Virtual Speaker Guidelines

Welcome AAS Panel Presenters/Speakers

The AAS is pleased that you will be participating at the AAS 2021 Virtual Conference, March 21-26. You will be contributing to what we know will be a robust, informative, first ever virtual AAS Convention.

Below you will find information that will better prepare you for presenting at an upcoming AAS Virtual Conference.

Updates:

ARS Quick Guide: How to Respond to Questions Using the Audience Response System (ARS)

ARS Tutorial Video: https://vimeo.com/527845871/fdc39a44f1

Please contact speakers@asianstudies.org for questions

General Recording Guide

Please read tips prior to recording

TIPS FOR RECORDING

  • Session recordings are limited to 90 minutes.
  • Individual Papers and Lightning Presentations are limited to 15-20 minutes.
  • 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.

TIPS FOR CAMERA & PRESENTATION SET-UP

How to Look Better on Video Calls/Virtual Meetings

Lighting:

  • 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.

Sound/Audio:

  • 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.

All participants/speakers are also required to register for the conference. Participants registered by the posted deadline date will have their names printed in both the PDF program and the digital program. Registration is also required for the pre-recording to be posted and viewable to the public.

2021 Virtual Presentations

Session and Presentation Formats

1. Most all sessions and presentations will be pre-recorded: Pre-recorded sessions allow AAS conference speakers the ability to present without time zone inequities. Additionally, pre-recording reduces the possibility of technological issues.

2. Sessions will be delivered in two ways.  There are over 400+ session and presentations scheduled. Given the number of sessions and the nature of interaction in a virtual conference, we will not broadcast all sessions live:

2a. SimuLive Broadcast: The pre-recorded session will be broadcast at a scheduled time. Session participants may log in to the speaker portal to take part in question and answer and engage the audience through the live chat feature. Attendees will view these sessions as live events. A recording of the broadcast with the full question and answer will be available on-demand following up to 30 days.

2b. On-Demand: Selected Individual Papers and all Lightning Presentations will be available on-demand to view at anytime during the conference and afterwards through April 30, 2021. A Q&A discussion and chat will be available for attendees to post questions through the platform during the conference dates.

Pre-recording Your Session or Presentation

Organized Panel Session (pre-recording guide)

Once you have decided jointly how the session will flow, ALL participants in the Organized Panel Session should come together to pre-record the full session with ALL participants taking part in the recording.

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

  1. The chair and/or organizer should coordinate a date and time to pre-record the session. Try using this Time Zone Converter
  2. The session should last no longer than 90 minutes.
  3. The chair should record the session.
  4. We suggest at the beginning of the recording, the chair encourages the audience to submit questions and share that questions will be answered during the session
  5. If available, panelists may log in during the session broadcast to answer incoming questions.
  6. Once the recording has been delivered by the platform used (zoom, go-to-meeting, etc.), the video should be uploaded via the task listed in the speaker portal.

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 and for 30 days following. The recordings will not be available to the public and no session recordings or materials will be available for download to anyone.

Roundtables and Workshops (pre-recording guide)

Panelists on a roundtable or workshop session may choose to pre-record the session or hold the session live using zoom or another platform.

Pre-recording:

  1. The chair and/or organizer should coordinate a date and time to pre-record the session. Try using this Time Zone Converter
  2. The session should last no longer than 90 minutes.
  3. The chair should record the session.
  4. We suggest at the beginning of the recording, the chair encourages the audience to submit questions and indicate the question will be answered during the session
  5. If available, panelists may log in during the session broadcast to answer incoming questions.
  6. Once the recorded has been delivered by the platform used (zoom, go-to-meeting, etc.), the video should be uploaded via the task listed in the speaker portal.

Live Session:

  1. The session must be held during the time slot as assigned in the program.
  2. The session should last no longer than 90 minutes.
  3. The session should be recorded for future on-demand viewing.
  4. Live sessions will link out to the platform used and live Q&A will take will take place within that platform.

Important Note: Due to the shift to an on-line format for a conference that includes speakers from around the globe, in order to accommodate all, the best of our ability, a decision was made early on to pre-record sessions. Therefore, should your roundtable or workshop choose the option to hold the session LIVE, the session must still be held within the already set schedule for the conference. We will not accommodate requests for scheduling times frames that fall outside of the schedule in order to accommodate your live session; the official time slots are 8:30am-10:00am, 12:00pm-1:30pm & 3:00pm-4:30pm. If these times do not work for your Live session due to time zone conflict, we suggest pre-recording the session.

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

PLEASE NOTE: Session recordings will only be available to view by registered attendees of the AAS 2021 Annual Conference during the conference dates and for 30 days following. The recordings will not be available to the public and no session recording or materials will be available for download to anyone.

Individual Papers and Lightning Presentations (pre-recording guide)

Individual Paper presentations and Digital Technology Lightning Presentation will be posted as on-demand presentations.

  • All presentations should last no longer than 15-20 minutes in length.
  • Presenters will record presentations using the tasks listed in the speaker portal.
  • Q&A discussion will be available for on-demand presentations

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: Session recordings or live presentations of roundtables and workshops will only be available for viewing by registered attendees of the AAS 2021 Annual Conference during the conference dates and for 30 days following. The recordings will not be available to the public and no session recording or materials will be available for download to anyone.


Session and Presentation Delivery

An in-person session typically needs to be adapted slightly for an online format. We encourage your group to brainstorm ways to adapt your presentation into engaging online content. For instance, if you are presenting a paper presentation, consider posting the papers as files and presenting summaries with more focus on commentary and discussion between participants rather than speed reading the paper on camera.

Work with your session participants to adapt the session for an online format


Q&A Opportunities

All sessions and presentations will include a Q&A portion which will take place either live or on-demand. All conference speakers have access to answer submitted questions via the speaker portal.

Q&A preparation

  • Simulive Sessions: During the live broadcast you will be able to engage attendees in a chat box, referred to as the ARS (Audience Response System). Additionally, after the sessions have ended and are available on-demand, attendees will have the ability to submit additional questions and speakers will have access to the ARS portal to answer additional questions that may arrive after the live broadcast.
     
  • On-demand Presentations:  Individual papers and digital technology lightning presentations will be available for viewing on-demand however attendees will also have the opportunity to submit questions or start a discussion. All on-demand speakers will also have access to answer submitted questions via the ARS system (within the speaker portal).

On March 9, 2021, the AAS will hold a live webinar training on how to use the ARS system to answer attendee questions. A recording of the training session will be made available to all participants unable to attend the live session.


New! “Hallway Conversations”

One of the most engaging parts of the in-person conference are the discussions that take place after the sessions. The opinions that are generated and the ideas that are discussed in the hallways between sessions is the live-blood of an academic conference. These gathering may continue to take place at the virtual conference in our “Hallway Discussions”.

Following the conclusion of each pre-recorded session broadcast, attendees will have the opportunity to take part in a “Hallway Conversations” via the video chat feature. Video chat hallway conversations will go live immediately after the session, allow for a limited number of attendees and will last for approximately 15 minutes.

These discussions are not meant to take the place of live Q&A for panel participants. Instead these hallway conversations are an opportunity for attendees to make connections, network and generate impromptu and engaging discussions with fellow attendees who also viewed the session.


Session Role Instructions

Chairs
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  speakers@asianstudies.org 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 note: Sessions will be cut off at the 90 minute mark.

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 recording the session. To facilitate introductory remarks, please send a brief c.v. or biographical statement to the session chair.


Scheduling

All panel speakers and participants for organized panels, roundtables and workshops were emailed the date and time of their session. Please check your email or refer directly to the online program.