Information for Presenters
Oral Presentations : Speakers, please plan to stick to your allotted time and allow 4-5 minutes for questions. All oral presentations will be captured by video and posted in the Summit forums for off-line viewing.
In-Person talks: Because we will share your presentations on Zoom with our virtual attendees, we need to upload your talks to the podium computer (an Apple laptop) before your session. Please bring your PowerPoint file on a portable drive (we also have a USB flash drive available), or use the Summit File Upload Site to share your file with us. Be sure your file is named starting with your last name. We will collect all talks during the break prior to your session. We have a clicker/laser pointer at the podium with fresh batteries you can use.
Remote presenters: will present their talks live by screensharing on Zoom.
Virtual Poster presentations: Virtual posters will take the form of a pdf of the poster, as well as a 5-7 minute video of yourself narrating your virtual poster (as a series of PowerPoint slides via Zoom). Instructions for recording your video are below. Please submit your poster files to us using the Summit File Upload Site here. Deadline: Saturday, August 1st.
Poster Presentations: Printed posters should be 4 feet wide by 3 feet tall. We will have poster boards and clips for you to hang your poster. Posters can be set up on Wednesday afternoon or Thursday morning.
We are asking all poster presenters (virtual and in-person), to also submit your poster to us as a pdf file, so we can post it in the Forum so Virtual participants can see them. We will take care of posting the file for you.
All Poster presenters are also invited to join the Virtual Poster presenters in submitting a 5-7 minute video of yourself narrating your poster. This will enable the virtual participants to get a better understanding and fuller experience of your work.
Submit your poster files to us using the Summit File Upload Site here. Deadline: Saturday, August 1st.
Lightning Round signups: We have room for additional lightning round presentations (3 min each) on Wednesday afternoon. These will be allotted on a first-come-first-serve basis. Please let us know if you are interested in a slot, or you can spontaneously get in line at the meeting. You can present slides if you’d like. You are welcome to use your time to present any topic you’d like that you think would interest the community.
Here is a complete walkthrough for recording yourself presenting slides on Zoom and then trimming the video afterward.
Part 1: Set Up Zoom for Recording
1. Open Zoom and start a new meeting (you can meet with just yourself — click "New Meeting" from the Zoom desktop app).
2. Enable local recording (if not already on):
- Click the gear icon (Settings) → Recording tab.
- Make sure "Local Recording" is enabled, and note the storage location if you want to change it.
3. Turn on your camera so you appear on screen while presenting (click the camera icon in the toolbar to make sure it's on).
Part 2: Set Up PowerPoint
1. Open your PowerPoint file.
2. Start the slideshow in full-screen mode.
Part 3: Share Your Screen in Zoom
1. Back in Zoom, click Share Screen in the toolbar.
2. Choose the window/screen showing your full-screen slides.
3. Click Share.
4. Make sure to position the small video window of yourself in the corner.
Part 4: Record (please aim for a total video length of 5-7 minutes).
1. Find the Zoom toolbar (usually at the top of the screen) and click Record (it may be hidden in “More”→ Record on this Computer.
2. A small "Recording..." indicator appears in the top-left corner.
3. Present your slides as normal, advancing them with your arrow keys, clicker, or mouse.
4. When finished, click Stop Recording (or More → Stop Recording), then End Meeting.
Part 5: Save the Video Locally
1. After ending the meeting, Zoom will show a "Converting meeting recording" progress bar. Let it finish.
2. Once done, Zoom automatically opens a folder that contains your video file ( has a .mp4 extension), as well as an audio file and transcript file (these are not needed).
3. By default, recordings save to:
- Mac: `~/Documents/Zoom/[meeting name/date]/`
- PC: `C:\Users\[YourName]\Documents\Zoom\[meeting name/date]\`
4. Copy the `.mp4` file wherever you'd like to keep it.
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Part 6: Trim the Video
On a Mac (using QuickTime Player — free, built-in)
1. Locate your `.mp4` file and right-click → Open With → QuickTime Player.
2. Once open, go to Edit → Trim (or press ⌘T).
3. A yellow trim bar appears at the bottom with handles on each end.
4. Drag the left handle inward to cut the beginning, and the right handle inward to cut the end.
5. Click Trim to apply.
6. Go to File → Export As, choose your quality (e.g., 1080p), and save it as a new file so you keep the original untrimmed version as backup.
On a PC (using the free Clipchamp app, built into Windows 11/available on Windows 10)
1. Open Clipchamp (search for it in the Start menu; it comes pre-installed on Windows 11 or is free from the Microsoft Store).
2. Click Create a new video, then Import media and select your `.mp4` file.
3. Drag the clip down onto the timeline.
4. Click on the clip in the timeline — trim handles appear at each end.
5. Drag the left edge inward to trim the start, and the right edge inward to trim the end.
6. Click Export (top-right) and choose your resolution to save the trimmed video.
(Alternative for PC: the classic Photos app also has a basic trim tool — open the video in Photos, click Edit & Create → Trim, adjust the handles, and save a copy.)
Part 7: Upload your files
Submit your poster files to us using the Summit File Upload Site here. Deadline: Saturday, August 1st.