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Presenter Toolkit


This toolkit is intended to support presenters in their preparations and address some questions. This page will be updated as new details and information is acquired. Please email clt@dal.ca if you have any questions or instructions are unclear.Ìý

The Basics

Time zone

Halifax is in the Atlantic time zone. The May 2 (online) session page highlights the different Canadian time zones.  

Conference location

On May 1, the conference is being held in person in the Kenneth C. Rowe Management Building located at on the ±«Óãtv University campus, 6100 University Ave, Halifax, Nova Scotia.

On May 2, the conference is being held virtually on the Microsoft Teams platform.

Attendee details

Attendees will not be asked to register for individual in-person or online concurrent sessions, so we are unable to provide registration numbers for each session. To assist with your session planning, the DCUTL planning committee will be in touch periodically with updated registration numbers for the conference as a whole and will provide a final registration number on the morning of April 29, 2024. 

Recording of sessions

The concurrent sessions will not be recorded. 

In-Person

  • Please arrive 15 minutes before your session.

  • Some 50 minutes session will be back-to-back. If you are presenting during a back-to-back session, please arrive 15 minutes before the first presentation begins. It will allow time to load your presentation onto the computer.  

  • Please bring your presentation on a USB drive. This is essential to having the conference run smoothly.

  • There will be 5 minutes between sessions to allow time for the second presenter to share their slides. 

Online

  • You can set up a Teams test run with or without your host prior to the session.

  • Please arrive 15 minutes before your session.

  • For back-to-back online sessions, it is not recommended that presenters go in right before their presentation to practice as the other group may be there.

  • 90-minute sessions have their own rooms. Presenters can access the room right before their session.

  • There will be 5 minutes between sessions to allow the second presenter to share their slides.

  • If you are sharing a video on Teams, please test the video prior to the conference.

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Room Hosts

Each session will be assigned a room host who is a member of the ±«Óãtv University CLT team. Hosts will be reaching out directly to presenters to introduce themselves and inquire about any further questions you may have or supports you may need for your session. If you are presenting online, they will be sending you a Teams calendar invitation for your session day and time. The roles of the hosts are as follows:

In-Person

  • Communicating with presenters regarding their needs prior to and during their session. 

  • Being available 15 minutes prior to each session to assist with any last-minute details/supports. 

  • Introducing speakers (if desired) 

  • Notifying presenters if allotted time is ending. 

Online

  • Sending a calendar invite to online session presenters for their time/day slot. 

  • Communicating with presenters regarding their needs prior to and during their session. 

  • Being available 15 minutes prior to each session to assist with any last-minute details/supports. 

  • Introducing speakers (if desired)  

  • Notifying presenters if allotted time is ending. 

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Additional Information For Online Presenters

Links to the session room

As a presenter, you will receive a meeting invitation from your room host, which will include the link to your session.  All presenters and attendees will also receive a linkable schedule to sessions.

Communicating with attendees during your session

Attendees will have access to the chat. Allowing attendees to have their cameras on will be at the discretion of the presenters, and can be arranged with their room hosts. 

Sharing slides beforehand

If you wish to share your slides with your assigned room host as a backup, please communicate this option with them and slides must be shared no later than April 29, 2024. 

Chat monitoring support

It is the responsibility of the presenters to monitor the chat, however, if you wish to have support during your session, please reach out to your room host. 

Software best browser / technology preparations

To ensure good quality audio, we recommend using a high-quality microphone and headphones to prevent audio feedback. A headset would also work well. It is recommended that presenters plan to use a laptop or a desktop computer rather than using a mobile device.  

Virtual presentation best practices

  • Make sure your background is clear, your face is well-lit. Virtual or blurred backgrounds can significantly slow down your network, so their use is not recommended.  

  • Test out different audio options; headphones with mic vs. stand-alone mic. 

  • To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking. 

  • Leave time for questions. You can prompt people to ask questions in the chat or raise their hand. 

How do I share my slides during the session?

Teams Meetings: In Microsoft Teams, you can show your desktop, a specific app, presentation, or any file while in a meeting. To learn more, . You can also practice this with your room host before the session.

When can I access the room I will be presenting in?

A room host will be available 15 minutes prior to the session to assist you with any concerns and you may also reach out prior to the event with any questions.

When can I access the virtual space?

A room host will be available 15 minutes prior to the session to assist you with any concerns and you may also reach out prior to the event with any questions. We recommend that you access your virtual presentation space 15 to 30 minutes before the start of your session so that you have time to introduce yourself to the room host, share any presentation materials, and get comfortable with the technology before participants join the room.  

Can I test my presentation in advance?

Teams Meetings allow presenters to join the session room at any time before the conference to test screen-sharing and play around with the options. Presenters will not need to download software to access the rooms, although you will have access to more features and may have a better user experience if you do. (The first time you enter a Teams session, you will be prompted to .) 

Who do I contact for technical help if I continue to have access problems after troubleshooting on my own?

Connect with your assigned room host. You can also connect with ±«Óãtv ITS Services at 902-494-HELP or support@dal.ca