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Oral Presenter Guidelines

Live Oral Presentation Hours

13-17 December

08:00 – 15:45 CST (UTC−6)

Live Oral Session Format

Oral discussion sessions are hybrid (mix of in-person and online presenters) and online-only. Each discussion session will be 75 minutes in length, featuring brief overview presentations from each presenter and time for audience Q&A and discussion, all moderated by the session chairs. Presenters will prepare and present one to three slides for use during their overview presentation.

Online presenters can present and participate in both hybrid and online-only sessions. All attendees can participate and ask questions in-person or online during hybrid sessions.

Both hybrid and online-only oral discussion sessions will be recorded and available for on-demand viewing by attendees during the rest of the meeting. Oral discussion sessions will use Zoom Webinar, which allows the chairs and speakers to be in a panel view. Technical support will be available for each session. Many sessions will also include a student volunteer and/or an AGU staff representative to assist and help moderate questions. In joining these, all attendees will be offered the option of using a web browser rather than the Zoom app. Most major participant functions are supported in the browser, including sharing screens, chat and breakout rooms. View a full list of functions and information on supported browsers here.

In addition to the scheduled oral discussion session, presenting authors will also prepare a 15-minute (maximum) pre-recorded presentation and upload it by Tuesday, 7 December to be available for viewing by registered attendees beginning at the start of the meeting. Pre-recordings will be available for on-demand viewing only and WILL NOT be presented during the live discussion sessions.

Pre-recorded oral presentations and overview slides can be uploaded via AGU’s presentation management system beginning in early November. The deadline to upload presentations and overview slides online is 7 December. This deadline will allow chairs and staff to assure availability and quality of all presentations and have the presentations ready for registered attendees to view by the start of the meeting.

Presenters must register

Presenters must be registered for the Fall Meeting to participate in the live discussion sessions (either in-person or virtually) and for their pre-recorded presentations to appear in the online program. The abstract submission fee does not register you for the meeting. Separate registration fees apply. All presenters must register to attend AGU Fall Meeting.

Questions? Please contact the AGU Scientific Program Team.

Questions?

Please contact the AGU Scientific Program Team.

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To prepare for your session, please review all the information below.

All oral presenters will create a 15-minute (maximum) pre-recorded presentation for on-demand viewing only. Pre-recordings WILL NOT be presented during the live discussion sessions.

Oral presenters will receive an email by early November with specific instructions on how to create and upload their pre-recorded presentations.

Presenters may choose to use one of the following optional presentation templates.

1. Option 1
2. Option 2

Pre-recorded oral presentations will be uploaded via AGU’s presentation management system beginning in early November.

The deadline to upload pre-recorded oral presentations is 7 December at 17:00 EST (UTC -5).


All oral presenting authors will also prepare one to three slides in PowerPoint format that provide an introduction and brief summary of their full pre-recorded presentation. These will be shown by the presenter during the live hybrid and online-only oral discussion session.

Presenters may choose to use one of the following optional presentation templates.
1. Option 1
2. Option 2

Overview slides will be uploaded via AGU’s presentation management system beginning in early November.

The deadline to upload overview slides is 7 December at 17:00 EST (UTC -5).

We recommend this three-slide format for your brief summary presentation:

  • Slide 1: Address the importance/motivation for the project or the problem being addressed with your work.
  • Have a relevant image on this slide that allows you to discuss the motivation for the project.
  • Slide 2: Show 1-2 key results or take-aways from the project. These results should be shown primarily with visual evidence that you can discuss, not just words.
  • Consider a take-away message at the top of the slide and visuals on the body of the slide that you can discuss. Avoid bulleted lists.
  • Slide 3: Discuss the significance or broader impact of your findings to the AGU community or to the theme of your session.
  • Consider including your contact information on the bottom of this slide so attendees can follow-up with you if needed.

Remember: Do not try to give the entire longer presentation in this condensed time period. Think of the summary presentation as highlights of the key messages from the longer recorded talk and a primer for Q&A and discussion to follow. It is essentially an "elevator pitch" for your project.

Speaker Ready Room Hours

Sunday: 12:00 – 18:30
Monday: 06:00 – 18:00
Tuesday to Thursday: 07:00 – 18:00
Friday: 07:00 – 15:00

Location: TBD

All in-person speakers are required to check into the on-site Speaker Ready Room at least 24 hours before their presentation, even if they have uploaded their overview slides via the presentation management system. This is required to ensure you verify that fonts and images are displayed correctly.

When reviewing your overview slides in the Speaker Ready Room, make sure all fonts appear as expected and all audio/video clips are working properly. You may edit your overview slides at this time if needed. When you have finished reviewing your slides and verifying they are ready, the audiovisual staff will queue them for use in the oral session room.

Important Reminder

We recommend you bring at least two copies of your overview slides file (on CD-ROM, DVD, or USB storage device) to the meeting in case there is an issue with your uploaded file.

*If you are unable to visit the Speaker Ready Room 24 hours before your session, please go to the Speaker Ready Room as early as possible before the start of your session. Checking in at the Speaker Ready Room on-site is the most important step you will take to ensure your presentation is a success. Those presenting on Monday, 13 December must check in on Sunday, 12 December between 12:00 and 18:30. If your presentation is scheduled for Monday, and you do not arrive in New Orleans until late Sunday or Monday, please check into the Speaker Ready Room as soon as possible before the start of your session.

Security

  • You will be required to provide identification in order to submit your presentation and also to access it in the Speaker Ready Room; presentation media is returned to the speaker.

  • USB ports and CD/DVD drives on the computers are disabled so no presentations can be copied; external storage devices will not function on the meeting room computers.

  • Cameras and video equipment are not permitted in the Speaker Ready Room. If you have any questions regarding the specifications for presentations, please email our A/V partner, Projection.

AGU is excited to offer training for the presenters and chairs of #AGU21 Fall Meeting. These trainings will offer practical, research-based advice on presenting your work in understandable and persuasive ways, with tips for delivery. Please check back for an updated schedule of trainings, office hours, and presenter resources.


To prepare for your in-person or online participation, please review the information below.

Please keep these tips in mind as you prepare for your presentation:

  • Discuss the material as reported in your submitted and approved abstract.

  • Be considerate of other speakers and the audience by staying within your allotted time for your brief summary. Session chairs will hold you to the allotted time, which is essential to ensure adequate time for questions and discussion with the online audience.

  • Take time to rehearse your brief presentation. If your presentation runs longer than your allotted time, eliminate the least essential material and rehearse again.

  • Prepare your overview in advance so that your ideas are organized logically and your points are clear.

  • Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences. Some viewers may be using online translation services.

What is required of the presenter?
Presenters will give a brief introduction and overview of their pre-recorded presentation and will participate in moderated Q&A with the other authors, chairs and registered attendees in the session.

What is the role of the session chair?
The session chairs will moderate the session, introduce presenters and moderate Q&A with the presenters and attendees.

Will there be technical support?
Yes, technical support will be available to help with any technical issues, assist in managing online questions and beginning and closing live sessions.

Online-only sessions and events at the AGU Fall Meeting will make use of Zoom Webinar. In joining these, all attendees will be offered the option of using a web browser rather than the Zoom app. Most major participant functions are supported in the browser, including sharing screens, chat and breakout rooms. View a full list of functions and information on supported browsers here.

Using the Online Presentation Platform

  • All presenters must be registered for the meeting to access the online platform. Please register at least 24 hours in advance of your session to ensure you have no delays or difficulties logging in to the online meeting platform.

  • Presenters will log in to the online platform 20 minutes prior to the start of the session.

  • Further instructions and access information will be provided closer to the meeting start date.