Presentation Guidelines

Presentation Guidelines and Tips

You want your audience to remember the central points of your talk and to leave wanting to read your paper. You want them to contact you in the hall during the conference to get greater insight. You want them to remember that what you said stimulated discussion, and that you were open to other ideas.

If you don’t speak in public often – and even if you do – review your presentation with someone else to see if you’ve met your goals. Thank you for helping present a great conference program!


Presenting Online

There are two ways to present at MW20 Online:

  • And/or you can provide a recording of your presentation, which will be live streamed during your scheduled session time if you can’t attend then, or in the event that technical problems disrupt your live presentation. Attendees will have the opportunity to discuss your recording with the help of a moderator. Upload your presentation recording here by March 31. All video file formats are supported, as well as ppt, keynote, and pdf.  Important: please tag your files to your presentation by naming your file(s) with the “hash-dash” code for your session that you’ll find in the online program.  For example, if your hash-dash code is MW20-3a, your video file will be called MW20-3a.mov. This will help us ensure your files are available and presented correctly during your session.

MuseWeb will caption your videos for accessibility. Find more info on accessible presenting below.

All MW20 Online sessions will be recorded, and available for MuseWeb members to access after the conference thanks to Brightcove. As always, you can purchase the printed book of MW20 selected proceedings, and the published MW conference papers will remain freely available in our archives.

To access the MW20 Online conference, you must be a member. The Online conference will use two primary platforms:

  1. Microsoft Teams
  2. Second Life

Links to the Microsoft Teams meeting for each MW20 Online session can be found in the MW20 program. Simply click the link to join the session. For the best experience, we recommend downloading the Teams app, but you can also join through a browser.

The closing plenary and social sessions, including Linden Lunches each day, and Saturday’s Birds of a Feature Breakfast, will be held on MuseWeb’s island in Second Life. Get comprehensive instructions and support in how to join us in Second Life from our partners, Virtual Ability, and sign up for their free online training! More dates will be added as needed.

All images in your presentation (as well as all images in your online papers) must be visually described with “alt text.” ). Please upload your presentation slides and materials here by March 31.

MuseWeb captions all videos provided for online presentations. Upload your presentation recording here by March 31.


Before the Conference: Tips for Presenters and Chairs

  1. Please have a look at the program to confirm that you have no conflicts with your scheduled session date and time. Let us know immediately if you do!
  2. If you do not see your name in the program, or your name is grayed out, please contact the accounts team to help you.
  3. Please also check that your profile is up-to-date at https://mw20.museweb.net/profile If your profile page says, “You are not currently a MuseWeb member” please contact the accounts team to help you.
  4. If you don’t have it already, please download Microsoft Teams well before your presentation session (free). Although you can present or chair in Teams through the Chrome or Edge browsers without downloading the Teams app, you will likely have a more stable experience in the app, and the app also includes live captioning.
  5. If you do already have Teams or Microsoft O365 installed on the computer you will use to present or chair, we recommend having your login credentials to hand, so you don’t have to go looking for your password at the last minute. Again, you don’t have to use the Teams app, but the Microsoft software on your computer may ask you to log in.
  6. For those who are not experienced in presenting or chairing through Teams, we are holding training sessions on Monday March 30 as well as a Teams “Tour” and a “Workshop” on Tuesday and Wednesday. Please join any of these to do a quick run-through of the basic functions you’ll need for your presentation. We estimate this will take about 15 minutes.
  7. You can also get training and help from our friends at Virtual Ability in using Second Life, where Saturday’s closing plenary and social sessions, including Linden Lunches and the Birds of a Feature Breakfast, will be held. Sign up here, and join a free tour of Second Life points of cultural interest on Tuesday!
  8. All sessions will be recorded and will be available to MuseWeb members after the conference.
  9. Tell your friends and colleagues about your presentation session! You can use your presentation’s “hash-dash” code, in the title of your presentation in the MW20 Online program, to promote your session on social media.
    1. Please also let everyone know that we are offering scholarships to attend MW20 Online for free to anyone who has lost their livelihoods as a result of the coronavirus pandemic.
    2. Free MuseWeb memberships, including MW20 conference attendance, are also available for volunteers who help people join and participate in our Teams sessions.
    3. Institutional discounts are also available if more than 2 people are joining from the same institution. More info here or from accounts@museweb.net.

For presenters (chairs see below)

  1. Please review the presentation guidelines, and in particular guidelines on accessible presenting. To the extent you are able, we strongly encourage you to describe any visual elements in your presentations. This makes your presentation more accessible not only to people who might not be able to see your slides etc., but also helps those who can see, focus in on what is meaningful in the image and relevant to your presentation. It also helps you slow down and focus in on the 2-3 key points you want people to take away from your presentation, rather than rushing to try to pack more information in. This is particularly helpful in an online presentation scenario; in fact, in our recent survey we had more than 40 participants, most fully-sighted, request visual descriptions of MW20 presentations. As with museum experiences, an accessible presentation is a better presentation for everyone!
  2. If you are presenting live (as opposed to sending a pre-recorded presentation), you will present from your desktop using screenshare in Teams, so you can present any media or materials that can be displayed on your own computer.
  3. If you are sending in a pre-recorded presentation, it will be played at the allotted time in your session, and the session participants will have a chance to discuss it with the chair moderating the discussion, even if you are not present for the session.
  4. Please upload your presentation materials the day before your presentation at the latest; this gives us a back-up in case you have any technical problems with presenting from your own computer during the session – and is obviously essential if you are not presenting live! Please tag your files to your presentation by naming your file(s) with the “hash-dash” code for your presentation, which you’ll find in the title of your presentation in the online program.  For example, if your presentation’s hash-dash code is MW20-3a, your video file will be called MW20-3a.mov. This will help us ensure your files are available and presented correctly during your session.

For chairs

In addition to a help desk person, there will be a session admin who will take care of admitting people to the Teams session, muting, playing videos, etc. so you won’t need to do any of that. Your role is:

  1. Introducing the session and each presenter in the order in which they appear in the MW20 Online program. Please read the papers (if any) and bios of the participants prior to the session.
  2. Timekeeping – letting speakers know when their time is up or near an end if they are presenting live. Some will be sending in pre-recorded videos, so you will just introduce those and the session admin will set them to play.
  3. Moderating the Q&A by keeping an eye on the chat and flagging questions to presenters.

Accessible Presentations

Make your presentation more accessible and more impactful for all audiences: March 26, 2015 webinar with Ting Siu. Download the slides from the webinar and this bibliography of resources discussed in the webinar.

Captioning Your Videos

These days, there are many tools, platforms, and services that can help you make your videos more accessible. Here are some resources:


Spoken vs. Written Papers

Your spoken paper cannot be the same as your written paper, both because time is too short and because written papers are often extremely boring to listen to when they are read out. Remember, your audience will be able to read the full conference Proceedings online prior to your presentation, and to refer to afterwards. Use your face-time with them to highlight your best points, and your original contribution to the field.


Powerpoint™

This is a very nice application, when used carefully. But reading the text of your Powerpoint™ slides is as great a mistake as reading a written paper. Slides can introduce the speaker and paper title, present a high level outline, show the audience the text of a quotation, illustrate with a diagram where words fail, provide a conclusion, state provocative ideas, or leave open questions that will be remembered after you sit down.

But slides that drill relentlessly down an outline only to arrive at your text are just plain dull. Spend some time thinking about effective visuals.


Technical and Logistical Setups

Paper presentations, How-to sessions and Professional Forums:

Each room will have a 16:9 VGA projector, PC laptop, WIFI, wireless lavalier microphone for the main speaker at the podium, and 2 microphones for the panel table in the front of the room. You will have a hook up for the sound system for your video, website, etc. All rooms will be set up in theater style. You can use your own laptop to present instead of using the PC provided. If you have Mac laptop and you will be presenting from your own laptop, PLEASE bring your own dongles.

You can bring your own handouts/materials. You will be responsible for making copies. We do not have a copier at the Conference. Please go to the UPS store located in the Hotel to make copies of your materials if needed.

Each session will be assigned a volunteer. If you have any problems, please ask the volunteer to get help. If you need technical support, please consult with the AV representative in your session.

We have very limited supply of sticky notes, easels, and pads for easels. If you know you will need them for your session, please let an MW rep know asap. We will try to accommodate as many requests as we can.


Demonstrations

In-person Demonstrations

All demo sessions are held in the Exhibit Hall. Demonstrators have a booth (8 x 10) mixed with vendor booths. The back of the booth is pipe and drape (black). You can hang posters. You will need to bring tape or S hooks. We will provide signage to identify your booth. The booth has a 6’ table, 2 chairs, wifi, power strip and 24” monitor. Although WIFI is provided there is no ethernet cable. You will need to bring your own laptop. Demos are 50 min sessions.

Online Demonstrations

Please keep your online demonstration to less than 10 minutes in length. You can, however, prepare a longer recorded presentation for participants to access after the session at their convenience. Please see the file upload and naming guidelines at the top of this page.


Lightning Talks

Lightning Talks are 7 minutes each in a 1.5 hour session. As time is tight and turnaround must be quick between lightning talks, you will need to provide your slides to your session chair before the session so all the slides for your session can be uploaded to the same computer – there will not be time to switch between presenters’ computers. You are not required to make the slides advance automatically; a clicker will be provided. Slides and recordings of the lightning talks will be published on the Museums and the Web conference site, and presenters are invited to blog about their topics (up to 1,000 words) on the MW site before or after their presentations.


Birds of Feather Breakfast Roundtables:

This session will be held at the Exhibit Hall over the buffet breakfast. You will be having the discussion at round tables (10 chairs). You may get a few tables together if you have more people. There is no AV. WIFI is provided.

If you want to hang posters or materials, you may have to grab a table near the wall. Let MW staff know in advance so we can arrange your table.

We have a very limited supply of sticky notes, easels, and pads for easels. If you know you will need them for your session, please let an MW rep know asap. We will try to accommodate as many requests as we can.


Workshops

Each room will have a 16:9 VGA projector, PC laptop, WIFI, microphone at the podium, and microphone at the speaker’s podium. You will have an audio hook up for your video, website, etc. All rooms will be set up in classroom style. You can use your own laptop to present instead of using the PC provided. If you have Mac laptop and you will be presenting from your own laptop, PLEASE bring your own dongles.

You can bring your own handouts/materials. You will be responsible for making copies. We do not have a copier at the Conference. Please go to the UPS store located in the Hotel to make copies of your materials if needed.

Each session will be assigned a volunteer. If you have any problems, please ask the volunteer to get help. If you need technical support, please consult with the AV representative in your session.

The suggested break times during the workshop are:

  • Morning session: sometime between 10:30-11am
  • Afternoon session: sometime between 3:00-3:30pm

We have a very limited supply of sticky notes, easels, and pads for easels. If you know you will need them for your session, please let an MW rep know asap. We will try to accommodate as many requests as we can.


Length of Speaking Time – General Session (1.5 hours)

Generally, one formal session has three groups (three papers).  The 1.5 hour time is divided to three groups – 20-30 mins each.  Keep it 20 mins each if you have the Q&A or discussion at the end.  (MW formal paper generally takes 20 mins to present.)  Check with the chair of your session about speaking times. Typically you will have either 20 or 30 minutes in total, and some of this should be reserved for questions and discussions.

If your portion of the shared time is 20 minutes, plan to speak for no more than 12. If it is 30 minutes, plan to speak for no more that 20. You’ll have a bit of space to over-run, and still leave time for questions. Having a limited amount of time means that you should not try to say everything – it is more important to focus on the part of your thesis that is new or different and deserves further explanation.


Exploring Novel Ideas

Your written paper probably has a section establishing the background – telling the audience about your museum, about your funding, about the team working on your project. Please DO NOT use your time at the podium to tell the audience these things. They are all fellow professionals who have come to MW to hear what you have to say – they can read the background for themselves.


Reference Other Work

This isn’t just show and tell. Help your audience by positioning your work in the context of others. What did you build on? Where did you depart? What’s your unique contribution? Make it clear that you are aware of the contributions made elsewhere, and that you didn’t just “re-invent the wheel.”


What Not to Show!

All MW attendees have access to the Web and can visit your Web site by themselves. DO NOT conduct a general tour. If you’re giving a paper or mini-workshop, it’s because you’ve got an idea or issue to explore. If you’re giving a Demonstration, think about a quick path through some relevant sections to highlight your achievements.

What to Show?

On the other hand, your colleagues DO want to see the concrete implementation on-line that is the focus of your paper. Showing them, rather than telling them, will be much more interesting and will help them appreciate what you have done. If in doubt – NEVER tell something with a bullet if you could be showing it in action. MW is a conference about connected technologies and the communities they serve – you will have fast connectivity, and if you want you can cache your content to make it even faster. Especially when describing interactives or processes, show how the network actually makes it work.


How Technical?

Your colleagues are fairly technical people, but no one can easily listen to large amounts of technical detail and absorb it. This will be easier for them to get from the published paper. What they do need to hear is often best presented with diagrams. In spoken presentations, data in tables can be understood more easily as charts – architectural diagrams and high-level flow charts are better than code. If the point of your paper is itself highly technical, try to explain WHY it is different from other approaches and WHAT RESULT to expect. Leave the listener wanting to find out HOW to achieve it by reading your paper later.