Guidelines for presenters


>> General Information

>> Key Dates

>> Pre-recording and Uploading Your Presentation or Poster

>> During the Conference


Please note that all presenters must register to attend ESA2021. If you have not registered by 31 October 2021, your presentation will be withdrawn from the program

The information below is intended to serve as a reminder to the expert presenter and as a primer to those less experienced, suggesting ways to make a visual presentation more effective for the audience.

All concurrent sessions at ESA2021 will be pre-recorded. Presenters will be online during their session to text chat with attendees, and each session will have a Live Q&A Session following the completion of all presentations.

All presenters will have access to live support for the duration of the conference.

Oral presentations are allocated 12 minutes for the pre-recorded presentation. Any video files longer than this will be automatically truncated at 12 minutes.

Speed talks are allocated 4 minutes for the pre-recorded presentation. Any video files longer than this will be automatically truncated at 4 minutes.

Poster presentations should be in a PDF format (portrait orientation).

Acknowledgement of Traditional Owners

It is a requirement of ESA that presenters acknowledge the Traditional Owners of the land the field research was done on or place based research was undertaken. Please include this information, including the name of the Traditional Lands, on presentation slides (such as your sponsorship slide).

Inclusion of Preferred Pronoun

You are welcome to mention your preferred pronoun on your holding slide, as this will assist fellow attendees during Q&A and live discussion.


Deadline for presenter registration – 31 October 2021

Deadline for uploading pre-recorded presentations or poster PDFs 10 November 2021

Technical checks for presenters and session chairs – 15-19 November 2021 

Conference starts! 22 November 2021


The information below is intended to suggest ways to make a visual presentation more effective for the audience.

Please make sure your presentation is uploaded no later than 10 November 2021 via the Dropbox link that will be emailed to all presenters. Or contact and we will send the link to you.

Oral Presentation Recording

Your Presentation Recording must not exceed 12 minutes (oral presentation) or 4 minutes (speed talk).

Please set the aspect ratio of your PowerPoint slides to 16:9.

You are free to record your video with any software you feel comfortable with. If you have little experience recording videos, we recommend using either Microsoft PowerPoint or Zoom to complete your recording.

1) Microsoft PowerPoint

If you are already familiar with Microsoft PowerPoint, you can use it to record both audio narration and, optionally, a webcam recording of yourself superimposed on the slides. Additionally, if you add your script to the Notes field, the notes will appear at the top of your screen (normally right below where the camera is located) to help you hold your gaze towards the camera.

The basic steps for recording are:

a) Go to the “Slide Show” tab.

b) Click on “Record Slide Show” button and select “Record from Beginning”.

c) Use the “Settings” button on the upper right corner allows you to select your microphone and camera.

d) If you do not wish to be visible in the recording, you can turn off webcam recording using the little camera icon below your slides on the lower right corner.

e) If you do use the camera to be visible in your recording (recommended), please ensure that you do not have text or images on your slides where your image will appear, as this information will be obscured.

f) Click “Record” on the upper left corner. PowerPoint will start a 3-second countdown and then start recording. The recording will automatically stop after your last slide.

g) Please note that there is sometimes a ‘lag’ with slide transition. Please wait 3-seconds before speaking as you transition to your next slide. Remember to speak as you would in ‘real life’.

h) Select “File” -> “Export” -> “Create a Video” to save your recording on your hard drive (We recommend a resolution of 1080p to make sure the quality is high enough. Please do not go lower than 720p).

There are a number of youtube videos to assist you with making a video in powerpoint – this link is one of many examples:

2) Zoom

If you have created a Zoom account (including the free version), you can simply start a Zoom meeting and record the meeting to your local hard drive.

The basic process is as follows:

a) Start a new Zoom meeting.

b) “Exit Full Screen” if the meeting window has covered your whole screen by default.

c) If you are using a slide deck, open it in a new window. In PowerPoint, you can set the slide show to begin in a window (instead of taking up the whole screen) by following these steps:
i. Go to the “Slide Show” tab

ii. Click the “Set up Slide Show” button

iii. Select “Browsed by an Individual Window”

iv. Click the “From Beginning” button to begin the slide show.

v. In the Zoom toolbar, click “Share Screen” and select the “PowerPoint window”.

vi. Click “Record” in Zoom (it may be under the “More” button). You can also start recording by using the Alt+R combination on your keyboard.

vii. The recording will begin immediately. Go through your presentation. When you are done, click the “Stop Recording” button, or the Alt+R key combination again.

viii. End your meeting.

ix. Wait for the recording to be processed. It will be saved on your computer, and Zoom will open the folder with the recording.

Poster Guidelines

The Poster Gallery will be live for the duration of ESA2021, and the Barbara Rice Memorial Poster Session will be held on Tuesday 23 November.

Attendees can post a question about posters in the gallery at any time, and are encouraged to make use of the Meeting Hub to connect with presenters.

Ensure your poster is self-explanatory, so that you are free to supplement and discuss particular points raised by viewers.

Posters are to be in portrait orientation (PDF format)

Simplicity is the key:

  • brief captions
  • tables that are few in number but clear
  • succinct text

Our Top Ten Suggestions for a Great Presentation

#1 – Be Prepared!
When you are a presenter, being prepared is your number one task. You know your materials, and that is great.

But, are you comfortable with the online conference portal? Have you spent some time testing the Presenter View and attending any training sessions organized by the Event Team?

This also includes practice with your webinar environment, such sharing screens, showing videos and being comfortable with turning on your audio and video?

Take the time to become familiar with the controls in your platform to make all that happen!

#2 – Be Ready!
Be ready to present! This includes practicing ahead of time, so you are comfortable with your presentation tools.

This also means being early to your office or studio and having your presentations and videos queued up and ready to present. You should always connect with the virtual event producer/manager ahead of time to perform sound and video checks

#3 – Be Focused!
Get focused on your presentation! This includes removing distractions and turning off your phone, email, Skype, Slack, Tik Tok, whatever is running on your computer!

It’s also important to keep the door closed to your office, put the cat (and kids) in the other room, and removing any other distractions during your presentation. If you hear the doorbell, DON’T get up to answer it!

#4 – Be Relaxed!
Remember, this is supposed to be fun…remember why you like speaking in front of people! You have a message to share and you are passionate about your message!

Just because you are remote from fellow attendees, don’t assume you can’t connect with them. Show your passion and excitement for the subject, and you will be amazed how this comes across to your audience.

#5 – Be Succinct!
For Virtual Presentations, less can almost always be the best route.

Use bullet points and keep sentences short and specific. Your presentation slides are there to help drive your message, not BE the message.

Finally, it is a good idea to end a little early, never push your presentation to the last second! Remember, even if you end a few minutes early, there will be time to focus on the QA or discussion.

#6 – Be a Presentation Pro!

Think like a professional broadcaster! Always be conscious of speaking to the camera and smile. At the start or end of your session, always remember to look into the camera if you can. Eye contact is important!

How you and your office looks is also important. Keep your background simple and uncluttered, keep windows closed behind you and try to have natural lighting on your face.

#7 – Be a Television Professional
Act like you are a professional newscaster on television. Speak conversationally and directly to the camera.

Eye contact is important, and you want to speak to your audience, not just recite your presentation to a computer!

Try to keep your slides short and to the point and use them more as talking points rather than reciting your content directly from the slide.

#8 – Be Animated!
It’s OK to move around a little bit! Try to avoid appearing stiff and mechanical.

A good tip is to consider presenting while standing, using hand motions and speaking with energy and passion.

#9 – Be Engaged!
One of the most important things to master is finding a way to connect with your audience. Make use of the QA and Discussion to answer questions and engage in any discussion. And for more detailed responses, suggest the Meeting Hub for a one-on-one discussion

#10 – Be Connected!
Whether live or virtual, presenting is a relationship between you and fellow attendees. It’s easy to disconnect when you are alone speaking to a web cam. Don’t let the camera and computer be a barrier to your audience – your audience cares about what you have to say – speak to them like they are in the same room.

Presenting a virtual session, while dramatically different from presenting in front of a live audience, is skill you can master with some practice and focus.


Presenters are required to be online for the duration of their session, as attendees are able to text chat questions during sessions.

Each session will conclude with live Q&A with the Session Chair and all presenters in that session. Attendees will type questions that will be moderated by the Session Chair.

All ESA2021 attendees are encouraged to make use of the Meeting Hub to connect with fellow attendees. This is a useful tool for further one-on-one discussion outside of the session, or to answer more detailed questions in full.

Using the OnAir Virtual Conference Portal

As a virtual presenter, there are quite a few things to remember and prepare for!

When you login to the OnAir Portal, you will see a timeline view, which includes a personalised timeline of sessions, functions and any one-on-one meetings that you may have scheduled with exhibitors and/or other attendees. You’ll also see a link to the poster gallery, and the Meeting Hub.

As a presenter, you can enter your session at any time, where you can preview your session at any time.

1. Session Details (at the top of your presenter view – you’ll see the title, time, status, start rehearsal button, and you can JOIN as a Session Chair or Panelist

2. Join as Session Chair or Panelist
Selecting Joins as Session Chair / Panelist will start your session in Zoom. Ideally, you will need 2 screens – one for the zoom screen, and the other with the OnAir panel. This way, you can easily keep an eye on the Live Q&A during the session.

3. Session Timer (at the top right corner of Presenter View). This timer shows your session countdown, and upcoming session timings

4. Live Q&A
Live Q&A is a powerful question management system where you can view incoming questions from attendees.

• Clicking on the star moves the question to the top
• Clicking on the checkmark (tick) will move the question to the answered tab
• Clicking on the pencil lets you enter an answer to a question and automatically move it to the answered tab
• Clicking on the trash icon will remove the question from the system

5. Preview Panel
The preview panel gives you two preview options that you can use to preview your session:
• Show Attendee View displays a thumbnail screen of what attendees will view while in your session. (Please note that if you are a session chair or panelist, it is not recommended to use this option as the two audio tracks can be confusing).
• Show Preview is a way for you to take a quick preview of what your current broadcasted screen would look like to an attendee

6. Discussion Forum
The discussion forum is a chat function for both you and attendees to use before or during your presentation.

7. Presenter Chat
If you have more than one presenter in your session, you can use Presenter Chat to have casual chat conversations before or during your session.

8. Control Room Chat
Tech staff will be in the virtual Control Room. This chat lets you have a chat conversation with the people keeping an eye on your session.


When your session is live, you will see different things happening in your presenter view. While activity may be occurring on the far right, such as Discussion Forum or chats, you will want to keep your eye on the main area of your presenter view which are showing:
• Your Session Live Indicator and the time, showing the remaining time for your session
• Live questions appearing in the Live Q&A Panel. When you are answering questions, you may need to check the questions you have already answered