Presenter FAQ

Day-Of Presentation FAQ

How do I find my presentation?

Where can I locate my pre-recorded video and presentation discussion board?

How do I join my live Zoom presentation?

Can I see how many people have signed up for my live presentation?

How do I get in touch with SGIM staff if I need assistance?

General FAQ

What will the virtual platform look like

Will my presentation be live or pre-recorded

How do I interact with attendees on the virtual platform during my presentation?

In what time zone will the Annual Meeting Take Place?

How long will presentations be viewable on the virtual meeting platform?

Live Presentation FAQ

Where will my live presentation take place?

How do I get my personalized Zoom link?

How do I designate my co-authors as co-hosts in the Zoom meeting?

What permissions will attendees (audience) have in the Zoom meeting?

Will I have access to Zoom features such as breakout rooms or polls?

Will my live presentation be recorded?

Will an SGIM staff member be present in the Zoom room for my live presentation?

Can I join the Zoom meeting early to prepare for my presentation?

What happens if my presentation runs long?

I am a workshop presenter. Will I know ahead of time how many people will attend my workshop?

How do I prepare for my live presentation?

Pre-Recorded Presentation FAQ

What is the required length of my presentation?

How do I record my presentation?

Does my presentation need to be recorded in a specific way?

How do I upload my presentation?

Poster Presentation FAQ

How do I create my ePoster?

What are the suggested dimensions of my ePoster?

How do I upload my ePoster?

Am I required to record a short audio clip for my poster?

How and when will my ePoster be displayed on the virtual platform?

ePoster Tips & Resources

Questions?

Please contact SGIM Staff at annualmeeting@sgim.org

Prepare to Present at SGIM's Virtual Annual Meeting

Preparing to present at the 2021 SGIM Virtual Annual Meeting? Read below on how to best prepare for your presentation.


Day-of Presentation FAQ

How do I find my presentation?

  • Use the “Search Everything” bar on the Home Page to search for sessions by Title, Author, Institution, or Keyword.
  • From the Calendar Tab, you can click into specific sessions by date and time. Once within the session, you will see all sub-sessions and individual presentations within that time block.
  • From the Agenda Builder tab, you can filter your search results by date, time of day, primary category, and session type. You can also use the search bar to view specific sessions by day. Please note, the information on the Agenda Builder tab is split up by day.

Where can I locate my pre-recorded video and presentation discussion board?

Pre-Recorded Presentations: 

  • Videos will be linked via a “Click here to watch” button within the SESSION
    • Click the link to begin viewing the presentation in a new window.
    • Note that the link will take you to a page listing the presentation date and time prior to the release time
  • To participate in the discussion, you must view the chat box and presentation in side-by-side windows on your desktop or from multiple devices.
    • We recommend using the desktop planner to view presentations and using the mobile app to participate in the session discussion.
  • Discussion boxes are located at the bottom of each SESSION
    • Oral Presentations: your session discussion will take place on the SESSION level with all the other presenters in that session.
    • Clinical Updates, Special Symposia, and Posters: your discussion will take place on the PRESENTATION level. To reach the presentation level, click into your specific presentation and scroll to the bottom to join the discussion.

Live Presentations: 

  • All interaction between presenters and attendees in Live presentations will take place via Zoom. Attendees of workshops and interest groups will have access to their cameras and microphones to interact with presenters.
  • Attendees of Plenary Sessions and Distinguished Professor sessions will NOT have access to their cameras and microphones and will interact with presenters via the Zoom chat feature.

How do I join my live Zoom presentation?

Presenting Authors: 

  • Presenting authors will receive an email with a personalized link to join the virtual session as the Zoom meeting host. The email containing the personalized link will be sent about 2-3 days before your session. Please be sure to add the email address alerts@ativsoftware.com to your contacts to avoid having it blocked or routed to your spam folder. If you do not receive your personalized link, please contact SGIM staff at annualmeeting@sgim.org, or visit the help desk, which can be found under Meeting Resources on the Annual Meeting home page.
  • Presenting authors will only be able to enter the Zoom room 10 minutes prior to the scheduled start time. Attendees will be able to enter the Zoom room 3 minutes prior to the scheduled start time.

Co-Authors / Co-Presenters:

  • Co-Authors will join the live Zoom meeting from the virtual meeting platform as if they were attendees. Once the Zoom meeting starts, the Presenting Author (Zoom Host) will be responsible for granting Co-Authors Zoom Co-Host permissions.

Attendees: 

  • Attendees will join the live Zoom meeting from the virtual meeting platform. Some workshops have a set capacity and attendees will be admitted on a first-come first serve basis.

Can I see how many people have signed up for my live presentation?

  • View this Google Sheet (last updated 3:00pm ET 04/15/21) to see how many people have bookmarked your live session or added it to their personal schedule. Note: This number does not necessarily reflect the actual number of people who will attend your live session.

How do I get in touch with SGIM staff if I need assistance?

  • You can visit the Help Desk to chat with SGIM staff, which can be found under Meeting Resources on the Annual Meeting home page.
  • If you have a complicated question or a question that involves personal information such as login credentials, please email annualmeeting@sgim.org.

General FAQ

What will the virtual platform look like?

The SGIM 2021 Annual Meeting will take place on Event Pilot, which features both a Desktop Planner and a Mobile App. To get the most out of your virtual meeting experience, we suggest using both the Desktop Planner and Mobile App at the same time. Event Pilot allows attendees to interact with one another via the app. Attendees can also browse through all the sessions and bookmark or add them to a personalized schedule. Registered attendees will be given access to the platform prior to the start of the meeting to familiarize themselves with the look and feel of the site and complete their profile.

Will my presentation be live or pre-recorded? 

Most sessions for the virtual meeting will be pre-recorded and broadcast on the platform at the specific time listed in the presenter's invitation. Although these sessions will be recorded prior to the meeting, there will be a live-chat Q&A element. Presenters will be given access to a live Q&A chat box and will be expected to be available and actively participating by answering attendee questions and comments at the time the session is broadcast on the site. This will give the feel of a live session and allow attendees to interact with presenters in real time. Presenters may also choose to provide their contact information and continue conversations with attendees via email at the end of the presentation. At the conclusion of the presentation, the pre-recorded videos will be available on-demand on the platform for those who may have missed it or would like to view it again. Live sessions will take place on Zoom within the meeting platform. 

IMPORTANT: At least one presenter MUST be available to participate in the live chat at the specified time of their presentation in order to be included in the virtual meeting.

The following presentations will be pre-recorded:

  • Clinical Updates
  • Clinical Vignettes
  • Innovations in Healthcare Delivery
  • Innovations in Medical Education
  • Scientific Abstracts
  • Special Symposia

The following presentations will be conducted live via Zoom

  • All Distinguished Professor Sessions
  • Interest Groups
  • Mentoring Panels
  • Plenary Sessions
  • Workshops (including TEACH and VA Special Series)

How do I interact with attendees on the virtual platform during my presentation?

You are expected to be logged in and available on the platform at the specific time and date listed in your invitation to interact with attendees and answer questions via TEXT chat box. If you are unavailable at the time listed in your invitation, one of your co-authors may step in for you. Please login to your ScholarOne account to view your invitation. Interaction with attendees in live sessions will take place within the Zoom room. 

In what time zone will the Annual Meeting Take Place?

The time zone of the Annual Meeting is Eastern Time. 

How long will presentations be viewable on the virtual meeting platform?

Pre-recorded presentations and posters will remain viewable on the virtual meeting platform for two weeks after the annual meeting. 


Live Presentation FAQ

Where will my live presentation take place?

The Annual Meeting itself will be hosted on a platform called Event Pilot. All live presentations will take place via Zoom meeting through the platform. Attendees and co-authors will be able to access the Zoom link from the platform and Presenting Authors will receive an email with a personalized link to join the virtual session as the Zoom meeting host.

How do I get my personalized Zoom link?

Presenting authors will receive an email with a personalized link to join the virtual session as the Zoom meeting host. The email containing the personalized link will be sent about 2-3 days before your session. Please be sure to add the email address alerts@ativsoftware.com to your contacts to avoid having it blocked or routed to your spam folder.

How do I designate my co-authors as co-hosts in the Zoom meeting?

You will join the Zoom meeting from the personalized link and your co-presenters will join as if they were attendees from the virtual meeting platform. Once the Zoom meeting starts, you as the host will have the ability to designate your co-presenters as co-hosts.

What permissions will attendees (audience) have in the Zoom meeting?

Attendees will all be muted upon joining the meeting but will have the ability to turn on/off their microphones and cameras. As the Zoom meeting host, you can control the microphone and camera of any attendee in the meeting.

Will I have access to Zoom features such as breakout rooms or polls?

As the Zoom meeting host, you will have access to all the available Zoom features. The Zoom meeting host will be responsible for creating and managing breakout rooms if they wish to use them as part of their workshop. Please see this article on how to create and manage breakout rooms: https://support.zoom.us/hc/en-us/articles/206476313

Will my live presentation be recorded?

All live presentations will be automatically recorded. Presentation recordings will NOT be made public. All sessions/original materials uploaded for presentation at the SGIM meeting are copyrighted by the Society of General Internal Medicine. SGIM reserves the right to reproduce, adopt, publish, perform, or display this work as educational materials for our members.

Will an SGIM staff member be present in the Zoom room for my live presentation?

SGIM staff will NOT be in the live session room with you but will be reachable on the platform if you have questions, concerns, or technical difficulties.

Can I join the Zoom meeting early to prepare for my presentation?

Presenters will be allowed to join the live session up to 5 minutes early to rehearse and prepare. Attendees will be allowed to join the session 3 minutes prior to the scheduled start time. The Zoom room will automatically close at the schedule end time.

What happens if my presentation runs long?

Please keep an eye on time; the Zoom room will automatically close and kick everyone out at the scheduled end time. The email you will receive 3 days prior to the meeting which contains your personalized link will also contain a timer link which you can use to make sure you stay on track.

I am a workshop presenter. Will I know ahead of time how many people will attend my workshop?

Participants will choose workshops by adding them to their personal schedule in Event Pilot. SGIM will send the number of people who have added workshops to their personal schedule to workshop presenters prior to the meeting. This number does not necessarily reflect the number of people who will participate in the workshop.

How do I prepare for my live presentation?

1. View all presenter training materials: 

2. Before your presentation: 

  • Check your computer by joining this test meeting from Zoom http://zoom.us/test. You can test your audio and video. Try out the buttons you see - not all features may be enabled in this test.
  • Learn how to share your screen.
  • Test your internet speed and connect to ethernet if possible: https://fast.com/
  • Use headphones with a built-in microphone. 

3. IMPORTANT: on the day of your presentation, you must join your session using the personalized link in your email, NOT from the Event Pilot platform. This link is what designates you as a presenter and not an attendee. 


Pre-Recorded Presentation FAQ

What is the required length of my presentation?

Clinical Updates & Special Symposia:

  • Presentations will be 60 minutes in length. 

Oral Abstracts:

  • Presentations will be 10-12 minutes in length. Oral Abstract recordings longer than 12 minutes in length will not be accepted. 

How do I record my presentation?

Clinical Updates & Special Symposia: 

Presenters will record their presentations with our AV partner, CMI. Presenters should have received an email with a link to schedule a recording time. Please contact annualmeeting@sgim.org if you did not receive this link. Recording must be scheduled no later than March 31, 2021.

  • Note: Please coordinate with your co-presenters in scheduling a time you are all available to record. You will be able to add their emails in the schedule request so that they will receive a copy of the confirmation email with the Zoom link for the recording session.

Oral Abstracts: 

Presenters will be responsible for recording their own presentation. The means by which you record are your choice so long as the video is 10-12 minutes long and is uploaded by the deadline in the appropriate file type (MP4, MOV, WMV, AVI). 


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 a 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.

  • 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 with multiple people, make sure all participants are muted besides the person speaking. 

Does my presentation need to be recorded in a specific way?

Clinical Updates & Special Symposia:

Presenters will record their presentations will our AV partner, CMI. Presenters should have received an email with a link to schedule a recording time. Please contact annualmeeting@sgim.org if you did not receive this link. Recording must be scheduled no later than March 31, 2021.

Oral Abstracts:

The means by which you record your presentation are up to you. Some presenters use a tool such as Zoom to record themselves and their co-authors while sharing slides. We would love to see your face on screen since we can’t see you in person, but using your camera is optional. If you prefer to record only your voice over a slide deck, you may do so as long as the file is uploaded in the appropriate file type (MP4, MOV, WMV, AVI). 

How do I upload my presentation?

Clinical Updates & Special Symposia:

Presenters will record their presentations will our AV partner, CMI. Presenters should have received an email with a link to schedule a recording time. Please contact annualmeeting@sgim.org if you did not receive this link. Recording must be scheduled no later than March 31, 2021.

Oral Abstracts: 

Presenters will upload their recording via Box site: https://www.sgimupload.com/ . Oral Abstract presentations must be uploaded no later than March 31, 2021.


Poster Presentation FAQ

How do I create my ePoster?

Design your Poster the same way you would design it for printing it for a poster hall. Instead of printing your poster, a PDF file of your poster is loaded into the platform, turning it into an ePoster.

What are the suggested dimensions of my ePoster?

Generally, posters are suggested to be designed at 36" high by 48" wide or 91.4 cm high x 121.9 cm wide. This matches a 3:4 screen ratio. Many new devices and modern laptop screens have a wider screen with a 16:9 ratio. This would match a 36" high by 64" wide size

Setting Slide Size in Microsoft PowerPoint:

  1. Open up PowerPoint and choose a 'blank' slide
  2. On the navigation bar, select the Design ribbon
  3. Choose Slide Size > select Custom Slide Size > enter 48" wide and 36" high (or 64" wide by 36" high for widescreen) > press OK
  4. After designing your poster, generate a PDF file of your poster.

Setting Document Size in Google Slides:

  1. Go to slides.google.com and create a new presentation with a single slide
  2. Go to File > Page Setup
  3. Select Custom > enter the width first at 48, then the height at 36 (or 64 wide by 36 high for widescreen) > select Inches from the drop down > press Apply 

How do I upload my ePoster?

You will receive an email from alerts@ativsoftware.com on April 1, 2021 with information on how to access the speaker portal and upload your presentation. Please be sure to add this email address to your contacts to avoid having it blocked or routed to your spam folder. If your presentation is not uploaded by April 12, you will not be allowed to present, and your poster will be removed from the meeting listing.

Click here for more information on uploading your poster.

Am I required to record a short audio clip for my poster?

Yes, SGIM is requiring that all poster presenters record a short (max 3 minutes) audio description of their poster. This recording serves as the short talk you would have given with your poster in person. This will be done directly through Event Pilot via the Speaker Upload Portal. You MUST use Chrome as your browser when using the audio recorder. You will receive an email from alerts@ativsoftware.com with information on how to access the Speaker Upload Portal and record your audio clip. Please be sure to add this email address to your contacts to avoid having it blocked or routed to your spam folder. The Speaker Upload Portal will be open April 1-12, 2021.

How and when will my ePoster be displayed on the virtual platform?

New this year: Posters will be available to be viewed throughout the entire meeting. Posters will still be highlighted in a poster session each day. You or a co-author are asked to be logged in to the platform and engaged in the session at your scheduled time via the session TEXT chat box.

ePoster Tips & Resources: