IT Summit Virtual Presentations

Zoom Webinar Features

The sessions will be Zoom Webinars.

Each session will have: 

  • A session MC who will start things off 
  • Panelists who will take turns presenting their projects 
  • A Q&A monitor who will manage the Q&A queue 
  • Summit staff who will be ready to assist  
  • Attendees 

We will use Zoom’s Spotlight feature to have the MC and Panelists as the featured videos. 

In a Webinar, attendees are “view only” with more limited interaction abilities. They can: 

  • Use Chat as usual. We are generally planning for Chat to be unmonitored. 
  • Enter a text question with Q&A. Your session’s Q&A monitor will be able to re-order questions, answer them via text, and/or have them answered verbally then checked off. 
  • Indicate the Raise Hand and Thumbs Up icons. 
  • Respond to Polls. 

In addition, an attendee can be changed to a Panelist if you want to allow them to verbally ask a question or participate in the discussion. 

Best Practices for Presentation Design

Visual

Since we are not all going to be together in the Student Union, we would like to “unify” the experience by using IT Summit branded materials. Please visit the Box folder to download for use: 

  • IT Summit PowerPoint template 
  • IT Summit Zoom virtual backgrounds 

If you would like an IT Summit logo to customize your own Zoom virtual background or other presentation elements, let us know at itsummit@arizona.edu

Content 

Everybody’s been sitting in front of Zoom for the past 6 months. We want these sessions to be inspiring and engaging, to keep people’s interest! 

Panelists will have 5-10 minutes to give an overview of their session topic. That’s just enough time to briefly: 

  • Give some context, like how your use case came about (request from Dean, opportunity to optimize a recurring issue, etc.), who your constituent users are, what problem the solution solves, who’s utilizing the data/backend 
  • Demonstrate your use case, such as screenshots in a slideshow or a quick demo 
  • Share outcomes, like metrics of usage and/or efficiencies gained, feedback from users/leadership, lessons learned if you were to do it again 

Build in as much variety and interaction as possible! 

  • Design a Zoom Poll to deploy during your session. (Submit your poll to itsummit@arizona.edu ahead of time for adding to the session.) 
  • Include a question they can respond to with the Raised Hand or Thumbs Up icon. 
  • Add a comic panel or funny video to your presentation, if appropriate. 
  • Switch between Share Screen and your camera, rather than leaving the PowerPoint/screen up when not being referred to. See tips on PowerPoint Sharing.  

The latter part of the session will be Q&A/panel discussion. It’s good to be prepared with some questions to answer yourselves if the audience hasn’t submitted any. 

Consider practicing your presentation with your teammates to ensure your content can be covered in the session time allotted: 45 minutes. 

Best Practices for Zoom 

Internet Connection 

  • If possible, plug your computer directly into your modem with an Ethernet cable instead of using Wi-Fi. 
  • Minimize other uses of Wi-Fi in the area during your session. Uploading, downloading, and streaming especially eat up bandwidth. 

You on Camera 

  • Dress professionally. Avoid busy patterns, scarves, or accessories that can interfere with your camera and audio. 
  • Light your face. If you can’t face a window, add a lamp in front of you, behind your computer. 
  • Ensure your background is uncluttered, in case you turn off your virtual background.  
  • Raise your laptop, such as on a small box, and place your Zoom window at the top of your screen so your eyes will focus near the camera. 
  • Find a quiet place to present and pause your desktop and cell phone notifications to cut down on background noise. 
  • Use a headset with a mic, if available. This is the best way to cut down on ambient noise. 

Computer & Zoom Prep 

  • Launch your Zoom app and go to your profile picture in the upper right corner. Go down to “Check for Updates” and install any updates if you are not running the latest version. 
  • Make sure you are logged in to the Zoom app with your @email.arizona.edu account. If you are not, sign out and sign in again using the “Sign in with SSO” option. 
  • Quit any programs and close any windows you are not using for the presentation. 
  • Depending on your broadband capacity, you may need to turn off HD camera, virtual background, and even all camera for session quality. Find more advice at Zoom Connection Quality Tips

Best Practices for PowerPoint 

  • Remember that you are the presenter, not PowerPoint. Use your slides to emphasize a point, keep yourself on track, and illustrate a point with a graphic or photo. Don’t read the slides. 
  • Limit text to short fragments/headlines, not sentences (6-8 lines per slide, no more than 30 words per slide). 
  • Keep your font size 24 or bigger.  
  • Use easy-to-read fonts such as Arial, Calibri, or Times New Roman. Use a funky font only sparingly for a graphic effect.
  • Leave out the sound effects and background music, unless it’s related to the content being presented. 
  • Proofread, proofread, proofread. 
  • Prepare and practice to ensure any demos run smoothly.