1.

Ensure you have the system requirements to accommodate Zoom; this resource will provide the
details you need: https://support.zoom.us/hc/en-us/articles/201362023-System-requirements-for-
Windows-macOS-and-Linux
2. Download the Zoom desktop app.
3. Consider getting a headset and microphone to use for audio during your sessions; this will help
reduce background noise.
4. Participate in a practice session (timing TBD); sessions will generally cover the following areas:
- Zoom audio features
- Sharing screens, advancing slides
- Scenarios for Q&A
- Incorporating polls into presentations
- Keeping to the session schedule with multiple presenters
5. Create a slide deck for your presentation; if you would like to use a slide deck specifically branded
for the Summit, contact Jennifer Palcher-Silliman at silliman@hsrc.unc.edu .
6. Summit breakout sessions will be one hour long; each breakout will feature multiple presenters.
Plan for a presentation of no more than 10-15 minutes long for a breakout session. There can be only
one speaker for each 10-15 minute presentation (i.e., no co-presenters).
7. Lightning talk sessions will be half hour long and will also feature multiple presenters. Plan for a
lightning talk 6 minutes long.
8. Avoid all commercialism in your presentation.
9. Forward a final copy of your presentation to Jennifer Palcher-Silliman at silliman@hsrc.unc.edu no
later than Friday, October 9.
10. Plan what to wear -- business and business casual attire work best. Avoid busy patterns and bright
white tops.
11. Familiarize yourself with these general Zoom meeting guidelines:
https://www.usatoday.com/story/tech/2020/04/11/zoom-meetings-go-better-these-6-tips-look-your-
best/5125980002/
12. Most sessions will have a designated person to coordinate the Zoom meeting technology, as well
as a session facilitator.
13. If you haven't already registered for the Summit, please do so here:
https://apps.research.unc.edu/events/index.cfm?
event=events.eventDetails&event_key=E84DC400132F1B0F31829C703E56C26C77778013
14. If you have any specific logistical questions about presenting for the Summit, please contact
Jennifer Palcher-Silliman at silliman@hsrc.unc.edu .

2. Preparing the day of your session

3. 1. Determine where you will be presenting from physically for this virtual session and make any minor
adjustments that may enhance presentation quality (e.g., angle of camera, limit background noise,
adjust lighting, etc.)
2. Close unnecessary programs and tabs in your browser and turn off any pop-up notifications, such
as email or instant/chat messages, while you are presenting.
3. Log on and call in 10-15 minutes prior to the beginning of your webinar to go over any last-minute
questions and test your audio quality levels.
4. Test your audio and video. And be sure you are muted when you are not speaking, unmuted when
you want to be heard.
5. Lighting should come from in front of you or from the side to best light your face.
6. Use the NCDOT Summit branded Zoom background (will be made available to speakers at a later
date).
7. When you are presenting, you will be given “control” of the session. Be prepared to advance your
own slides.
8. HSRC staff will handle admitting participants and assist with fielding questions.
4. During your session
5. 1. All Summit sessions will be recorded.
2. All participants will be muted, and their cameras will be turned off.
3. In virtual events, your computer is your lectern. Remember that you are presenting to the Summit
participants via your webcam, not your screen. Look directly at the camera as much as possible.
Consider printing out slides or notes to reference these instead of the computer screen.
4. Use gestures and mannerisms that you would typically use in person.
5. Keep to your allotted time frame.
6. Work with the session moderator to answer questions submitted via the chat box during the Q&A
portion.
6. After your session
7. 1. Confirm that you have sent your final session slide deck to Jennifer Palcher-Silliman at
silliman@hsrc.unc.edu . All presentations and session recordings will be posted on the event website.
2. Complete the post-event survey.
3. Be prepared to answer follow-up questions from Summit participants via email.
4. Thank you!