Guidelines for Speakers at UKNOF Events
We use the Indico conference management platform to manage presentation uploads. Speakers need to create an account to submit abstracts and upload slides. Please familiarise yourself with Indico before the submission deadline. You upload your presentation by logging in and going to the “Confirmed Speakers” / “Speakers & Presentations” contributions list on Indico. Click on the talk title against your name, then click on the pencil icon to the right of “Presentation Materials” – you will see an “Manage materials” dialogue with an “Upload Files” option – clicking on this will give you another dialogue box to upload your slides.
Your slides will default to being publicly visible on the meeting site when you upload them. If you want to embargo them or keep your content confidential until you present, please check the “Private” access option in the upload dialogue box.
You need to upload your slides at least one week before the start of the meeting.
Please use the same email address as your login to Indico when registering for the meeting. This helps us tie your meeting registration with your Speaker slot.
The agenda will normally be available under “Meeting Agenda” on the event site at least a week, and normally a month, before the event.
Speaking slots vary in length and include 5-10 minutes for questions. We will have a volunteer in your line of sight (in-person presenters) who will show countdown flash-cards at 10, 5, 2 and zero minutes before question start time at the end of your talk. A volunteer will also help speakers presenting over the Internet manage their timing. This will be practised during the technical rehearsal.
Please let us know ASAP if your proposed slot would clash with your travel arrangements or availability, and we’ll do what we can to accommodate. That said, events beyond our control sometimes force us to change speakers’ slots on the day. We recommend you plan to attend for the whole day, and avoid attending for only your scheduled speaker slot. Please let us know if this will be a problem.
When presenting across the Internet, there will be a technical rehearsal at least a week before the event. This is an opportunity to build a shared understanding of how we manage time keeping, Q&A, and to make sure that your tools work well with our specific configuration. Please don’t adjust your configuration after testing it with us in the technical rehearsal.
Please ensure the first slide of your deck clearly includes the event name, your name, your affiliation, the event, and the title of your talk. It is a good idea if you repeat the contents of this slide when you start.
Please upload your slides in both their original format, and as a PDF.
Please do not password-protect your slide deck files.
Please if you can, also upload your slides in the format you wrote them in, e.g. PPTX, Keynote, ODP. This will ensure they are displayed correctly on the webcast video.
Logos on Slides
UKNOF allows logos to be used in the following ways:
- Logo representing speaker’s company or organisation, on the first and last slides.
- Recognition logos to thank the speaker’s sponsors or project partners on either the first or last slide.
- Unobtrusive logos or copyright notices representing the speaker’s organisation in slide footers.
- Unobtrusive logos representing other products, companies, or projects are permitted within the talk, where applicable to the content of the presentation. Speaker must obtain any necessary approval for the legal use of such logos.
All slide uploads/formats will be copied to the presenter laptop (a Mac), which should be able to display most slide file formats including animations natively. Remote presenters will be able to present from their own machines but the meeting organisers will show your slides from their machine if yours fails.
We will drive the presenter laptop remotely so you should not need to worry about anything other than advancing your slides while speaking. Please ask during the break before your talk if you have any questions about this arrangement, or need help with microphones, demos, or need to play audio/video as part of your presentation.
When presenting in-person, our webcast camera is fixed on the lectern, so we recommend that you stay behind it for the duration of your talk, and avoid moving around the stage.
Use of other laptops means webcast participants would be unable to see your slides and will disrupt the flow of presentations.
We will have full connectivity to the meeting with wireless access. We usually have over 200 attendees in the room and another 60-80 by webcast.
Remote participant questions are solicited on Mattermost. We encourage speakers to register an account and join the meeting room, so that interested attendees can ask any questions that did not fit into the allotted Q&A session.
Available to the Public
Our ethos at UKNOF is open. We expect that materials for all talks will be publicly available. If your employer does not allow you to publish slides, their source, and/or video of your presentation online to people outside the room and virtual event. Please let us know well in advance. We will do our best to accommodate your constraints. Note however that we cannot prevent any or our 300+ attendees from making or distributing their own recordings of any talks, and we will not take measures to enforce such restrictions.
UKNOF’s meetings are webcast, which will be recorded for UKNOF’s public video archive on YouTube. We do this via an application running on the presenter PC which creates a split-screen video feed of you as presenter and the current displayed slide.
UKNOF meetings are open to all and journalists may be in the audience. What you present and say could be quoted in the media.
The “dress code” at UKNOF is informal. Please dress is the way that would make you most comfortable as a presenter.
Thanks again for supporting UKNOF by agreeing to give a presentation!
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