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Sessions & Presentations Information

The information on this page is directed primarily at presenters or others involved in the presentation, rather than viewing, of a 2020 TAC Conference session. Please read the information below carefully.

TAC Conference sessions will be a combination of recorded content and live content. Presentation segments will generally be recorded but played live at the scheduled session time, while Q&A or discussion segments will be live.

Preparing for your TAC Conference Session (PDF)


About  | People/Roles | Session Roll-outs | Training Webinars | Deadlines & Materials Required


About Conference Presentations

Presenters are asked to provide a recorded version of their PowerPoint presentation, saved as a MPEG-4 Video (.mp4) file no larger than 4 GB, in advance of their scheduled sessions (see deadlines at the end of this page). This is intended to minimize possible disruptions to the successful running of the live sessions due to technical or Internet issues.

If a presenter feels strongly that live exchanges with the participants, by taking polls or having other interactions DURING/THROUGHOUT the presentation, are central to its value, they can ask to present it live. In this case, the presenter will provide TAC with a standard PowerPoint, saved as a ‘PowerPoint Presentation’ (.pptx) file.

All Q&A components will be held live.

There is basic information on Microsoft.com on how presenters can record presentations using the ‘Record Slide Show’ function in PowerPoint. There are also tutorial videos on this topic on YouTube, e.g. https://ursinus.instructure.com/courses/8138/modules/items/117513. (This is an example and is not endorsed by TAC.)

People/Roles Involved in Sessions

All individuals in these roles must be registered for the Conference to be provided access to the Conference event portal and participate in the event. Everyone with a role in a session must have a functioning webcam. Contact TAC Secretariat if you need help or clarification with registration.

ORGANIZER MODERATOR PRESENTER
TAC staff who will:
  • confirm all required presentations are received, ready, and cued
  • initiate the web-conference session
  • explain session housekeeping
  • acknowledge and thank any session sponsor
  • play recorded presentations or switch screen control to any live presenters
  • facilitate Q&A portion of the session
  • end sessions on time
TAC volunteer committee members for sessions, and TAC staff for the Partner Demos, who will:
  • Provide a brief topic intro (presentation sessions – to be included in the 5-minute intro; panel discussions – length at the discretion of the moderator)
  • introduce each presenter
  • facilitate exchanges during a panel discussion
  • help the organizer end the session on time
Those either accepted to present from the ‘Call for Submissions’ process, invited to participate in a panel discussion, or corporate partner representatives presenting in a Partner Demo, who will:
  • attend or review the session training webinar
  • prepare, save and provide their recorded presentation or regular PowerPoint by the assigned deadline
  • login to the conference portal to upload/complete their bio, handouts and other relevant information
  • practice their presentation, if presenting live
  • have a functioning webcam, set to maximize image quality (TAC will provide tips) and a headset or good quality microphone
  • attend the presentation and participates in the live Q&A

Session Roll-outs

PRESENTATION SESSIONS PANEL DISCUSSIONS PARTNER DEMO SESSIONS
These will last 90 minutes (3 presentations) or 120 minutes (4 presentations)

  • Staff, moderator and presenters login 20 minutes early
  • Participants login 5 minutes early
  • Start at scheduled time
  • 5 minutes welcome/housekeeping
  • 25-26 minutes TOTAL per presentation comprised of: 1-minute intro; 15- to 20-minute recorded or live presentation; 5- to 10-minute live Q&A. (The longer the presentation, the less time available for Q&A and vice versa.)
  • IF ANY TIME REMAINS after ALL of the presentations and their individual live Q&A, the Moderator may run a general Q&A until the scheduled end time
These will last 90-minutes

  • Staff, moderator and presenters login 20 minutes early
  • Participants login 5 minutes early
  • Start at scheduled time
  • 5 minutes welcome/housekeeping
  • *15-20 minutes per presentation (intro + recorded presentation + brief live Q&A)
  • *25-40 minutes moderated live discussion & wrap up (moderator should prepare some questions in advance)
*These are guidelines/examples. The panel chair/moderator may provide more specific direction to panelists.
These will last 90 minutes (3 presentations) or 120 minutes (4 presentations)

  • These will be run in the same fashion as the Presentation Sessions

Training Webinars

TRAINING – PRESENTERS DOING RECORDED PRESENTATIONS


Watch Training Video

This webinar will:

  • provide a live demonstration of the GoToWebinar platform where you will learn how to participate as a Presenter, and how attendee questions will be handled following the presentation
  • explain how to record a presentation with voice narration in PowerPoint, and save the result as an MPEG-4 (*.mp4) file
TRAINING – PRESENTERS DOING LIVE PRESENTATIONS


Watch Training Video

This webinar will demonstrate the GoTo Webinar platform, including how to take presenter control, how the webinar and presenters will be introduced and how attendee questions will be handled following the presentation.

TRAINING – SESSION MODERATORS

Watch Training Video

This webinar will demonstrate the GoTo Webinar platform, and show Moderators how to assist the Presenter, how Q&A will be handled and participate in the presentation.

Deadlines & Final Presentations Materials

All final presentation materials (see lists below) are due:

If you present Sept 21-25 no later than September 11
If you present Sept 28-Oct 2 no later than September 18
If you present Oct 5-8 no later than September 25
For presenters providing pre-recorded presentations (most presenters)

For presenters doing live presentations (few presenters)

Upload to your account on TAC’s online conference submission portal.

  • Recorded presentation, saved as an MPEG-4 (.mp4) video file (720p resolution, max 4GB, recorded using a headset with mic)
  • 2-3 prepared sample questions, that will be provided to the session moderator, saved as a Word Document (.docx) file

Complete on your Presenter portal:

  • Presenter bio
  • Handouts of the slides or any other materials you wish to provide to session and/or conference attendees, saved as PDF (.pdf) files

Upload to your account on TAC’s online conference submission portal.

  • Regular PowerPoint, saved as a ‘PowerPoint Presentation‘ (.pptx)
  • Any ‘poll’ questions that need to be asked to session attendees, saved as a Word Document (.docx) file
  • 2-3 prepared sample questions, that will be provided to the session moderator, saved as a Word Document (.docx) file

Complete on your Presenter portal:

  • Presenter bio
  • Handouts of the slides or any other materials you wish to provide to session and/or conference attendees, saved as PDF (.pdf) files

Please submit all files using TAC’s suggested file name convention

File Name Format:

  • Session code_Presenter first initial+last name_presentation(OR)sample-questions(OR)poll-questions(OR)handouts.file format

Examples:

  • RS1_EANDERSEN_presentation.mp4
  • RS1_EANDERSEN_presentation.pptx (live presenters only)
  • RS1_EANDERSEN_sample-questions.docx
  • RS1_EANDERSEN_poll-questions.docx (live presenters only)
  • RS1_EANDERSEN_handouts.docx

Session Code must be used without a period ie. RS1, RS2, RS3 etc.

Partner Demos

  • Session code_PartnerDemo_Company name.file format

Examples:

  • PD1_PartnerDemo_3M Canada Company (OR) AECOM (OR) Morrison Hershfield.mp4 OR .pptx
  • PD2_PartnerDemo_Aurigo Software Technologies (OR) McElhanney (OR) Wood.mp4 OR .pptx 
  • PD3_PartnerDemo_IBI Group (OR) ISL (OR) Transoft Solutions.mp4 OR .pptx
  • PD4_PartnerDemo_ATS Traffic (OR) Binnie (OR) Golder.mp4 OR .pptx 
  • PD5_PartnerDemo_HDR (OR) Hexagon Geospatial (OR) Telus.mp4 OR .pptx