Frequently Asked Questions

Presentation Tips l Withdrawals l Virtual Program l Posters

Presentation Tips

How do I record my presentation? 
Refer to the virtual presenter resources for step-by-step instructions using Zoom Technology.

How can I present effectively if I don’t have a stable internet connection?
We recommend you prerecord your presentation. You can record your presentation using the Zoom platform locally. During your scheduled presentation, we will play your recorded presentation, and you can respond by phone to any questions.

For more information on recording with Zoom:
https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording

How do I upload my presentation?
Refer to the virtual presenter resources for instructions.

You will receive an email at least two weeks before the meeting with specific instructions. Do not wait to record your presentation until you receive this email. If you have not received this email by this timeline, please contact cstech@osa.org and provide/confirm which email address should be used to send these instructions.

Will my paper still be published if I present live without a video recording, but my internet connection drops?

In order for your paper to be published, you are required to present. As such, it is preferable for you to also prerecord your presentation, which could be used as a real-time back-up.

I can’t present live. Will there be a way for participants to ask questions?

To promote the interactivity and immersive experience so desired by meeting attendees and speakers, we encourage you to participate live if possible. If factors prohibit your live participation, please be sure to place your email address prominently on your final slides, and encourage viewers to reach out directly with questions.

Withdrawals

If I withdraw my presentation, can I just present the next time the meeting is held?

We encourage your participation in the meeting. If you are not in a position to participate and would like to withdraw, you may submit to present at a future meeting. Please note, though, that your submission will be reviewed by the respective committee for decision.

If I withdraw my presentation, will I still have access to watch other presentations?

You may register for the congress regardless of your participation as a speaker. However, we encourage you to present and share in this innovative conference.

The Virtual Program

Will there be Q&A for live, oral contributed presenters? If yes, how is it handled? 

Every oral contributed and invited presentation will include a Q&A segment, provided the speaker is participating live. The virtual audience will have the ability to enter questions into the “Q&A” box and also vote on submitted questions to assist the presider in selecting questions to ask. At the end of the presentation, the presider will read the questions to the speaker, who will then respond live.

How will I be able to watch other presentations?

Technical sessions will be presented live in the time zone indicated for the meeting with a recorded archive available later for on-demand viewing. To access the presentations, you must first register for the meeting.  All registrants will receive instructions on how to participate in the meeting on the Friday before its start date.

What if my company or institution does not allow me to use the Zoom web conference platform?

As a presenter or attendee, when you first connect to a Zoom room to participate in a session, you will be presented with the option to download and use the Zoom client. OSA recommends using this full client version for the best viewing experience. However, we recognize that some organizations may prevent staff members from downloading and using it.

As an alternative, participants can opt to join via a web browser only. If choosing this option, you should use the latest versions of Google Chrome, Firefox, Microsoft Edge or Safari. Internet Explorer is not supported.

Presenters, please note that the web browser option is only if you are presenting your talk live. If you are using Zoom to record your content in advance, you must use the Zoom client or choose another recording method.

Posters

Do you have a template for making a Poster PDF?

The A0 poster size formatted vertically is the most popular based on the usual, physical dimensions for OSA Meetings.  While we don’t have a specific template, there are a number of companies that offer free templates to assist you in creating your Poster PDF.  The following online resources can be of service to you:

How do I provide the Poster PDF for my presentation?

Please remit your poster file(s) to cstech@osa.org at least one week prior to the conference. The file name should be your presentation number followed by “-1” (e.g. W2A.57-1). The poster will be uploaded into the OSA Publishing platform as supplemental material to the actual paper. All registrants will be able to access both your paper and your Poster PDF from your presentation listing on the mobile app. Note: your Poster PDF should be one page only.

I am providing a 2-minute poster summary.  How do I provide this summary?

The two-minute video must include a PowerPoint as accompaniment, which is limited to no more than four slides. Each slide must have your final abstract ID (e.g., JTu2B.5) and your last name. No live presentations will be given.  Individuals who supply a two-minute video will also be given the option of participating in live Q&A. 

Refer to the virtual presenter resources for instructions on recording your two-minute summary. You will receive an email at least two weeks prior to the meeting with specific instructions on how to upload.  Do not wait to record your presentation until you receive this email.

If you have not received this email by that date, please contact cstech@osa.org and provide/confirm which email address should be used to send these instructions. Upload your summary at least one week prior to the meeting.

Does the PDF have to be one page only, or can I provide a PowerPoint presentation that is multiple pages instead?

OSA has been archiving the PDF of the printed posters (when provided) as supplemental material to the technical paper in OSA Publishing’s Digital Library.  The purpose of the PDF is to continue to offer this benefit, but expand it to virtual attendees by providing it prior to the conference. Poster presenters are also given the opportunity to provide a two-minute prerecorded presentation to encourage dialogue with the poster presenters.

Will there be live Q&A for the poster session?

There is currently no scheduled live Q&A for the poster session. The presider will encourage attendees to reach out directly to poster presenters with any questions. Please be sure to place your email address prominently on your PDF of the poster as well as your final slides (if you have opted into the prerecorded preview option), and encourage viewers to reach out directly with questions.

OSA is working on a way to provide a Q&A option for poster presenters and will communicate with the poster presenters at least one week prior with options for participating in live Q&A. 

Will posters be published if we just provide a Poster PDF?

Yes, providing the poster PDF will be equivalent to presenting in the Virtual Meeting. Your submitted paper will be published as well as the Poster PDF (as supplemental material).

How will people be able to see my poster if I provide a Poster PDF?

All registrants will be able to access both your paper and your Poster PDF from your presentation listing on the mobile app. In addition, the Poster PDF will be published as supplemental material to the technical paper in OSA Publishing’s Digital Library.