Virtual Speaker Guidelines 2024

Below you will find information to help prepare speakers who are presenting at the virtual portion of the 2024 AAS Conference on Friday, March 1, 2024.

2024 Virtual Presentations


All panel participants have access to the AAS speaker center. On this website, you will have access to complete the following tasks:

*Submit name corrections & edits
*Update presentation title: 

November 16, 2023 Deadline
*Update presentation abstract

December 7, 2023 Deadline

*Download a Letter of Invitation

Note: To log into the Speaker Center, please use the email address submitted with your proposal.
Please make sure this is the same email used to register for the Annual Conference to ensure your registration status appears within your speaker record.


Acceptable Edits/Updates

Speakers may make the following changes in the Speaker Center:

  • Personal name spelling corrections/edits
  • Affiliation updates
  • Paper title edits (if applicable)
  • Paper abstract edits (if applicable)

Session organizers also have access to edit the following:

  • Session Titles
  • Session Abstracts

Acceptable Presenter Substitutions / Additions

Changes to sessions that involve the replacement and substitution of speakers may be submitted via the form linked below. We will accept the following changes:

  • Substitution of a paper presenter that has officially withdrawn from the session
  • Adding a chair to a session that not currently have a chair assigned
  • Adding a discussant to a session that does not currently have a discussant assigned.

The Speaker Center should only be used to submit updates to existing titles and abstracts or individual profile account information.

Unacceptable Updates/Changes

The program committee’s decision to accept panel proposals are based on the understanding that the accepted session was submitted in its final form. With the understanding that the session will be presented as originally submitted in the panel proposal; we are unable to accept the following:

  •  Additional paper presenters: We will not accept an additional paper presenter or new paper co-author(s) to a panel session.  Only in the case of a withdrawal.

Participant Withdrawal

Speakers on the program who are unable to participate should submit a formal withdrawal via the form linked below. Speakers should also notify their panel organizer of their withdrawal.


All sessions participants must be registered by November 16, 2023. This will ensure speakers are listed in printed and digital materials.

The names of speakers not registered for the conference will be removed from the agenda.


To help you substantiate why you are attending the conference, the AAS provides panel participants (panel chairs, paper presenters and discussants) a personalized invitation letter. Please log into the Speaker Center to download your letter found in the ‘My Presentations’ tab.

ALL VIRTUAL SESSIONS WILL BE LIVE! However, organizers may opt to pre-record the session instead. Listed below are details for each virtual format.

Session and Presentation Formats

1. LIVE Virtual SessionsAll virtual sessions will take place LIVE on March 1, unless otherwise noted. All virtual sessions are scheduled in Eastern Time.

2. Pre-Recorded Sessions: If the pre-set time schedule makes it impossible for all presenters to join LIVE on March 1, organizers may choose to pre-record the session. The recording will be scheduled for viewing at the original pre-set scheduled time. Pre-recorded sessions allow AAS conference speakers the ability to present without time zone inequities. Pre-recorded sessions must be completed and uploaded by Friday, February 9 . NO EXCEPTIONS!

3. On-Demand Individual Papers:  Individual Papers selected to be presented independently separate from a session; these paper presentations are referred to as on-demand Individual Papers. All on-demand papers will be pre-recorded and available for viewing beginning Friday, February 9. These individual papers will be available on-demand to view at any time during the virtual portion of the conference.

1. LIVE Virtual Sessions Participation Guidelines

Participant/Speaker Guidelines

Participants on sessions taking place LIVE on March 1 should follow these guidelines:

  • All Sessions will take place in the Eastern time zone.
  • Speakers should log into the virtual platform 20 minutes prior to the scheduled time.
    • Speakers not registered by the date of their session will not have access to the participate on the session. NO EXCEPTIONS.
  • More log-in details will be provided to all speakers closer to the conference dates.

2. PRE-RECORDED Sessions or Presentations Guidelines

Organized Panel Sessions/Roundtable & Workshops (pre-recording guide)

If your session has decided to pre-record, please follow these rules and guidelines:

  • ALL participants in the Organized Panel Session or Roundtable/Workshop should come together to pre-record the full session with ALL participants taking part in the recording.
  • The chair and/or organizer should coordinate a date and time to pre-record the session. Try using this Time Zone Converter to schedule a time that works for everyone in the session.
  • The session should last no longer than 90 minutes.
  • The chair should record the session.
  • Once the recording is ready from the platform used (Zoom, Go-To-Meeting, etc.), the video file link should be sent to the AAS. More information will be shared at a later date regarding how to upload the recording.
  • The recording should be sent no later than February 9, 2024. NO EXCEPTIONS.

The session should be recorded as one .mp4 video.
(The chair, paper presenters and/or discussants should appear together in one video.)

Please ensure that each member of your session understands that they must be registered for the conference to have the session recording and any supplemental material posted in the virtual conference platform.

PLEASE NOTE: Session recordings will only be available for viewing by registered attendees of the annual conference during the conference dates. The recordings will not be available to the public and no session recordings or materials will be available for download to anyone.

3. ON-DEMAND Individual Papers Guidelines

On-demand Individual Papers (pre-recording guide)

Individual Papers accepted as on-demand presentations should note the following guidelines.

  • All presentations should last no longer than 15-20 minutes in length.
  • Presenters will record presentations in the platform of their choice (Zoom, YouTube, Vimeo, etc.)
  • The recording should be uploaded no later than February 9, 2024. NO EXCEPTIONS.
  • COMING SOON: How to upload the recording (more information will be shared at a later date).

Please be aware that each presenter must be registered for the conference to have the recording and any supplemental material posted in the virtual conference platform.

PLEASE NOTE: Individual Paper presentation recordings will only be available for viewing by registered attendees of the AAS 2024 Annual Conference during the conference dates. The recordings will not be available to the public, and no session recording or materials will be available for download to anyone.

General Recording Guidance and Tips

Please read tips prior to recording


  • Session recordings are limited to 90 minutes.
  • On-demand Individual Papers are limited to 15-20 minutes.
  • For sessions, prior to the recording, determine whether you prefer the view of your recording to be in Speaker View (the person speaking will fill the screen) or Gallery View (all speakers are seen at once).
  • TEST, TEST, and TEST AGAIN. Make sure to test the sound, camera, and set-up with all participants before starting your recording. Check that all participants understand how to share their screens to avoid fumbling when it’s time for their presentation.


How to Look Better on Video Calls/Virtual Meetings


  • Please avoid any back-lights as it will create a silhouette effect or lighting placed next to you as it will cast a shadow on one side of your face.
  • We suggest lighting aimed toward your face from behind your camera.

Camera Placement:

  • Please align your camera at eye-level to ensure you are centered on the screen.
  • Place your laptop on a set of books or box to get the correct eye level and to ensure you are not looking down to the camera.
  • If the camera is aligned too high or too low it can focus the audience on the background, foreheads, or noses.
  • Best practices are only a slight space above your head.
  • If you can see you ceiling or your floor, your computer is placed too high or low. Rule of thumb – no ceilings or floors should be visible.


  • We recommend using a plug-in microphone (headsets with microphones often work well) for the best sound during the recording.
  • Please test your microphone to ensure compatibility with your computer and clarity.
  • If you are not speaking please mute your microphone to reduce background noise.

Background/Presentation Style:

  • Please try to avoid constant movement such as sitting swivel chairs or lots of arm or wild hand motions. Lots of swaying and spinning chairs can create a distracting presentation.
  • Consider your background when recording.
Other useful resources

** All participants/speakers are also required to register for the conference by the posted deadline date to have their name listed in the program. Registration is also required for recordings to be posted and viewable to the public.

Session Q&A Options

All sessions and presentations will include a Q&A portion which will take place either live or asynchronous.

Q&A preparation

  • Live Sessions: Live sessions will link out to Zoom and live Q&A will take will take place within that platform. Recordings of live sessions will be made available on the conference platform for on-demand viewing following their live broadcast.
  • Simulive Sessions: Asynchronous Q&A may be available at the paper and session level. More information will be provided closer to the conference date.
  • On-demand Presentations: Asynchronous Q&A may be available to individual paper presenters. More information will be provided closer to the conference date.

Session Role Instructions

If you are serving as a chair at the meeting, make sure that all participants are present before your session begins. If a participant fails to appear, proceed with the session as best you can, and notify the AAS at to adjust the information in the virtual listing. Introduce each of the participants briefly and, if you wish, make some prefatory remarks about the theme of the session and the participants.

Your most important responsibility as chair is to keep the session moving smoothly and on time.

Please be firm in enforcing time constraints, even if that means interrupting a speaker so that all participants will have their full share of time and the audience will have the opportunity to respond. It is often helpful to alert a speaker when her or his time is about to expire messaging them through the Zoom private chat indicating how many minutes remain. Audience responses must also be monitored by the chair. Please ask each speaker to identify herself or himself, and you should interrupt a member of the audience who speaks too long or otherwise inappropriately. You might also consider soliciting questions for a session participant who is being ignored or perhaps pose such a question yourself.

Paper Presenters
Paper presenters should be prepared to present a summary of the paper rather than reading the paper in full. Please consider using presentation slides as a guide to your presentation summary of your paper. Please consider sending a copy of the full paper to the discussant prior to recording the session. To facilitate introductory remarks, please send a brief c.v. or biographical statement to the session chair.


IN PROGRESS: We are currently in the process of scheduling sessions. All speakers will receive scheduling details via email once the scheduling process has completed.