Speaker Resources

Optica Hybrid and Virtual  Meetings

Optica is using the Zoom web conferencing platform to facilitate virtual meeting rooms for all virtual and hybrid events. And while many are increasingly becoming more familiar and comfortable with using Zoom for meetings, we want to provide some basic information on using the platform for presentations. In addition, this page links to other speaker resources—including a compilation of questions most frequently asked about the virtual format. 

Optica Virtual Background 

We encourage all speakers to use the Optica background when presenting—either real-time remote or in a prerecorded video.

The Zoom platform allows you to customize your virtual background in Settings/Virtual Background.

  1. Download the Optica background image or save the image displayed above (PC users: right click on image, then select "Save as"; Mac users: drag and drop image or CNTRL-click, then "Save Image As")
  2. Select the "+" button to add the image to your Zoom client
  3. Select "Mirror My Video"

Note: Virtual backgrounds work best when you present in front of a bare wall with no bright light behind you.

Speaker Timeline

No later than 4 Weeks Prior to Meeting Start Date        Presenters will receive an email message requesting their prefered presentation method and containing information on how to upload presentation videos within the conference paper submission system, by clicking on the "Alert" pop-up box that will appear in their account.
     
1 Week Prior to Meeting Start Date    Submit your prerecorded video and register no later than this date.
     
1 Day Prior to Scheduled Session      Presenters will receive an email message containing connection information and personal Zoom web link. (The link will be unique to each presenter and each session, and cannot be shared.) The email will come from "Optica Meetings (no-reply@zoom.us)".
     
15 Minutes Before Session Start Time   Enter the virtual meeting room to receive any instructions from the room monitor or to work through any issues or concerns.

 

Instructions and Resources

An Introduction to the Zoom Web Conferencing Platform

Never used Zoom? Not a problem. We offer some basic instructions on how to create an account as well as some handy features you'll want to utilize as a presenter or participant.

Pre-recording a Video Presentation

Get step-by-step instructions on how to record your presentation, then upload it to the presentation module.

Presenting a Virtual, Live Presentation

For speakers who have opted to present live during the virtual session, please review these step-by-step instructions first. In addition, we offer some helpful hints to present you and your talk/poster in the best light.

Virtual Poster Presentation Guidelines

For poster presenters, please review guidelines with templates on creating your poster pdf and instructions on increasing your visibility during the poster session.

Instructions for Session Presiders

During your session, an Optica staff member will be on hand to support your responsibilities as a presider. However, you will benefit greatly from reviewing helpful Zoom hints and step-by-step information on how to start the session and introduce speakers and how to facilitate Q&A.

Frequently Asked Questions: Speakers

We have compiled a list of questions (with responses) that other speakers have asked. Review this resource for information on presentation tips, withdrawals, the virtual program and poster presentations. And, of course, we're here to offer assistance should you still have questions.