Instructions for Attendees, Presenters, Organizers, Moderators

Important Reminder: NACCB 2022 is not able to accommodate automatic switches from an in-person to a virtual presentation because not all sessions are scheduled in a room with the appropriate audiovisual equipment for virtual presentations. Please do not assume you can switch to a virtual presentation unless you have communicated with and received confirmation from an NACCB Organizing Team member (conferences@scbnorthamerica.org).

  • In-person attendees will have access to all of the traditional elements of NACCBs: Plenaries, Symposia, Contributed Speed & Oral Sessions, Interactive Sessions, Receptions, Posters, Field trips, Workshops and more.
  • Virtual attendees can participate in all of the plenaries and symposia and in a virtual poster session. Virtual attendees can also participate in select contributed sessions and a limited number of virtual/hybrid workshops/interactive sessions. All sessions available to virtual attendees are marked in the online program as ‘included online.’ Virtual attendees will have the opportunity to submit questions during session Q&As, and will be able to interact via the online platform and conference app with both in-person and virtual attendees. Please note that some sessions are fully online, while a number of symposia, contributed and speed sessions will be hybrid sessions, with both virtual and in-person presenters.
  • ALL registrants will have access to the online platform to attend any virtually available session that they wish and will have access to select recordings of sessions and presentations for 6 months after the conference. The online platform will become available in late June/early July to all attendees.  Sessions available virtually will be accessed from the online platform via a link to a Zoom Webinar or Zoom Meeting, depending on the session type. *Please note, if you are a virtual presenter in a session, you will receive specific instructions for joining the session as a presenter.

A number of symposia, contributed and speed sessions will be hybrid sessions, with both virtual and in-person presenters.

Code of Conduct

All NACCB attendees must follow the Code of Conduct as a participant of the congress. Please remind yourself of these policies in advance of the conference.

Attending an Interactive Session? NACCB interactive sessions are designed to be just that – interactive. 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 and will primarily include round table settings rather than a theater setting.

Attending Sessions Virtually

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 virtual platform, once available. This policy is imperative for security purposes, to ensure viable and safe virtual/hybrid conference sessions.

Zoom general features & controls: How-to Videos

Instructions by Session Type

Interactive Sessions

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, 2022, via email to mail@scbnorthamerica.org.

Symposia

Symposia organizers/moderators are responsible for keeping sessions on time and may follow NACCB’s moderator instructions (below) for additional guidance. Symposia speakers should follow the relevant instructions below for full length presentation & upload. Moderators may NOT skip ahead, change order, or move up talks in a sequence. This is highly frustrating to attendees planning to attend for a specific talk.  Discussion time or a pause must be used in place of late cancellations/no-shows.

Presentations: 15-minute & Speed

Full Length & Speed presentations are grouped by topic or symposium assignment, with day/time information available in our online scientific program. You are responsible for knowing the date, time and location of your talk, and arriving at least 15 minutes before the start of your assigned session. Oral presentation rooms will be equipped with a PC capable of running presentations saved as PowerPoint presentations, a projector, a slide advancer, and a microphone. Laptops in session rooms will have a high speed internet connection. You may NOT bring your own laptop nor will you be allowed to upload your presentation file in the session room. Presentation files must be uploaded online no less than 48 hours prior to the start of your session (see instructions below).

15-Minute/Full Length Talks

Timing – Oral presentations are limited to fifteen (15) minutes: twelve (12) minutes for presenting and three (3) minutes for questions. (Symposium presentation times may differ based on the organizer’s designated format – see session in online program for individual speaking times). Time will be strictly enforced by session moderators to keep concurrent sessions in synchrony.

Speed Presentations

Speakers should upload their presentations according to the process and timeline described below. Speakers will be given four (4) minutes each to present (typically 4-5 presentation slides), and one (1) minute for questions. Speed Sessions are grouped according to topic, and include sub-groups of typically 3-5 presentations, with a 15-minute break for Q&A for all speakers in the subgroup. The session moderator will then introduce/facilitate the next subgroup and group Q&A.

Timing: The 5-minute time limit will be strictly observed. Some presenters ask a question as a prompt for the group discussion to follow, i.e. “my question to you is … “. If you like this idea, please do ask a question, however it is not a requirement of the format of the speed presentation. See below instructions on how to prepare, save & upload your presentation.

Accessible Presentations and Files – we strongly encourage you to read the Resources for Accessible Presentations & Posters Tab below. 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 resources tab for tips on this. There will be a button called Accessible File Upload when you log into upload your presentation recording, slide deck and/or poster. Follow the instructions upon clicking on the button to upload a file.

Individual Presenter Instructions

In-Person Presenters

Presentation Prep: How to prepare your file: To ensure your presentation runs as expected, we ask that the following steps be taken while preparing to save your file:

We strongly recommend you also save your presentation on a back-up medium and bring that to the conference as well. (e.g., a flash drive, or emailed to yourself)

Upload your Presentation Slide Deck (PPTx files only): Log in to the NACCB main profile page, click on the abstract button,  and upload your slides file directly into this portal. You may not delete this file once uploaded, rather you will have the option to again upload your presentation file, which will override the previous one if you make changes. Presentations MUST be uploaded at least 48 hours in advance of your talk.

Onsite Upload: We strongly recommend uploading your presentation slides online via the method above. There will be very limited capacity for uploading of presentations via computers onsite. Presentations may NOT be uploaded in the individual session rooms. Presentations that are submitted onsite should be uploaded at the Help Desk in the Silver Baron Boardroom. There will be NACCB volunteers to assist with presentation submission during hours listed in the online program. Presentations MUST be uploaded at least 48 hours in advance of your talk.

*Optional for in-person presenters: Upload Presentation Recording – Contributed and Speed sessions will not be recorded live; however, in-person presenters may elect to upload a recording of their presentation to be made available to all NACCB 2022 registrants via the virtual conference platform for 6 months following NACCB 2022. You will need to upload an MP4 video file of your talk via the same steps above, but clicking on the Record Presentation button once in the abstract area. 

There are multiple options for preparing video recordings of your talk, here are a few:
● Zoom – Recording with Zoom Meeting App
● PowerPoint – you can record your talk in PowerPoint and export it as a MP4
● XCD Recording tool –an online tool that appears when you click the Record Presentation button above that allows you to directly record and save your talk. This video tutorial describes the process.

In-Person Posters

The poster session will be held the evening of Monday, July 18 in Reno Ballroom 1&6, from 5:30 – 7pm to allow in-depth discussion between authors and attendees. Presenting authors are required to attend this session to take advantage of opportunities to discuss their work with Congress participants.

Poster Specifications: Each poster presenter will be provided with a surface and pins on which to mount their poster.

  • In order to accommodate two posters on each side of the board, each poster is limited to a rectangle within 42” (106.7cm) wide by 36” (91.5 cm) tall.
  • The title of the paper, the authors, and author affiliations should appear near the top of the poster in letters approximately 1” (25 mm) high.
  • Poster materials must be legible from a distance of 6.5 feet (2 m).
  • Please print your poster in advance of the conference.

Poster Session Timetable:

Monday, July 18, 8:00am-4:00pm Set up posters in Reno Ballroom 1&6. Place on any vacant board, using no more than ½ of one side of the board (4 posters/board)

Monday, July 18, 5:30-7:00pm Poster Session/Reception (Presenters mandatory attendance)

Wednesday, July 20, by 4pm Poster removal/clean-up. If you do not remove your poster by 4:00pm, it will be discarded.

*Optional Poster Upload to virtual conference platform: Individuals giving their poster presentation in-person are also encouraged to upload a PDF version and optional short video (under 3 minutes) describing their poster that will be available on-demand via the virtual conference platform to all 2022 registrants. You can upload your PDF and an optional MP4 video file of your talk by logging into the NACCB Home page, entering the abstract area, then selecting Poster Upload and Record Presentation, respectively.

There are multiple options for preparing video recordings of your talk:
● Zoom – Recording with Zoom Meeting App
● PowerPoint – you can record your talk in PowerPoint and export it as a MP4
● XCD Recording tool –an online tool that appears when you click the Record Presentation button above that allows you to directly record and save your talk. This video tutorial describes the process.

Instructions

Interactive Sessions

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, 2022, via email to mail@scbnorthamerica.org.

Symposia

Symposia organizers/moderators are responsible for keeping sessions on time and may follow NACCB’s moderator instructions (below) for additional guidance. Symposia speakers should follow the relevant instructions below for full length presentation & upload. Moderators may NOT skip ahead, change order, or move up talks in a sequence.  This is highly frustrating to attendees planning to attend for a specific talk.  Discussion time or a pause must be used in place of late cancellations/no-shows. If you are moderating a symposium virtually, please also assign an onsite moderator to assist with in-person presenters, timing cues, etc.

Presentations: 15-minute & Speed

Full Length & Speed presentations are grouped by topic or symposium assignment, with day/time information available in our online scientific program. You are responsible for knowing the date, time and zoom link (instructions with link will be sent to you) for your talk, and joining the Zoom at least 15 minutes before the start of your assigned session. Hybrid oral presentation rooms will be equipped to allow for virtual presenters to present live and answer questions from both the virtual and onsite attendees. Every virtual presenter must upload a recording of their presentation no less than 48 hours prior to the start of your session (see instructions below) to be used only in the case of internet connectivity issues or an absent virtual presenter.

IMPORTANT: Please note that the online program lists session times in Pacific Daylight Time. The online conference platform, available in June/early July, will automatically update to the time zone you are in.

15-Minute/Full Length Talks

Timing – Oral presentations are limited to fifteen (15) minutes: twelve (12) minutes for presenting and three (3) minutes for questions. (Symposium presentation times may differ based on the organizer’s designated format – see session in online program for individual speaking times). Time will be strictly enforced by session moderators to keep concurrent sessions in synchrony.

Speed Presentations

Speakers should upload their presentations according to the process and timeline described below. Speakers will be given four (4) minutes each to present (typically 4-5 presentation slides), and one (1) minute for questions. Speed Sessions are grouped according to topic, and include sub-groups of typically 3-5 presentations, with a 15-minute break for Q&A for all speakers in the subgroup. The session moderator will then introduce/facilitate the next subgroup and group Q&A.

Timing: The 5-minute time limit will be strictly observed. Some presenters ask a question as a prompt for the group discussion to follow, i.e. “my question to you is … “. If you like this idea, please do ask a question, however it is not a requirement of the format of the speed presentation. See below instructions on how to prepare, save & upload your presentation.

Accessible Presentations and Files – we strongly encourage you to read the Resources for Accessible Presentations & Posters Tab below. 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 resources tab for tips on this. There will be a button called Accessible File Upload when you log into upload your presentation recording and/or poster. Follow the instructions upon clicking on the button to upload a file.

Individual Presenter Instructions

Virtual Presenters

Virtual presenters will join their session by clicking on the join session button for their session in virtual conference platform, which bring them into a Zoom Webinar. Information on accessing the virtual conference platform will go out to all registrants in early July. Virtual Presenters will get promoted to a panelist role in the webinar session by the AV technician running the Zoom webinar. Presenters should plan to join the Zoom session 15 minutes prior to the session start time.  If the Join Session link on the Virtual conference platform is not working, please refresh your screen, it will go live 15 minutes before the session begins. Virtual presenters will present their talk LIVE via screen-sharing in Zoom and will share their slides directly from their own computer -they do not have to upload their slide deck. However, in the event of internet connectivity issues, moderators will show the virtual presenter’s pre-recorded presentation, which must be uploaded to the conference portal no less than 48 hours prior to their session.

Upload Presentation Recording – All virtual presenters must upload a recording of their presentation. You will need to upload an MP4 video file of your talk by logging in to the NACCB 2022 home page, clicking on the abstract button and selecting Record Presentation. Please stay within the allotted time for your presentation type.

There are multiple options for preparing video recordings of your talk, here are a few:
● Zoom – Recording with Zoom Meeting App
● PowerPoint – you can record your talk in PowerPoint and export it as a MP4
● XCD Recording tool –an online tool that appears when you click the Record Presentation button above that allows you to directly record and save your talk. This video tutorial describes the process.  This webpage has additional tips for using the XCD recording tool.

Virtual Poster Presenters

Virtual poster presenters will upload a PDF  file of your poster and short video (under 3 minutes) describing your poster that will be available on-demand via the virtual conference platform to all 2022 registrants. Virtual poster presenters must upload their posters and short videos (see instructions below) no later than July 16, so that attendees and other virtual poster presenters may view them prior to the virtual poster session, described below.

Upload your PDF and the optional MP4 video file of your talk by logging into the NACCB Home page, entering the abstract area, then selecting Poster Upload and Record Presentation, respectively.

Poster requirements: There are no set requirements for virtual posters; however,  we recommend an aspect ratio that is wider than it is tall, e.g., 16:9. You can prepare your virtual poster as you would an in-person poster and then save as a pdf prior to uploading.

Short Video Recording: There are multiple options for preparing a brief video recording describing your poster:
● Zoom – Recording with Zoom Meeting App
● PowerPoint – you can record your talk in PowerPoint and export it as a MP4
● XCD Recording tool –an online tool that appears when you click the Record Presentation button above that allows you to directly record and save your talk. This video tutorial describes the process.

While recording, we recommend sharing your screen and zooming in on different areas of your poster as you describe them.

Virtual Poster Session: The Virtual Poster Session will take place Monday, July 18, from 5:30-6:30pm PDT via a Zoom Meeting accessed from the virtual conference platform. All virtual poster session presenters and attendees are encouraged to view all of the virtual posters and pre-recorded presentations prior to the zoom meeting. The Zoom meeting will be an opportunity for live questions and discussion among the poster presenters and other attendees. All virtual poster presenters should be present in the Zoom meeting to answer questions about their posters.

There will also be a discussion board forum in the virtual poster area of the conference platform where attendees can post questions for poster presenters during and after the conference.

Permission to host content on conference website

By uploading your poster/presentation and/or recording of your presentation to the NACCB 2022 portal, you grant NACCB 2022 and SCB North America permission to share your poster/presentation with conference registrants during and after the conference. If you do not wish to have your presentation shared following the conference, please email us at conferences@scbnorthamerica.org. Otherwise, all NACCB 2022 uploaded presentations, posters and limited session recordings will be available to registrants for 6 months after NACCB 2022 concludes.

Making an Accessible Presentation

Assembled by the NACCB Attendee Resources and Diversity, Equity & Inclusion Committee (Wynne Moss, lead)

Adapted from:

In your PowerPoint presentations and Posters:

  1. Do not use color as the primary means for distinguishing information. For instance, in plots, use both shape and color to distinguish groups. Label points if possible.
  2. Anytime that color is used to convey information, confirm that you are using a colorblind-safe palette. High contrast colors are preferred. There are many useful resources to help with this:
    1. Use online simulators to see how your visual aids might look to someone with color blindness.
    2. When making plots, use color schemes and plotting techniques that are designed to be colorblind-safe.
  3. Use large, simple, san-serif fonts (e.g. Arial, Helvetica). To emphasize text, use bolding instead of italics, underlines, or font changes. Avoid all-caps.
  4. Minimize the amount of text on slides and posters.
  5. Make sure any video you use is captioned and audio described.
  6. Provide alternative text descriptions for images, figures, and other forms of media.
  7. Use a light background with a dark font on your slides and posters.
  8. Do not overlay text on a busy background pattern.
  9. Keep it simple! Avoid unnecessary images, animations and font changes.
  10. Number your slides.
  11. Resources to make your presentation accessible –
    1. National Association of Councils on Developmental Disabilities – Inclusive Meetings, Presentations, and Materials (many useful sections, be sure to read ‘Powerpoint Presentations’ and ‘Guidelines for Presentations’)
    2. How to Write Alt Text and Image Descriptions for the Visually Impaired
    3. Designing for Accessibility

For All Presenters:

(Note: Remote/Virtual presenters are required to upload their pre-recorded presentation, but in-person presenters are encouraged to upload their pre-recordings as well)

  • 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
  • Upload a PDF outlining your presentation slides

Additional Suggestions for Accessible Pre-recorded Presentations

  • Pre-recorded presentations will have closed captioning added following the conference, but you are welcome to add them to your recording as well (Live hybrid sessions will have live captioning via Zoom)
  • Virtual 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.
    • Note: In-person poster presenters are also encouraged to upload their poster files and recorded poster presentations to the virtual platform.

During your presentation:

  1. Always use the microphone for speaking, even if you think you have a loud voice! Instead of asking, “Can you hear me in the back?”, ask, “Can you raise a hand if you can hear me?”
  2. After advancing a slide, try to wait a few seconds before speaking. This allows people to read the slide before you start talking.
  3. Do not rely on your audience to read all the text on your slide. Instead, aim to cover the key concepts from all bullet points on your slide verbally. This allows people with visual impairments to know what is on the slide. This does not mean you must read verbatim from your slide!
  4. Similarly, do not assume that your audience can see or understand your images – always describe what is displayed in an image, figure, or multimedia.
  5. If you have videos in your presentation, describe what is in the video before you play it. This helps audience members who are blind establish context for what they are about to hear. Include closed captions whenever possible for videos shown.

Moderators (Contributed & Speed Sessions)

General Information

  • All contributed session speakers have 15 minutes (12 minutes for presentation, 2-3 minutes for Q&A) & all speed session speakers have 5 minutes (4 minutes for presentation, 1 minute for Q&A).
  • All sessions are scheduled in Pacific Daylight Time (PDT).
  • Contributed & Speed Sessions are not recorded; however, virtual presenter recordings (for hybrid sessions) will be available on demand after the session and in-person presenters have been encouraged to upload a recording of their presentations, which will also be available on demand after the session, or once uploaded.
  • In case of major AV failure, please call the number provided on your printed session list to reach the audio visual tech on-duty directly. They will then send an AV technician to that room.

Day of Instructions 

  • Arrive 10-15 minutes before the session starts. Please bring own watch or clock (or use your phone) Check that all speakers are present before start of the session. Consult speakers about any questions regarding pronunciation of names. 
Speakers are in bold on schedules (printed list will be in the session room).
    • *Hybrid session moderators: Confirm that virtual presenters are present (they will be panelists on a zoom webinar and able to communicate), and will be presenting live. Virtual presenters will have uploaded a pre-recording of their presentation in case of internet issues/unexpected absence – the recording will be preloaded on the session laptop.
    • *Hybrid session moderators: Before starting the session, please elect a virtual presenter to monitor for questions coming in from virtual attendees via the webinar Q&A panel.
  • Make sure all equipment is working properly. If any equipment is not working properly, report it to an AV technician, or volunteer. Each room should contain:
    • Laptop
    • LCD projector and screen
    • Podium with microphone
    • Additional laptop + AV technician in hybrid sessions
  • Check the lights and projection, adjust as needed. Try to have dim lighting in the back of the room that can be left on during the presentation. This aids note-taking and safe movement of people in and out of the room during talks.
  • The presenters’ PowerPoint presentations should be pre-loaded onto the computer in the room. Familiarize yourself with how to select pre-loaded PowerPoint presentations, how to begin a presentation, etc. Instructions are on the computer.
  • Brief each presenter on how the session will be conducted, including when and how time warnings will be communicated.   e.g., use a visual (time cards) or vocal signal when there are 3 minutes remaining, stand-up when there is one minute remaining, and walk to the podium and politely indicate that their allotted time has come to an end. Encourage speakers to leave a few minutes for questions at the end of their talk.
  • Remind presenters they must speak into the microphone.
  • Start on time! even if it appears that not all speakers have arrived. This is extremely important to ensure each presenter has their allotted time and has time for questions and answers. 
  • Introduce all presenters in the order listed in the program. Be sure to mention each presenter’s name, affiliation and presentation title.
  • Announce any canceled talks. You can use the time from a canceled talk for questions but do NOT move the program forward when a presentation is canceled. 
Keep track of all canceled talks on the paper list provided to you in the room and give it to a volunteer at the end of the session/leave it in the room.
    *Hybrid sessions moderators: If a virtual presenter is not present, you do not need to cancel their talk if their recorded presentation is loaded on the computer. Simply play their recorded presentation during their assigned presentation time and encourage the audience to post questions to the discussion area of their presentation in the virtual conference platform.
  • During the Q&A period, presenters/moderators should always repeat the question for the audience. Try to have at least one question ready for each talk in case there is time for questions and none arise from the audience.
    *Hybrid sessions moderators: Please alternate between virtual and in-person questions -Check in with the virtual presenter tasked with monitoring questions regularly to see if any have been submitted.
  • End the session on time. Close the session by thanking the presenters.   

Additional Info for Speed Talk Session Moderators:

  • Sessions are grouped according to topic and will consist of a subgroup of ~3-5 presentations (4-minute talk, 1 minute QA), with a 15-minute break for Q&A for all speakers in the subgroup. The session moderator will then introduce/facilitate the next subgroup and group Q&A.
  • The brevity of speed presentations creates a culture of tight timing that affects the moderation of the session too. For example, time can be saved if the speakers introduce themselves while the volunteer opens the next computer file. Transition time can also be minimized if all the speakers are asked to sit in the front row in the sequence in which they will speak.
  • Give presenters a clear signal when they have 30 seconds left; stand up when they have 10 seconds left so that you are ready to displace them from the podium when their time is over.
  • If the full 15-minute discussion time is not used, do not advance to the next subgroup. Pause until the scheduled start of the next talk series.