Scientific Session Chairs/Presenters
Presentation Recording and Upload Instructions
Scientific Session presenters are responsible for recording their presentations for the Virtual SOT Annual Meeting and for uploading these recordings to the Virtual Meeting platform.
It is recommended that speakers use Microsoft PowerPoint or other presentation software that allows you to save your presentation as a video in .MP4 format. This is the optimal file type for use with the SOT Virtual Meeting Platform. This page contains instructions for creating your video recordings using PowerPoint. If you are experiencing something different than what is outlined in these tutorials and need assistance, please contact SOT Headquarters.
All Symposium, Workshop, Roundtable, Informational Session, Education-Career Development Session, and Platform Session presenters were sent an email on January 21 containing instructions and an upload link for submitting the presentation recording. Presentation recordings should be uploaded no later than March 1. If a presenter has not received this email, please notify SOT Headquarters.
Instructions for PowerPoint 365
SOT has developed tutorial videos that demonstrate how to record a slide presentation with audio and/or video on a PC or MAC using Microsoft PowerPoint 365. The Recording Instructions for Speakers document (for MAC users and for PC users) also outlines the steps and tips for recording a PowerPoint presentation. Please remember to save your video files in .MP4 format and at the highest-quality level available.
PowerPoint Recording Instructions for Mac Users
This video demonstrates instructions on how to record a PowerPoint Presentation with audio using a Mac computer.
Watch recording
PowerPoint Recording Instructions for PC Users
This video demonstrates instructions on how to record a PowerPoint Presentation with video using a PC.
Watch recordingTemplate for Recording a Presentation with a Video
Instructions for PowerPoint 2016
Some versions of PowerPoint 2016 will contain the same features as the 365 version, but others may resemble previous versions of PowerPoint, especially if a webcam is not enabled or connected.
For those seeing a different set of controls and screens than those depicted in the tutorial for PowerPoint 365, visit the PowerPoint 2016 tutorial provided by GCFLearnFree.org, which contains detailed instructions and screenshots for recording a PowerPoint 2016 presentation. Note that some versions of 2016 do not support including a video of the presenter during the presentation, but a laser pointer is available for illustrative effects.
Remember to save your recording as a .MP4 video file for uploading into the SOT Speaker Management System.
Instructions for PowerPoint 2013
Speakers using PowerPoint 2013 will not be able to include video of themselves presenting their slides, but you will be able to record your narration and use a laser pointer for illustration.
For instructions, please reference the PowerPoint 2013 tutorial provided by GCFLearnFree.org.
Remember to save your recording as a .MP4 video file for uploading into the SOT Speaker Management System.
Questions on Creating the Presentation Recordings
This is up to each presenter and session Chairs and Co-Chairs. If it is decided to include the video of the presenter in the recording, it is recommended that all presenters in the session include a video to ensure consistency. The Template for Recording a Presentation with a Video contains a box denoted where the video of the presenter will appear. If your session decides not to have a video of the presenter during the recording, presenters should use a different template that does not include the video box.
Also, note that not all versions of PowerPoint support including a video of the presenter as part of a recorded presentation.
No. However, be careful when selecting a template as some templates may include graphics that will conceal characters in your PowerPoint.
Yes, as long as the final file type created is a .MP4 video file.
Your recording should match your assigned presentation length—do not leave time for questions and answers, as time is allotted already to the end of most sessions for a live panel discussion or question period. If you do not recall the amount of time that you were allotted, please consult with your session Chair or Co-Chair.
Questions on Uploading Presentations
All Scientific Session presenters, except Continuing Education course presenters, were sent an email from the SOT Virtual Meeting producing partner Encore that contained instructions for uploading, as well as a link to SOT Speaker Management System. If you are a session presenter and did not receive the email, please email SOT HQ, and the email will be resent to you.
Yes. Presenters can upload a revised presentation slide deck by clicking the “Edit files” button within the SOT Speaker Management System.
Roles and Responsibilities of the Session Chair
- Ensure deadlines are met.
- Provide SOT Headquarters with the complete contact information for all nonmember presenters once tentative acceptance is granted.
- Determine the presentation time for each presenter, including the time allotted for question and answer periods. The duration of each presentation in the session should be in multiples of five. Presentation timings are due to SOT Headquarters in mid-August.
- Notify SOT Headquarters immediately if there are changes to the presenter roster. Note: while recognizing that some changes will occur, the SPC reserves the right to reconsider a session if presenter substitutes cause a shift in the session’s focus that differs substantially from the original proposal.
- Facilitate updates and changes during the Resubmission Phase (see the “Finalizing the Session” section on this web page for more information).
- Communicate the decisions of the SPC to your nonmember presenters who applied for travel assistance.
- Provide important information to your presenters as it becomes available.
- Ensure your session complies with the Society’s criteria for the care and use of animals in research.
Questions by Chairs
No. The Introduction should be recorded in the same way as the other presentations are recorded.
The individual giving the Introduction (usually the Chair or Co-Chair) is responsible for recording and uploading the introduction. If the individual giving the Introduction also has a regular presentation, the speaker should record the Introduction and their presentation as separate .MP4 video files. The SOT Speaker Management System clearly labels where each recording should be uploaded.
There will not be an opportunity for the session to go “live” after each recording playback. The live component of your session will occur after final recording playback has ended if a panel discussion or question-and-answer period was scheduled for your session.
All presenters should be formally introduced in the Introduction pre-recorded for sharing at the start of your session.
Another option is that each presenter can include a short introduction of the next session presenter in their recordings.
Scheduling the Session
The SPC spends many hours discussing and planning the layout of the Monday through Thursday scientific program. Several guidelines are considered during the scheduling:
- Sessions endorsed by the same Specialty Section, Special Interest Group, or Committee should not be programmed to occur concurrently.
- Sessions that cover similar topics, regardless of Specialty Section endorsement, are not to be programmed to occur concurrently.
- No sessions will occur during the Plenary Session or the Plenary Keynote Medical Research Council (MRC) Lecture.
- No sessions will occur during the SOT/EUROTOX Debate (usually on Monday during the sunset time block).
- No sessions will occur during the SOT Annual Business Meeting (usually on Tuesday during the sunset time block).
The SPC considers all these factors and diligently reviews the proposals before finalizing the Scientific Session schedule in late September. When the schedule is released, it is considered final and will not be altered.
Questions by Attendees
To ensure high-quality video and audio, the Scientific Session presentations will be pre-recorded, but many Scientific Sessions are including live panel discussions or question-and-answer sessions as part of the session.
Session attendees can interact with presenters via a digital chat feature that is part of each session. Questions may be submitted to presenters throughout the session and will be answered live by the presenters during panel discussions and question-and-answer periods that have been incorporated into many sessions.
While the SPC makes every effort not to schedule two sessions endorsed by the same group at the same time, there are uncontrollable variables that can interfere with the ability to guarantee that sessions on similar topics or endorsed by the same group are not programmed concurrently.
General Questions by Presenters
SOT and its producing partner, Encore, need time to review the recordings to assess their quality, length, and other factors, as well as appropriately configure each recording for presentation on the scheduled date and time.
No. Attendees will not see your presentation until the day and time that your session is scheduled to occur. Following your scheduled presentation, your presentation recording will be available on demand to all registrants through May 31, 2021.
Yes. Scientific Sessions, Featured Sessions, poster presentations, and Exhibitor-Hosted Sessions will be available in on demand on the Virtual Meeting Platform for registered attendees only through May 31, 2021.
SOT is asking that all presentations are uploaded by March 1. Information on uploading was emailed to all presenters by Encore, the SOT Virtual Meeting producing partner, starting on January 21. If you have not received this email, please check your Junk or Spam folder, or contact SOT Headquarters.