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Resources for session organizers

This page contains useful information for SRI2021 session organizers – if you have questions that are not answered here, please check out our FAQ page, or email them to sri@futureearth.org.

Pre-recording

  • Pre-recording of some presentations is allowed, given the possibility of poor internet reliability and/or time zone considerations.
  • Less than half of the speakers in a given session should pre-record their talk. If more speakers must pre-record, please contact sri@futureearth.org
  • In the case of pre-recording, the session organizer will have the video prepared, and will screen share the recording with other participants.
  • Session Organizers, NOT SRI Staff, are solely responsible for preparing, editing and sharing their pre-recordings. Partial pre-recordings will not be submitted to the SRI Team. 
  • Session organizers are not required to merge all pre-recordings and may share them separately as long as fewer than half of the presentations in a given session are pre-recorded.
  • Fully pre-recorded sessions must be recorded as or merged into a single file and shared with Congress organizers via. sri@futureearth.org by May 22nd. 
  • In your recording, you may share your screen and graphics or slides if desired, however we ask that each presenter first introduce themselves with their video on full screen. 
  • In order to get the best-quality recordings, please share our best practices for virtual presenting and pre-recording with your speakers! 

If any of your speakers sessions will be pre-recorded, please notify sri@futureearth.org by May 15th.

The SRI2021 virtual platform and pre-Congress training

  • Sessions on the SRI2021 virtual platform will be “hosted” by an SRI staff member. Session organizers will not have administrative or host access. 
  • Sessions hosted on the SRI2021 virtual platform use a Zoom base.
  • Our Zoom platform supports break-out rooms and polls. Please notify your SRI session host during your pre-Congress training if you would like to utilize these functions during your session.
  • All speakers will receive an email from the conference platform ahead of the Congress, encouraging them  log in and update their profiles.
  • An SRI Session Host will contact you and your speakers to schedule a practice session with the SRI2021 virtual platform in late May or early June.

Registration

  • All speakers must register for the SRI2021 Congress by May 17. 
  • Sessions with unregistered speakers will be removed from the Congress Platform on June 7. 
  • Full registration scholarships are available to early career participants and participants from low-and middle-income countries, and participants who specialize in the food, energy and water nexus. 
  • To apply for a scholarship, fill out this brief application form. Although scholarships for participants will close on May 15, the form will remain open for speakers in confirmed sessions until the end of May. 
  • Registration is non-transferable.

Program schedule

Promoting your session

  • Session organizers and communications experts from their affiliated institutions are invited to join the SRI Communications Action Group, in order to facilitate promotion of sessions. Please contact Samuel Stacey, SRI2021 communications lead, to be  included: samuel@cultivatecomms.com.
  • A full communications package is available here.
  • Promote your session on social media, department or company newsletters and websites! More assets will be available soon.
  • On Twitter, remember to tag @SRICongress.
  • Use the #SRI2021 hashtag.
  • Find SRI2021 on Facebook, LinkedIn, Instagram and Twitter.

Best practices for virtual presenting and pre-recording

 

Internet quality

  • Use hardwired internet, if possible.
  • Disconnect other devices from your Wifi to increase signal quality. 
  • Do not use a hotspot. 

Screen position and lighting

  • Check your video quality ahead of time – you can use an online mirror website such as (link). 
  • Position your computer at or slightly above eye level. 
  • Choose a well-lit room. 
  • Avoid bright lights directly behind you, which can make you look dark, and direct overhead lights. 
  • A light placed in front of you (behind your computer, or behind and slightly to the side for a short lamp) can improve lighting.

Devices 

  • Ensure devices are fully charged, and plugged in at the time of presenting and/or recording. 

Audio 

Recording and presentations

  • Present as if for a live virtual audience!
  • If you share your screen, ensure that it is free of documents and items other than the one you are seeking to share. 
  • Remember to give appropriate pauses when participants need to process visuals and slides. 

Using Zoom to pre-record

  • Sign into your Zoom account and start a “New Meeting.” 
  • Check that your face is appropriately lit and positioned, and that your microphone is capturing your voice well.
  • Start Recording (to the Cloud or your device) when you are ready. 
  • Introduce yourself as you would to an audience.
  • Share your screen if you wish to share slides or other visual documentation. 
  • Stop recording when you are done. 
  • Please keep your presentation to time, as agreed upon with your other session presenters and organizers. 
  • Further instructions for cloud recording are available on the Zoom website
  • When planning your session and pre-recordings, remember to leave time for Q&A!

Questions?

If you have any further questions about virtual presenting and pre-recording, please contact us at sri@futureearth.org.