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Workshop Presentation Instructions

What will the virtual platform look like?

Our virtual meeting will take place on a platform called Swapcard. Our virtual event will allow attendees to interact and network not only with each other, but with presenters and exhibitors as well. Swapcard allows attendees to create their own agenda, watch presentations while simultaneously navigating to different parts of the site, and even meet one-on-one with peers and mentors. Click here to view a short video description of Swapcard and its features.

What will workshops look like?

Workshops presentations will be LIVE. Swapcard will have links to Zoom rooms for each workshop. An SGIM Staff member will be in each Zoom room to help troubleshoot, facilitate breakout rooms, and maintain any room capacities required. All meeting registrants will have the opportunity to reserve space to attend a workshop, which will allow presenters to have any estimate of attendees ahead of time.

If you have specific breakout and/or room capacity requirements, please email regions@sgim.org with the Control ID and Title of your workshop, along with your requirements by January 4, 2023.

All Presenters will be emailed the Zoom link ahead of the meeting date. Please be sure to access this link 15-20 minutes before your workshop time.

Workshop Presentation Best Practices

Presenters must wear headphones (with built-in microphone) while presenting – this ensures the highest quality audio and prevents feedbacks loops.

Presenters must make sure your internet connection is stable; use ethernet connection if possible and make sure your institution does not have a firewall blocking you from presenting.

Oral Presentation Instructions

If you received acceptance notification of an oral abstract, clinical vignette, or innovation presentation you will have the opportunity to upload your 15-minute video to the virtual meeting platform. Please note, if your presentation is too far over or under this 15-minute limit, our ability to offer CME credits for your presentation may be impacted.  Please aim for a presentation between 12-15 minutes in length. 

If you also have a poster presentation to upload, please be sure each are uploaded in the associated invitation with the control ID noted in the file name.

What will the virtual platform look like?
Our virtual meeting will take place on a platform called Swapcard. Our virtual event will allow attendees to interact and network not only with each other, but with presenters and exhibitors as well. Swapcard allows attendees to create their own agenda, watch presentations while simultaneously navigating to different parts of the site, and even meet one-on-one with peers and mentors. Click here to view a short video description of Swapcard and its features.

How do I record my video presentation?
You will be responsible for recording your presentation. The means by which you record are your choice so long as the video is uploaded in the appropriate file type (see specifications below). Before starting your recording, make sure you know 1) where your video file will be saved/exported, and 2) in what format the video will be saved/exported. Some example recording platforms include, but are not limited to, Zoom, WebEx, or Skype.

How do I upload my video presentation?
You will need to login to ScholarOne account to view and respond to the invitation to upload your presentation. Follow the steps below:

Step 1: Visit https://sgim-ca2023.abstractcentral.com/

Step 2: Enter your username & password:
             Forgot your password?? Click Forgot Password Link and you will be sent a link to reset it.
Step 3: Select "Messages" at the top right-hand corner
Step 4: Select "Invitations" from the drop-down menu
Step 5: Click View & Respond.

Follow the instructions to upload your video presentations.

When do I need to upload my presentations?
Your presentation must be received no later than Wenesday, January 4th to be included in the virtual meeting. Please upload your presentation prior to the deadline in the case there are questions or technical issues.
You will receive an email notification approximately a week before the meeting inviting you to log into the virtual platform, and familiarize yourself with the platform, complete your profile information to allow attendees to interact with you. 

What are the acceptable file formats?
Video – MP4, MOV, WMV, AVI
See tips for optimal video presentation
Do I need to be registered for the regional meeting?
In order to participate as presenter, you are expected to register and attend the meeting. While your session is prerecorded you will be participating in the session real time, fielding questions from attendees via the chat function.

For more information on Oral Presentations: ​See Oral Presentation Tips


Virtual Poster Presentations Instructions

IMPORTANT NOTICE FOR POSTER PRESENTATIONS: In order to qualify for an award, poster presenters MUST upload a video walkthrough of their poster presentation (no longer than 5 minutes), which will act as a guided presentation for attendees to view or listen to while viewing the poster. Poster presentations will not be judged and scored if they are not accompanied by a video.

What will the virtual platform look like?
Our virtual meeting will take place on a platform called Swapcard. Our virtual event will allow attendees to interact and network not only with each other, but with presenters and exhibitors as well. Swapcard allows attendees to create their own agenda, watch presentations while simultaneously navigating to different parts of the site, and even meet one-on-one with peers and mentors. Click here to view a short video description of Swapcard and its features.

How do I upload my video presentation?
You will need to login to ScholarOne account to view and respond to the invitation to upload your presentation. Follow the steps below:

Step 1: Visit https://sgim-ca2023.abstractcentral.com/
Step 2: Enter your username & password:
             Forgot your password?? Click here: Forgot Password Link and you will be sent a link to reset it.
Step 3: Select "Messages" at the top right-hand corner
Step 4: Select "Invitations" from the drop-down menu
Step 5: Click View & Respond.

Follow the instructions to upload your video presentations.

When do I need to upload my presentations?
Your presentation must be received no later than Wednesday, January 4th to be included in the virtual meeting. Please upload your presentation prior to the deadline in the case there are questions or technical issues.
You will receive an email notification approximately a week before the meeting inviting you to log into the virtual platform, view your poster and complete your profile information to allow attendees to interact with you and your poster.
What are the acceptable file formats?
Posters – PDF
Video – MP4, MOV, WMV, AVI

Do I need to be registered for the regional meeting?
In order to participate as a poster presenter and be eligible for the poster competition, you need to register and attend the meeting. Registration is free for SGIM members and a modest fee for non-members. 


Filming Guidelines


ORIENTATION: Please film in landscape mode, not portrait. If text needs to be added to your frame, please film yourself to one side of the frame.

BACKGROUND: Do a site survey to see what looks good behind you. Have some depth or texture to give people something to look at and provide warmth. Bookcases are a good option or a painting on the wall. Avoid plain walls, white/off white walls.

LIGHTING: Having the sun facing you is best. Consider putting a table temporarily in front of a window. Get lamps to shine on you. If you have a desk lamp that moves, take the shade off - point the bulb at your face to drown out shadows. Avoid back lighting. If you have a window behind you, please choose to film at a time of day when the light coming in isn’t at its strongest.

CAMERA: You can use your phone camera or your laptop - whichever is best. Laptop is more stable if you don't have a tripod. If you have a tripod and phone, that is most ideal. If you shoot using your phone, please shoot horizontally, not vertically.

WHERE TO LOOK: Look at the camera itself not the video screen to the side. This gives the impression you're looking directly at the audience.

BODY LANGUAGE: Sitting or standing is fine. However you are most comfortable. Using your hands is good but be subtle as the camera can accentuate movement.

VOLUME: Please record with volume just to the right of mid-level on your device.

TIMING: Please leave several seconds before and after your speaking/reading. This gives the editors room to fade and have space between segments.

APPAREL: Solid colors present better than patterns. Avoid loud prints, shapes, small pinstripes, neon or other unnatural colors. You can wear a bold color like gold or red as long as there is no pattern. If you are against a light background, wear a darker shirt. If against a dark background, wear a solid light shirt. Avoid dangling jewelry.

SOUND: Try to avoid using the microphone on your phone or laptop as these tend to pick up background noise. If possible, use a headset or even earphones with a microphone that is closer to your face. If you are presenting as a group, make sure all participants are muted besides the person speaking.

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