ARSC WEBINAR SPEAKERS:

Guidelines for Effective Virtual Presentations

Session Elements

Speakers will present on the chosen topic for the allotted amount of time. A representative from the ARSC
team will be present to provide technical and other support, alongside a Session Chair, who leads and controls
the session elements:
1. Introduction of Speaker(s)
Prior to the conference, each speaker shall supply the Series Coordinators with a concise, written
“Bio” (biographical summary), which the Moderator will read aloud to introduce the speaker. 105
words as a maximum word count for your Bio is recommended, so that the Session Chair can
introduce you in 45 seconds or less. The time required to introduce you shall be subtracted from your
allotted Presentation Period.

2. Presentation Period
The Presentation Period is 20 minutes, unless otherwise noted.

3. Question-and-Answer Period
A 10-minute Q&A Period follows the presentation.

Use of Presentation Software

Webinars benefit greatly from the skilled application of presentation software programs, such as Microsoft
PowerPoint, Apple Keynote, LibreOffice Impress, Prezi Inc.’s Prezi, or Google Slide. Well-designed
slideshows facilitate communication, understanding, and retention of the intended message. Toward that end,
we offer the following tips:

Slide Content: Favor Graphic Images over Text

To better engage your audience, display more images and less text. Stick to keywords and summary phrases
for your slide text, rather than whole paragraphs or long lists. Convey lengthy or complex information via your
spoken comments.

Legibility and Accessibility

● Font Size: Choose larger font sizes (at least 20 points) so that your slide text is legible for people on
their computer screens at home.
● Text Density: Do not overload any given slide with information. Keep each slide simple and focused,
by spreading related material across multiple slides. Limit each slide to no more than 7 lines of text.
● Contrasting Color Combinations: Make your text easier to read by selecting a text color and a
background color of high contrast. Combinations that work well include white text on a navy blue
background, or black text on a beige background. Note that a bright white background may be
blinding to the viewer.
● Visual Distractions: Avoid the use of background patterns, borders, and other decorative elements,
which may distract audience attention from your message. Exceptions include corporate logos or
template slide designs that are mandated by your organization.
● Alt Text and description for images and media: As an accessibility measure, consider describing
pictures and videos during your presentation. Alt Text is written copy that describes the content and
purpose of a photograph, video, chart, or other graphic. Please review this guideline for accessible
 presentations. For basic guidelines to Powerpoint implementation, click here. For Google Slides, click
here. For Keynote, click here.

Reviewing Your Slides

Review your slides for correct spelling and grammar, as well as for consistency in formatting. If your
presentation is scripted, proofread your script. Ask a friend or colleague to double-check your materials.

Content Considerations
ARSC seeks to be an inclusive body of Association members, and historical sound recordings may include
offensive content. As such, your presentation may contain text, images, audio, or video containing arcane or
offensive language, depictions of violence, sexism, or racism. Please provide a slide and/or verbal introduction
that provides context and/or a warning for this content before sharing it as part of your presentation.
Additionally, ARSC encourages the use of inclusive, non-ableist language during presentations. Here are some
guidelines for what that may mean during your presentation.

Audiovisual Content

ARSC is all about sound recordings! Audio (and video) content is much appreciated by webinar attendees.

Clip Duration
Keep each clip short—just long enough to make your point. Thirty seconds seems to be a comfortable length
for most audience members. Clips running more than one minute risk losing their attention.

Clip Cueing
You can personally control the cueing of your clips—in seamless, professional fashion—if your media files are
all loaded and ready to play on your computer. We do not recommend playing audio or video off of a CD or
DVD; be sure to copy the required files to your computer prior to the conference.

Clip Volume
If you plan to play multiple clips from different sources, please adjust the volume levels to be reasonably
consistent. (It can be jarring for a quiet clip to be followed by a very loud clip.). A few seconds of “fade-in”
and “fade-out” at the beginning and end of each clip allows the audience to aurally and mentally acclimate to
the clip. A note to Mac Users: Prior to your presentation, please consider disabling the default sound effects
that accompany volume adjustments on your laptop. To do this, go to System Preferences, select Sound,
choose the Sound Effects tab, and de-select “Play feedback when volume is changed.”

Presentation Timing

Duration Verification
Please time your presentation prior to the day of the conference.

● Rehearse your narration aloud, while advancing your slides and playing any audio or video clips.
● Allow extra time for your own pauses and ad-lib asides, as well as potential interruptions.
● Verify that your rehearsed presentation is approximately one minute shorter than your allotted
Presentation Period, to allow for the Moderator to comfortably read your Bio.

Pacing and Synchronization

Keep your audience engaged by changing images frequently, and in step with your narration. With images
closely synced to concise narration, it is possible to present as many as 120 slides in 20 minutes. At 10
seconds per slide, viewers will likely remain focused. Don’t continue to display a given slide after your
narration has moved on to other topics. Your audience may tune out.

Bandwidth Considerations
While internet access is required to present through the Zoom Webinar platform, it is best not to stream your
presentation slides and/or audio and video clips over the internet simultaneously. We recommend downloading
all required slides, audio, and video to your computer prior to the conference. If you are confident in your
bandwidth, feel free to disregard.

Presentation Delivery

Time Management
The Moderator serves as the official timekeeper, signaling the speaker when they have (for example) 5 minutes
remaining until the end of their Presentation Period.

Testing and Practice Webinar

Testing Prior to Your Webinar: You will be contacted shortly to schedule a practice session. Your
presentation does not need to be complete, but please have a stand-in presentation in the application of your
choice ready to use. For example, if you know you will use Microsoft PowerPoint, have a PowerPoint
presentation with a few sample slides ready.

Media Testing: If you plan to play audio or video files in your presentation, please have sample audio and/or
video files ready to play for the practice session. They do not need to be the exact files you plan to share but
should be the same format and in the same software application you plan to use during your presentation.

Deliverables Checklist

Items to be prepared by speakers, prior to the webinar:

● Title of your presentation (e-mailed to the Program Manager).

● Abstract for your presentation (75-100 words) (e-mailed to the Program Manager).
● Bio (e-mailed to the Program Manager).
● Presentation File (loaded on your computer).
● Audio and/or Video Files (embedded in your Presentation File or saved as separate files on your
computer).

ARSC Webinar Recordings

ARSC Webinars are recorded through Zoom for long-term preservation in the ARSC Archives and for access
by ARSC Members.

Questions?

Don’t hesitate to contact the Program Manager, Terri Brinegar, for further guidance and support:
arsc.program@gmail.com. For technical questions, contact the Conference Committee: arscconf@gmail.com

____________________
Document Revision History

● 20100709: The original version (Basic Tips for ARSC Conference Speakers) was written by Tim
Brooks and distributed to speakers, via Session Chairs, between 2011 and 2017.
● 20180409: Revised and expanded by Bill Klinger, ARSC Conference Speakers: Guidelines for Better
Presentations was broadly distributed to speakers, prior to the 2018 ARSC Conference.
● 20180819: ARSC Conference Speakers: Guidelines for Effective Presentations, was prepared for
ARSC Board Review by Bill Klinger and Jessica Wood, based on input from Cary Ginell, Anna-
Maria Manuel, and Patrick Midtlyng.
● 20200430: Revised by Rebecca Chandler to better reflect the online nature of the conference, ARSC
Conference Speakers: Guidelines for Effective Virtual Presentations, was distributed to speakers prior
to the 2020 ARSC Virtual Conference.
● 20201009: Revised by Dan Hockstein and Yuri Shimoda to be utilized for the ARSC Continuing
Education Webinar Series and distributed to speakers prior to their lectures.
● 20210225: Revised by Dan Hockstein and Terri Brinegar to be used for the 2021 Virtual Conference.
Agreement

I have received, reviewed, and agree to abide by the above listed Presentation Guidelines to the best of my
ability.

I accept the terms of this document and agree that my presentation will be recorded and shared with ARSC
members as part of the Continuing Education Webinar Series.

___________________________________________

Presenter

___________________________________________

Date