Important Guidelines for IDEAL Conference^® Presenters
Last Updated: October 1, 2010

Word Version of These Guidelines

(Not in any particular order)

●       Only one person should be logged in as a moderator at any one time.

●       Make sure no other applications are open or running, on your computer, other then the conferencing system application.

●       If you are presenting as a moderator, make sure that you have “Follow Me” checked.

●       Always use a hard-wired connection to the Internet.  Do not use a wireless card/wireless router or Air Card connection.  The slower connect speeds (yes, wireless speeds are slower than you think) using these methods can cause lapses in your audio.

●       Test and adjust your microphone on the day of your webinar.

●       Always conduct a live, complete, practice session on the same day as your webinar, before your live Webinar. This is the only way to determine if your system and microphone are functioning properly. Microphone settings on a PC can change daily.  Simply unplugging and re-plugging in a microphone can reset Window’s microphone controls and cause the microphone not to work.  Turning off and turning on your PC can have the same effect. Installing new applications can also have the same effect. It will then need to be completely readjusted.

●       Have an extra, tested, microphone on hand... just in case.  It’s not rare for a microphone to not work last minute or stop working in the middle of a webinar.

●       If you happen to have two PCs… we suggest that you have both PCs logged into the room.  Your second PC should be logged in as a user, not a moderator. This will enable you to monitor what your audience is seeing.  This can be very helpful.  Note: You need to turn the volume off on the second PC or you will generate an echo through your microphone that the audience can hear.

●       Make sure that, as a presenter, you have the "Follow Me" checked if you are changing the slides.

●       Speak clearly at a pace slightly slower than normal conversation. This will make the process of captioning (if applicable) easier for the captioner.

●       Always follow our guidelines for creating PowerPoint slides optimized for IDEAL Conference when developing them.  No exceptions.

●       Number your slides.

●       Always announce the number of the slide you are about to switch to. This serves many important purposes including:

o       Providing participants the reassurance that they are viewing the correct slide should you start talking off-topic.

o       Help to re-synchronize recorded webinars should asynchronous Internet delays cause you recording to become out of sync.

o       Enable participants to synchronously listen to the archived audio only while viewing (and taking notes in) in your original, actual, PowerPoint presentation;

●       Print out a copy of your PowerPoint slides and have them next to you while you present, so that you know what your slides contain.

●       As the active moderator, display your first slide before beginning your presentation and ask if everyone can see it.  If someone can't see it, send the page once again.  If they still can't see your slide, turn the problem over to someone else.  The problem is with the users PC.

●       Pay no attention to text messages from participants stating that they cannot hear you, or see your slides, unless everyone is texting that problem.

●       Do not push a new slide more often than every 10-15 seconds. 

●       Disable all sound events on your PC.  Use the following instructions:
http://onlineconferencingsystems.com/user_manual/disabling_sound_events.htm.  This will eliminate clicks being generated, from your microphone, when you speak

●       Do not include embedded videos, or try to play a video, as part of your PowerPoint Presentation. You should instead:

o       Include a link to the video you want your audience to view on a slide with a description of what the video contains;

o       Important: You should not click on this link as the presenter.

o       Tell members of your audience to individually click on the link to view the video for the next xx number of seconds.  After that they should close the window containing the video

o       You then need to click on the next slide.

o       You should then continue on with your PowerPoint presentation as usual

o       Important: Unless every member of your viewing audience has the correct player (for the video file type you are using) installed on their PC, they will not be able to view your video.  

o       We suggest that you simply refer to the video by including a link to it on the appropriate slide, along with a written description of what the video shows, and why it was included as part of your PowerPoint presentation.  You should then tell your audience (if your presentation is being recorded) that they will able to "pause" the archived recording of your session, click on the link, watch the video, close the video window, and then "resume playing" the archived recording of your webcast.