GUIDELINES FOR PRE-RECORDED SESSION SPEAKERS

Video Submission Deadline: October 5, 2021 at 11.59 PM

 

What is a pre-recorded session?

 

As VIC 2021 is going virtual on October 22-24, 2021, there are three ways which VIC 2021 presentations are delivered to online attendees: 1) livestream keynote presentations; 2) interactive Zoom workshops and webinars; and 3) pre-recorded presentations.

 

A pre-recorded session is a session on VIC 2021 Program Schedule which provides access to a video recording of a presentation conducted in advance, uploaded to YouTube and embedded on the Convention’s website along with its abstract and its speaker’s biography. A pre-recorded session looks like the one in the screenshot below:

 

 

A pre-recorded session has a number of advantages at VIC 2021:

  • Speakers can present and record their presentation at their convenience prior to the video submission deadline.
  • Speakers have their own choices to use any tools (e.g., Zoom, Microsoft Teams, or camera) they are comfortable with to make the presentation video.
  • Speakers can use visual aids and even act in videos or invite other people to participate in their videos.
  • A presentation video can be made in multiple sittings, in several days or by adding speakers’ copyrighted video clips already available in their storage.
  • The presentation video will be available the Convention website and be accessible to VIC 2020 attendees for at least 30 days after October 22-24, 2021.

Who can present a pre-recorded session?

 

You may recall that you submitted your abstract proposal for VIC 2020 in one of the following submission types:

  • Keynote Speech (50 minutes)
  • Featured Speech (50 minutes)
  • Oral Presentations (30 minutes)
  • Workshops (60 minutes)
  • Poster (45 minutes)
  • Technology Fair (45 minutes per PC)
  • Electronic Mini-workshop (15 minutes per presentation)

Any proposals regardless of their submission types can be a pre-recorded session in VIC 2020’s Program Schedule. A pre-recorded session is more about the final product which is the presentation video being recorded and uploaded to YouTube prior to October 05, 2020 and its link being shared with the Organizing Committee. There are unlimited ways to deliver your presentation or to demonstrate skills or techniques that you would like to share. The submission type is more about the content focus of the presentation.

 

Who will present a pre-recorded session?

 

The Organizing Committee will let you know if you are invited to present a pre-recorded session. Please check your email from the Organizing Committee or check the status on your Dashboard by logging in the Convention’s website.

 

The Organizing Committee has asked all VIC 2020 Speakers to confirm their participation in the Convention by registering for the Convention (choosing a Speaker ticket or a Grantee ticket and submitting the registration form) and to update their Speaker’s information using the Speaker Update Form.

 

In the Speaker Update Form, you were asked to choose the way you prefer to present at the conference from the available options: livestream session, Zoom session and pre-recorded session. Please note that if you confirmed your participation, but you did not make a choice for your presentation, you will be invited to present a pre-recorded session.

 

You might have chosen to present using Zoom or livestream, but the Organizing Committee might invite you to do a pre-recorded session instead because of limited time and technology capacity. We appreciate your understanding and cooperation if this is not your preference.

 

What is the maximum length of a pre-recorded presentation video?

 

Type

Keynotes

/Featured

Workshops

Oral Presentations/Posters

Tech Fairs

Mini workshops

Max. Length

50 minutes

60 minutes

30 minutes

45 minutes

 

15 minutes

 

What are the steps to prepare for my pre-recorded session?

 

Step 1: Prepare for your presentation, including preparing tools to record your presentation such as a software or a video camera.

 

Step 2: Deliver your presentation and record it to produce a presentation video using the tools you have chosen. See Appendex 1.

 

Step 3: Upload your video to your YouTube account (if you have a Gmail account, that would be your YouTube account as well). See Appendex 2.

 

Step 4: Get a shareable link to your uploaded YouTube video then log in the Convention’s website and go to your submission from your Dashboard to update the link.[KNB1]  See Appendex 3.

 

Step 5: On your Dashboard, open the Task session and check the Uploading video task.

 

How can I record my presentation?

 

There are a couple of quick and easy ways to record your presentation and save it as a video.

 

Option 1: Record your presentation using Zoom, Microsoft Teams and Google Meet

  • Please see Appendix 1 for a tutorial on using Zoom to record your presentation. 
  • You may find these guides also helpful:

https://contentsparks.com/82102/record-online-course-videos-zoom/

https://www.youtube.com/watch?v=ZOenkjOoJPw

  • When you present in Zoom, you might want to livestream your presentation to YouTube so that your video will be uploaded to YouTube automatically when you have finished your presentation.

Option 2: Record your slides as video 

  • If you already have a set of slides you are planning to use in your presentation, you can quickly create a video based on those slides.
  • If you have Microsoft PowerPoint 2010 or PowerPoint for Office 365, please refer to this tutorial: https://contentsparks.com/6207/record-slides-video/ 
  • If your slides are on Google Slides, you can use https://www.screencastify.com/ to quickly record yourself talking over the slides.
  • You might also want to use https://screencast-o-matic.com/, a free video creation tool for Windows, Mac, iOS and Android to create your video.

How can I upload my video to YouTube?

 

See Appendix 2

 

How can I update my YouTube video link to the Convention’s website?

 

See Appendix 3

 

 

Appendex 1

HOW TO RECORD A VIDEO IN ZOOM MEETINGS on desktop

Local recording in Zoom Meetings is available to both free and paid subscribers. Local recording allows participants to record meeting video and audio locally to a computer. The recorded files can be uploaded to a file storage service like Dropbox, Google Drive, or YouTube. 

1. Before you start recording, make sure you save the file to the appropriate folder on your desktop. Click the gear icon on the home screen to open your settings, where you'll find a “Recording” tab on the left-hand side. Zoom should automatically create a documents folder, but you can change this location by clicking the drop-down menu if you wish.

2. Once you've joined a call, select the Record icon at the bottom of Zoom Meeting window. Zoom offers one or up to two options for recording: “Record on this Computer” or “Record to the Cloud”. “Record on this Computer” will save the file locally on your computer in an mp4 format while “Record to the Cloud” will save directly to Zoom’s website. If you do not see an option here, the file is likely to be saved directly to your computer.

3. Once you're recording, you'll see a small “Recording…” label in the upper-left corner. You can use the small pause and stop buttons that have appeared — or use the corresponding buttons that have replaced “Record” at the bottom.

 

You can now spend the given time on your presentation for the VietTESOL International Conference 2020. You can also share your contents including your powerpoint presentation and videos within this Zoom Meeting.

You can pause and stop the recording at any point during the Zoom Meeting. If you pause a recording, the label in the upper left-hand corner will change to red and read “Recording Paused” until you resume.

It is noted that free subscribers are allowed to host 40-minute maximum meetings.

 4. Once you end the session, there will be a brief conversion process. Depending on your computer settings, a small pop-up may appear that reads, “You will have a recording that needs to be converted before viewing.”

 

The recorded file will be accessible from your Documents folder and its subfolder called “Zoom”. In case you have trouble accessing this folder, simply navigate to your Zoom client, select “Meetings” – “Recorded” and locate the file. You also have several options for the file. You can play the video, play audio only, open the file, or delete the file.

 

 

Appendex 2

How to upload a video to YouTube using a web browser

1. Navigate to YouTube in a web browser, i.e. Google Chrome

2. Sign in using your Google account information

3. Click “Create” button at the top of the screen. It looks like a video camera. In the drop-down menu, click “Upload video”

4. Choose the video file you’d like to upload

5. From here, you’ll be asked to add a “Title”, “Description”, and “Thumbnail” for your video. You’ll also be asked to set your video “Audience”

6. Once you’ve added these details, click “Next”

7. You can skip the setting for “Video elements” by clicking “Next”

8. For “Visibility”, choose to make your video “Public”

9. Click “Publish” to make your video immediately visible on YouTube 

10. In “Channel videos”, click the YouTube icon to view your video on YouTube.

11. In order to get a link to your video, click on your browser address box and copy the link:


 

Appendex 3

how to update your  youtube video link 

on the convention website

 

Step 1: Go to the Convention’s website at http://convention.viettesol.org or http://viettesol.dryfta.com and click on LOGIN

 

 

Step 2: Log in using your account that you used to submit your abstract(s). If you forgot your password, use the link Forgot your Password? on the Login page to create a new password.

 

 


 

 

Step 3: On your Dashboard, choose my Abstracts

Step 4: When you see the list of your abstract(s), choose the one corresponding to the presentation video you plan to update.

Step 5: Paste the YouTube link to the YouTube link box and click Update.

 [KNB1]Do we have a screenshot of this one?