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24, chemin de Borde Rouge –Auzeville – CS52627
31326 Castanet Tolosan CEDEX - France

Dernière mise à jour : Mai 2018

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1st DNAqua-Net International Conference : l\'ADN environnemental pour la biosurveillance des milieux aquatiques.

Instructions for Presentations

Oral presentations will be held with Zoom.
Zoom is a video conference system. Please test your computer audio, video and network before the conference. If you would like to test Zoom with us, feel free to contact us at dnaqua2021staff@groupes.renater.fr during the week preceding the conference. You can also test Zoom here: https://zoom.us/test
Make sure to check-in with the staff of your session (on Zoom) 15 min before the session starts.
The sessions will be recorded and made available to the conference participants only for one week after the conference. We hope that you agree to share the recording of your presentation during this time. However, if you do not wish to have your presentation made available, please contact us at dnaqua2021staff@groupes.renater.fr as soon as possible.
Poster presentations will be held with Spatial Chat.
Spatial Chat is a virtual networking tool which offers independent rooms where participants can move freely from one to the other and easily see presentations and engage in dialog with presenters. You will have your dedicated space in a room. You can test Spatial Chat here: https://spatial.chat/. Poster rooms will be available to the conference participants during the 3 days of the conference (March 2021, 9 to 11, 24 hours a day). Authors will have to be present in their own space only during their poster session. Make sure to check-in with the staff of your poster session (on Spatial Chat) 15 min before the session starts.
 All presentations have to be sent to the conference organizers before March 3rd 2021.
Please name them as follow: YYYY-MM-DD_AMorPM_PresentationType_YourFamilyName
See detailed procedure below.
 If you have any questions, feel free to contact us at dnaqua2021staff@groupes.renater.fr. Please indicate clearly the topic of your email as “object”.

1 Guidelines for oral presentations (keynotes, orals, flash-talks)

These guidelines are for all oral presentations: keynote presentations, oral presentations and flash-talk presentations.

1.1 Overall procedure
During the meeting, the conference staff will cast your presentation (video in MP4 format with your voice commenting your slides) using Zoom. During the casting, you will be connected at least with your microphone. For a friendlier interaction, do not hesitate to turn on your camera. At the end of the MP4 video, your microphone (and camera) will be enabled to answer the questions that chairs will select from the chat.

1.2 Detailed procedure

Presentation time:

- Keynote presentations*: 20 minutes MP4 video + 5 minutes Q&A posted on the chat. The chairman will ask selected questions to you (speaker) and you will have the opportunity to answer them.
- Oral presentations: 12 minutes MP4 video + 3 minutes Q&A posted on the chat. The chairman will ask selected questions to you (speaker) and you will have the opportunity to answer them.
- Flash-talk presentations: 4 minutes MP4 video + 1 minute Q&A posted on the chat. The chairman will ask selected questions to you (speaker) and you will have the opportunity to answer them.

 Video presentation:

For all (oral) videos please use these specs:
   >Video resolution: HD (1280x720px)
   >Video format: “.mp4”
   >Video size: max 600 MB

 1- Your video must contain: your presentation slides + your comments using audio recording (video recording is optional).
   > Example of how to record a slide show with narration and slide timings (Microsoft PowerPoint)
   > Example of how to save a presentation into a video (Microsoft PowerPoint)
   > You can also record your video presentation using Zoom app:
new meeting > share screen > record on this computer > end meeting
After converting the file into MP4, you can access your video on your “Documents” folder.
 2- Save your presentation in MP4 format.
Oral presentation: Max 600 MB
 3- Give the following name to your MP4 file: YYYY-MM-DD_AMorPM_PresentationType_YourFamilyName
   > For instance for keynotes: 2021-03-09_PM_K_Weigand.mp4 (_K_ as Keynote)
   > For instance for orals:  2021-03-10_AM_O_Dupont.mp4 (_O_ as Oral)
   > For instance for flash-talks:  2021-03-11_PM_FT_Dupont.mp4 (_FT_ as Flash-Talk)
  4- Upload your file  using WeTransfer: https://wetransfer.com/, and send it to dnaqua2021staff@groupes.renater.fr  before 2021/03/03 (the sooner the better for conference staff!)
Be careful, uploading big files from your home network can take several hours. It is usually much faster on professional networks (e.g. from your University/Institute).
 5- The day of your presentation, connect to Zoom at least 20 minutes before your time slot. 5 minutes before your time slot, the meeting staff will change your status (from attendee to panelist), in order for you to be seen and heard by the audience. The staff will launch the video. At the end of the video, the staff will ask you to open your microphone and you will answer the questions of the chat.

 Tips for recording your video:  
- Make sure you use a silent room
- Speak slowly (even if it seems too slow to you) with pauses, to make sure everybody will understand what you are saying
- If you include an video-recording of yourself, make sure there isn’t too much light behind you (like a window); You should always position yourself facing the light and avoid backlight

 
 *keynotes:  due to the large number of attendees, we strongly recommend you send us a video in MP4 format to ensure optimal broadcast. However, if you prefer to give your presentation live, please contact us at dnaqua2021staff@groupes.renater.fr as soon as possible.

2 Guidelines for poster sessions

2.1 Overall procedure
Presentations of the ‘poster sessions’ will be available to the conference participants on Spatial Chat, at DNAQUA2021, during the 3 days of the conference 24 hours a day. During the official poster sessions, you will enter a room that you will share with other poster presenters. In this room you will have a private area where your presentation will be displayed. In this space you will be able to interact with all the people who will come to visit your presentation, without being disturbed by other presentations in the same room.
For your presentation, you can choose between the 2 following formats:
   > Short 3-minute video in MP4 format
   > e-Poster in horizontal (landscape) format (1 image file: JPG or PNG)

2.2 Detailed procedure for e-Poster
1- Use a classical Poster format.
We recommend that your e-poster is horizontal (landscape) orientation for optimal display in your personal space. All the poster texts should be easily legible on a laptop screen as one image. On Spatial Chat, the conference participants will be able to easily zoom in.
Fonts: Use only standard Microsoft Office fonts
2- Save your poster file in an image file (JPG or PNG). The size of your image file must not exceed 10 MB. Give the following name to your image file: YYYY-MM-DD_AMorPM_PresentationType_YourFamilyName
   For instance: 2021-03-09_PM_P_Dupont.jpg (_P_ as Poster)
3- Upload your image file using WeTransfer: https://wetransfer.com/, and send it to dnaqua2021staff@groupes.renater.fr before 2021/03/03 (the sooner the better for conference staff!)
4- The day of your poster session, enter DNAQUA2021 in Spatial Chat at least 15 minutes before the session time. The meeting staff will guide you to your room and your personal space where your poster will be already displayed. You will be able to exchange with the audience.

Tips for preparing your e-poster:
- Pay attention to clear message and logical layout
- A poster should be easy to understand in a couple of minutes
- Make sure that the specific sections (such as the background, methods, results and conclusions) are clearly presented
- Avoid large blocks of text and long sentences
- Supporting images (such as graphs, tables, illustrations, photographs) can be very helpful and are often necessary to display results. Make sure that the images are easy to understand and are not overloaded with information.

2.3 Detailed procedure for short video
For poster sessions, video presentation should not exceed 3 minutes MP4 video. It will be displayed in your space and will run in a loop automatically.
1- Your video must contain: your presentation slides + your comments using audio recording (video recording is optional).

For all short (poster) videos please use these specs:
   > Video resolution: HD (1280x720px)
   > Video format: “.mp4”
   > Video size: max 100 MB
   > Maximum 3 minutes

2- Save your file in MP4 format. Give the following name to your MP4 file: YYYY-MM-DD_AMorPM_PresentationType_YourFamilyName
For instance: 2021-03-09_PM_PV_Dupont.mp4 (_PV_ as Poster Video)
3- Send it to the conference staff before 2021/03/03 (the sooner the better for conference staff!). You have 2 options (see above 'guidelines for oral presentations' for details):
   a. Transfer your MP4 file to the YouTube Channel of the conference. To do so, please send an email to dnaqua2021staff@groupes.renater.fr asking for the instructions (including login/password to the private YT Channel).
   b. If you prefer, you can still upload your MP4 file using WeTransfer: https://wetransfer.com/and send it to dnaqua2021staff@groupes.renater.fr .The conference staff will upload it on the YouTube Channel
4- The day of your poster session, enter DNAQUA2021 in Spatial Chat at least 15 minutes before the session time. The meeting staff will guide you to your room and your personal space where your short video will be already displayed and will run in a loop. You will be able to exchange with the audience.

See also

you can also download the instructions for presentations here (pdf) :