, July 3, 2020.
    • If you are creating your poster in Microsoft PowerPoint, set the slide size to 11″ x 8.5″, and save your poster as a pdf file when it is complete.

Recording/Uploading Recordings – Deadline July 23, 2020

The virtual NACCB 2020 platform has a straightforward and simple Presentation Recording feature that allows presenters to directly record and save their presentation in-platform (and also downloads a copy to your device). Do not go over the designated time limit for your presentation type: 5 minutes for speed presentations, 12 minutes for oral presentations, and 3 minutes for optional poster presentations. Please complete the following steps to record your presentation:

See a brief walk-through demonstration video of the presentation upload/recording process here.

  1.  Log into your abstract/speaker portal and click on the Record Presentation option (screenshot here).
  2. You’ll be presented with two options: to record your presentation or to upload an already recorded presentation as an mp4 file video. The instructions for recording your presentation in-platform can help you decide which option is right for you. (If using the in-platform recording, share the PowerPoint [or other slide application] rather than your entire computer screen, or “hide” the floating Google Chrome widget so it does not show up in your final recording.)  Use Google Chrome if you are using the in-platform recording option. Other options include Powerpoint narrated presentations (make sure you export the recording to a video file prior to uploading), or using Zoom to record your presentation. To upload a recording, make sure it is in mp4 file format.
  3. Follow the instructions and prompts from the in-platform system to record (and re-record) your presentation until you are satisfied. Try doing a 30-second trial run to preview how the recording will look prior to recording your full presentation. It may take 2-5 minutes for your presentation to show up under the Record Presentation button once you have recorded and/or uploaded it. Please wait 2-3 minutes and then try refreshing the screen. Use Google Chrome for best results.
  4. Please note that closed captioning will be added to all pre-recorded presentations, so please ensure you have optimal audio quality and no background noises for the most accurate closed captions.
  5. In addition to these details, please read the tab on Moderator and Presenter guidelines (to optimize accessibility of your presentation and session to all audiences).
  6. We encourage you to also upload a presentation transcript file or accessible pdf/ppt file of your slides with alternate text/image descriptions and other accessibility features added via the Adobe Accessibility tool, Microsoft Accessibility Checker, or similar tools for the software you use. See the resources listed on the guidelines tab for tips on this. There will be a button called Accessible File Upload when you log into the Speaker Abstract Portal. Follow the instructions upon clicking on the button to upload a file.

Permission to host content on conference website

By uploading your poster/presentation and/or recording your presentation to the NACCB 2020 speaker abstract portal, you grant NACCB 2020 and SCB North America permission to share your poster/presentation with conference registrants during and after the conference. All NACCB 2020 presentations, session recordings, and discussion boards will be available to registrants for several months after the NACCB 2020 concludes.