CNI Spring 2020
Virtual Membership Meeting
Tips, Suggestions and Related
Information for Presenters
1. Scheduling your webinar
A link to a signup spreadsheet was emailed to all presenters; please contact email@example.com if you did not receive the link. Before finalizing your webinar date/time, please keep the following in mind:
*Consult with co-presenters (if applicable) to determine a date/time that suits all, but have just one presenter serve as your group’s primary contact should we need to consult with you re. scheduling ONLY (all speakers will continue to receive general notifications re. presentations regardless of whose name you put on the scheduling signup sheet – please notify us if any of your co-presenters did not receive this message and we will add them to the distribution list).
*There are 2 types of time slots: 30-minute and 60-minute; please be sure to sign up for your ASSIGNED session length, as identified in the original acceptance email you received from us in early March. If you cannot find this information, contact Beth Secrist (firstname.lastname@example.org).
*Once selected, please do not change a claimed time slot on the sign-up spreadsheet – notify CNI staff if you need to make a schedule change. Once your webinar schedule is set, we’ll be on a very tight schedule, transferring that information to other platforms and working hard to communicate webinar schedules to participants. If you absolutely must reschedule your webinar, please contact Beth Secrist (email@example.com) and we will try to accommodate.
*All times on the signup spreadsheet are Eastern Daylight Time – please factor this into your planning.
*Plan to share/run your slides from your own computer during the webinar – contact Beth Secrist (firstname.lastname@example.org) to arrange a practice session if you are unfamiliar with this process, or would just like an opportunity to run through it in advance of your session.
*Webinars will be conducted through Zoom; someone from CNI will host each Zoom meeting.
*Please sign up by April 2nd if at all possible; joining instructions and additional information will be emailed to you prior to your webinar – please contact us if you have not received instructions 2 days prior to your webinar.
2. Preparing for your webinar
*We plan to record all sessions and make videos openly available on CNI’s video channels and on your CNI project briefing page after the webinar. Please notify us right away if you prefer that your webinar NOT be recorded.
*Download Zoom onto your computer if you do not already have it: https://zoom.us/support/download
*If you are unfamiliar with Zoom webinars, set up a practice session with a member of the CNI staff. Email email@example.com at least 3 days prior to your webinar to schedule a practice session.
*Practice your presentation before your webinar to be sure you are well within your allotted time. Remember to leave time for Q&A (at least 10 minutes for 30-minute sessions; about 15 minutes for 60-minute sessions).
*The online environment offered by Zoom includes several tools that can be used to engage your audience, such as polls (if you want to use these please be in touch with us in advance); there’s also a chat stream that can be very useful for sharing URLs to resources during your talk.
3. Presenting your webinar
*The better your network connection the better your presentation will go.
*Plan to login 15 minutes prior to your scheduled webinar time to double-check that everything is running as it should be.
*A CNI staff member will serve as your webinar “host” to provide support. The host will welcome attendees, provide some guidance to participants, and introduce the speaker(s). Please alert the host about whether you intend to take all questions at the end of your presentation or whether you will pause at several points for questions. The host will “feed” you questions from the audience so that you do not have to keep up with it in real time. The host will signal when time is at an end and thank you and participants before ending the webinar.
*You have the option of accepting questions during your presentation or reserving all questions for after. The Q&A tool in Zoom allows attendees to submit written questions (with the option of remaining anonymous). Time permitting, attendees can virtually raise their hands to have their audio activated to pose questions or make comments audibly – the CNI host will manage this process to allow you to focus on your presentation. Chat will also be available for panelists to communicate with the host or other panelists and post information to be shared with attendees. Registrants may use chat to converse with other attendees individually or as a group. Chat addressed to everyone is included as part of the video recording.
4. After your webinar
Please be sure to share your slides with us so we can add them to your project briefing page: https://www.dropbox.com/request/GeTPpoY3bYoCrrLTKRk0
Thank you for participating in CNI’s Spring 2020 Virtual Membership Meeting!