Speaker/Moderator Resource Center

Questions? programs@ashg.org.

We are looking forward to your presentation at the ASHG 2020 Virtual Meeting! Please find all of the information and resources you will need to prepare for the meeting below.

Task Description Due Date
Download Slide Template Download the official ASHG 2020 PPT Template. September 11
Review Session Info Review your session title, description, and speaker order. Email programs@ashg.org with any revisions. September 11
Read through the Speaker Toolkit Provides best practices to prepare for your presentation. September 15
Register for ASHG 2020 Register for the event! September 15
Complete Recording Authorization All sessions will be recorded and available on demand for 12 months. September 15
Sign up for your connectivity testing slot (Invited Sessions only) Up to four speakers for any time slot. September 11
Complete your connectivity testing (Invited Sessions only) Test your camera, audio and get an overview of the platform September 16-18
Sign up for your dry run slot (plenary/platform sessions only) Plan to have all moderators and speakers available for your session dry run (i.e., session rehearsal) to review the flow of your session. September 21
Develop and complete the form for test questions (*CME sessions only) Please complete the Test Question Form by submitting 2-3 test questions pertaining to your presentation. October 2
Send your test questions to the moderator of your session Each speaker should send 2-3 test questions to the moderator(s) of your session. October 2
Moderator to compile test questions and upload them (*Invited Sessions only) Invited Session moderators should provide all speaker test questions to ASHG. Email programs@ashg.org with a MS Word file of all questions. October 2
Upload 16:9 presentation in PPT format Upload your PowerPoint presentation. It will be loaded into our virtual platform. October 2
Update/verify your mobile phone number in the ASHG Portal This will be very important if you lose or have a low speed internet connection. October 2
Upload headshot (optional) 180 (w) x 180 (h) pixels headshot should be uploaded. October 2
Upload handouts in PDF format (optional) Only if you want to share with attendees. Up to three (3) handouts per speaker can be uploaded, and must be uploaded in a PDF format. October 2
Complete your session dry run (plenary/platform sessions only) Test your camera, audio, and the flow of your session. Week of October 5th to 9th
Register

To participate in your session, you must register for the ASHG 2020 Virtual Meeting. Please register here. You will not only have access to your session, but also all of the other scientific content at this years’ meeting.

Test System Requirements

Intrado is the ASHG 2020 virtual platform. Review and test system requirements here. Speakers will need the following equipment and system requirements:

  • Microphone to record audio; see Speaker Toolkit for specifics.
  • Camera to record video; see Speaker Toolkit for specifics.
  • 2.3 Ghz, dual core
  • 4GB RAM
  • 1600×900 screen resolution
  • Windows 7 or higher
  • Apple Mac OS X 10.11 or higher

Additional resources:

Format of Presentations and How to Create Accessible Content

Presentations will be broadcast live and recorded and available on demand for 12 months following the meeting. Q&A for sessions will be done via a live chat function within the virtual platform.

To make PowerPoint presentations accessible, please adhere to the following guidelines when creating your presentations:

  • Use the PowerPoint template shared by ASHG. The ASHG template should be used for your presentation.  You are welcome to provide a title slide before the disclosure slide.  However, you must have a disclosure slide as the first or second slide.
  • Invited Speakers must provide their presentation in a PowerPoint format and upload 3 days in advance of your pre-record date. For example, if your pre-record is scheduled on Friday, Sept 25, you must upload your presentation by Tuesday, Sept 22.
    • Very Important for MAC users: Must convert slides to PowerPoint before uploading. The Virtual Platform does not support and will not convert MAC slides.
  • Plenary and Platform speakers should upload their PowerPoint presentation by October 2nd. An alternative would be to upload your presentation 3 days in advance of your dry run session.  We would like to have the PowerPoint ready and available at the dry run session.
  • Use 16:9 PowerPoint presentation
  • Use the PowerPoint default font of 44-point bold font for headings
  • Use 32-point font or higher for bullets
  • Include no more than 6 lines of text on each slide
  • Describe the content of graphic slides orally during their presentation
  • Have sufficient text descriptions of graphs and tables for presentations posted online or sent digitally
  • Describe slides briefly. Example: “This slide covers these three key points…”, “This graph illustrates these key points.”
  • Avoid pointing to something on the slide and using words like “this, that, these, and those,” unless you indicate what “this” means. Example: “This map shows…” (not “This shows…”). People who can’t see you pointing to a slide don’t know what “this” used alone means.
  • NOTE: PowerPoint presentation can only be uploaded in PPT format. Up to three (3) handouts per speaker can be uploaded, and must be uploaded in a PDF format.
Speaker Toolkit/Guidelines

Please view and download the Speaker Toolkit here. This document provides all information necessary to submit your presentation and prepare for your session. Policies, best practices and ASHG guidelines are all included.

Below is a description of each slide provided in your Toolkit:

  • Setting Yourself up for Success (p. 2): This page describes location, positioning yourself, desk/camera angle, and background/lighting for your recording.
  • Let’s Get Technical (p. 3): This page talks about ensuring your equipment is ready for your presentation, including your laptop, connectivity, microphone and camera.
  • Preparing Your content (p. 4): This section outlines audience engagement, best practices, resources and deadlines/policies.
  • Preparing your slides (p. 5): This page provides overview on presentation lengths, slide preparation, and the logo policy.
  • Rehearse, Rehearse, Rehearse (p. 6): The section lists best practices for preparing for your presentation.
  • Ready, Set, Let’s Go! (p. 7): This section covers day of presentation, tips on removing distractions, maintaining a strong voice, and attire.
Author Disclosure for Accreditation

The ASHG 2020 Virtual Meeting has been planned and implemented in accordance with the Essential Areas and policies of the Accreditation Council for Continuing Medical Education through the joint providership of the American College of Medical Genetics and Genomics (ACMG) and ASHG. All educational programming is developed and must be presented in compliance with all ACCME requirements. Authors must adhere to these guidelines. Failure to do so may result in your presentation being excluded from the meeting.

Recording Authorization

All sessions at the ASHG 2020 Virtual Meeting will be available on-demand for 12 months following the meeting. All speakers are required to complete a recording authorization form. The below forms have been directly emailed to speakers.

Submit Test Questions – Required for CME sessions

Specific sessions will receive continuing educational credits (CME/CEUs) after the meeting. In order to provide continuing educational credits for the presentations, we must have test questions and references that stem from the learning objectives provided for your session. Test questions reinforce the understanding of your presentations.  Click here to view sample test questions/format.

Speakers – please submit 2-3 test questions via this form by October 2.

Moderators of Invited Sessions only – please work with your session speakers and compile the test questions in one (1) MS Word file and email the file to programs@ashg.org by September 28.

ASHG Slide Deck Template and Background Policy

It is required to use the ASHG Branded Template for your PowerPoint Presentation. Please download the template below.

ASHG Branded Template

To add or record audio narration to your PowerPoint presentation, please view these instructions.

Background Policy: Backgrounds that include objects or pictures with political statements, obscene, discriminatory or offensive language should be removed.

Headshot (optional)

ASHG suggests using a headshot with your face taking up 60% of the frame. Keep it professional. ASHG prohibits the use of uploading company logos, landscapes, animals, and words or phrases. The photo should be 180 (w) x 180 (h) pixels. You can upload a larger photo but it will be resized to fit the platform, but it can’t be bigger than 8MB.

Moderator Guidelines and Instructions

Please view and download the moderator guidelines here.

Invited Session Moderators:

  • Only one moderator should upload a session introduction presentation slide file. This presentation will be on screen while both moderators speak.
  • Each moderator should upload a bio and headshot.
  • Your Mobile Number – login at https://portal.ashg.org/ and select My Profile from the upper right drop down menu to verify/update your mobile number. This will be very important if you lose or have a low speed internet connection.
  • Each moderator will be provided with some housekeeping text/script to say at the beginning of your session. ASHG will provide this in the coming weeks.

Plenary and Platform Moderators:

  • No presentation should be uploaded by any moderator.
  • Each moderator should upload a bio and headshot.
  • Your Mobile Number – login at https://portal.ashg.org/ and select My Profile from the upper right drop down menu to verify/update your mobile number. This will be very important if you lose or have a low speed internet connection.
  • Each moderator will be provided with some housekeeping text/script to say at the beginning of your session. ASHG will provide this in the coming weeks.

Watch these demonstration videos to familiarize yourself with the presenter console.

Moderator Tips
  • Ask speakers of your session to share their slides with you ahead of time, if possible.
  • Q&A box – viewable only to the speakers and moderators of each session.

Tip 1:  Come prepared with questions for each speaker to kick off the Q&A portion.

Tip 2: Check how the speaker would like to be introduced. What would the speaker like you to say about them?

Tip 3: At exactly what point during the session will you be speaking? What is your role? Let the attendees know at the beginning of the session how it is going to be structured, and what you are there for.

Tip 4: How will you run the Q&A session? During the session, we recommend you monitor the chat and Q&A boxes for questions. During the session itself, you should keep a close eye on the chat window, and note topics or issues which participants bring up while the speaker is talking.

Tip 5: How are you going to summarize or round up the session? Check with your speaker to see what they have in mind. Remember to tell participants where they can access the handouts and the session recording after the event.

Day of Presentation for Speakers and Moderators
  • Complete the speaker system test
  • Remove distractions
  • Mute anything that may buzz or beep, turn off your email pop-ups, etc.
  • Plug in laptop power source to avoid a dead battery
  • Wear solid colors or jewel tones. Navy looks better than gray or black. Avoid stripes, small patterns or wild patterns.
  • Speak straight into your camera. Your webcam should be at eye level.
  • Wear a headset for the best audio and change your computer’s audio settings to be input and output through the headset and its mic
  • If sharing internet with others, ask them to minimize their internet use during your presentation. Try to turn off any devices you do not need turned on during the live event to avoid low internet connectivity.
Spread the Word about your Presentation

Start networking before the meeting begins! Let your colleagues and friends know you’re presenting at ASHG 2020 by posting these badges to your social media.

Posting about the meeting on Twitter or Instagram? Don’t forget to use the hashtag #ASHG20!

Embargo Policy
ASHG aims to encourage presentation of the latest findings and enable responsible and quality reporting of those findings by press in attendance. To this end, all posters, presentations, symposia, and scientific and invited sessions at the ASHG 2020 Annual Meeting will be embargoed until the date and start time of their presentation at the meeting. This means that press registrants may not publish any information about work being presented at the meeting until the date and start time of the presentation. This policy helps ensure that all reporters have access to the same, up-to-date and complete information when researching and writing their articles.
Abstract Licensing Agreement/Copyright Policy

Please review ASHG’s Abstract Licensing Agreement/Copyright Policy here.

Abstract Publication and Citation

Abstracts selected for presentation will be available on September 8, 2020. The meeting website will include a searchable program and an individualized meeting itinerary planner after the abstracts have been posted online. All content being presented at the ASHG 2020 Virtual Meeting will be embargoed until the date and start time of the presentation. Please see the suggested style for citing ASHG Meeting abstracts here.

Meeting Capture/Photography Policy

While ASHG’s photography policy remains in effect, with a virtual format you should assume attendees have the ability to take photographs, screen shots, audio recordings, or video recordings.

General Information/FAQs

When is my content due?

All plenary and platform speakers must upload their PowerPoint presentation, headshot, and session handouts by October 2.

Invited session speakers must upload their PowerPoint presentation three (3) days in advance of their pre-record session.

Please reference the chart above for all relevant deadlines.

When will I receive my live day email invitation with the speaker links?

3-5 days in advance of October 27, 2020.

How do I engage the audience in a virtual environment?

  • Encourage attendees to share what they’re learning on social media.
  • Keep content accessible.
  • Leave time for Q&A.
  • Provide your contact information for attendees to contact you.
  • Rely less on text-heavy slides and use more images.

Is polling available?

Only for Invited Sessions.

For Invited Session speakers and moderators only, who wish to conduct polling, please provide any polling questions along with the PowerPoint information either within the slide deck or in addition to it with instructions as to where the questions will be placed. Also indicate whether or not the results will be displayed.

The speakers will have the ability to initiate the poll as well as advance to the results. This will be covered during the connectivity testing.

Will attendees have the ability to talk via microphone during a session?

No. Attendees will only be able to view the session, participate in the chat, answer polls and ask questions through the Q&A tab. The moderators of your session will monitor the Q&A and pull questions for the live Q&A portion of your session.

Will audience members be able to see who else is attending a session?

No. Audience members will only be able to see who else is attending a session as attendee’s participate in the chat.

Will I be able to see who is attending the session?

Yes. The speaker may view the attendee list once the session has started.

Will I be able to chat with my speakers during the session privately?

Yes. There will be an internal chat between the moderators, speakers, virtual technician and ASHG staff during your session.

I’m on a panel or have multiple presenters, will everyone be displayed on the screen?

Yes. During the live Q&A, all moderators and speakers in a session will appear on screen in the video panel.

Do I have to be on camera?

Although it is not required, we highly recommend being on camera. It helps with engagement, as the audience is better able to connect with you.

How do I share handouts/materials with the audience members?

Each session has a handouts section that attendees can access and download any materials provided by the speaker(s). Please upload any handouts you have for your session here. Up to three (3) handouts per speaker can be uploaded, and must be uploaded in a PDF format. These files will be available to attendees to download individually, not in bulk.

Will there be any technical help during the live portion of my session?

Yes, a virtual technician from Intrado will be on each session to provide technical support. The virtual technician will be sure to run a quick check on everyone’s camera and microphone prior to the start of the meeting. Please reference best practices for your session here.

How early do I need to log into my session?

We recommend that you log into your session 30 minutes prior to your session (not the start of your talk) to do a final check of your technology with the virtual technician, to check-in with your moderators, and ask any questions you may have.

Is there a timer for my presentation?

The virtual platform has a timer in the right-hand corner of the screen, but the timer does not stop for each presentation. Please be sure you look at the timer and prepare to stop after your indicated presentation time. Moderators have also been instructed to stop speakers at the end of their presentation time.

Questions?

Contact ASHG

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