EUROSPINE

EUROSPINE 2021

6–8 October, Vienna, Austria

General Guidelines

1. Pre-record your lecture prior to the meeting


Virtual Speakers have the opportunity to pre-record their presentations prior to the meeting. You should have already received an invitation to book your pre-recording slot. Please stick to the following guidelines to ensure a smooth sessions

2. Technical equipment


Hardware
  • Ideally a laptop with integrated camera and the use of in-ear headphones (including microphone and headset; e.g. iPhone headset or AirPods or any other kind of headset).
  • Alternatively, you could use headphones only and the microphone from the laptop.
  • Please do not use the speakers of your laptop!
  • Do not use a tablet or smartphone (both do not have all functions needed for the recording) or any other device that you have to hold in your hands.

Internet
  • Modern internet connections should be sufficient for good quality. Please do not use mobile connections or instable Wi-Fi connections, but use an Ethernet cable whenever possible.
  • Make sure you test the internet and platform in exactly the surroundings that you will be using for the recording and live session.

3. Environment for recording and live session


  • Use a quiet room where you are alone. Put a sign on the door that no one should enter.
  • Your background should be neutral (ideally white or light grey).
  • Don’t use “virtual” backgrounds.
  • Make sure there is no bright light (e.g. window) behind you. If possible, have light in front of you to light your face – a bedside lamp or desk lamp will do a great job at this.
  • Ideally your camera should be right above eye level (if you have an opportunity to place your laptop higher than usual, please do so!)
  • Choose a comfortable position and adjust your camera so that your head is centrally in the image and your shoulders are visible.
  • Avoid contact between the microphone and your clothes (this creates undesired noise).
  • Silence your smartphone if you have it close by.

4. Recording details


General Information
  • The recording will be done via a Zoom call.
  • You will be able to navigate your slides yourself.
  • You will be able to do 2 run-throughs if needed (not more).

Before the recording
  • Book your pre-recording time slot with the pre-recording service provider (ESTENSIS).
  • Upload your slides on the server of ESTENSIS. Make sure your slides are 16:9. Include your COI declaration on the first slide.
  • Double-check that you have received a confirmation email with your Zoom access link and time slot.
  • Check your firewall and ensure that use of Zoom is allowed. This is sometimes not the case in hospitals.
  • Install the Zoom app to your laptop (or the device you will be using for the pre-recording and live session).
  • Before the recording starts, ESTENSIS will double-check the lighting and sound with you. You will also be able to test the slide navigation. Please follow all instructions of ESTENSIS carefully – they have a lot of experience and will help you to get the best outcome!

During the recording
  • If possible, please wear the same clothing and hairstyle, and be in the same environment for both the pre-recording and the live event, to guarantee for a seamless experience for the participants.
  • Stay seated in the same position. Do not rock back and forth in your chair and always stay in the centre of the camera picture.
  • Speak directly into your microphone and look into the camera (do not look at the small video of yourself!).
  • Do not touch your microphone.
  • Speak clearly and a bit slower than normal (like if you were speaking at a face-to-face event). Remember to make pauses.
  • After ESTENSIS has explained everything to you, allow yourself some moments to gather your thoughts and then start directly with your presentation.
  • At the end of your talk, keep the last slide up (do not end your presentation!) and pause briefly before telling the technician that you are now done. This enables a clear cutting of the recording.


5. Live session details for remote speakers & chairs


General Information
  • All speakers & moderators will be live during the live Q&A
  • You will be live via a Zoom call.

Before the live event
  • Double-check that you have received a confirmation email with your Zoom access link for the live session.
  • Check your firewall and ensure that use of Zoom is allowed. This is sometimes not the case in hospitals.
  • Install the Zoom app to your laptop (or the device you will be using for the live session).
  • Before we go live, you will have a 30 minutes dry-run to test your audio and all functions of the call.

During the live event
  • If possible, please wear the same clothing and hairstyle, and be in the same environment for both the pre-recording and the live event, to guarantee for a seamless experience for the participants.
  • Stay seated in the same position. Do not rock back and forth in your chair and always stay in the centre of the camera picture.
  • Speak directly into your microphone and look into the camera (do not look at the small video of yourself!).
  • Do not touch your microphone.
  • Please be aware of your facial expressions, even if you are not speaking. The audience will see you every time there is a discussion, even if you are not the one answering the question (the audience will not see you during the parts where a pre-recording is playing).

© EUROSPINE, the Spine Society of Europe - website by bestview gmbh page last updated on 20.09.2021