Presenter Resources

QUICK LINKS

Land Acknowledgement  •  Inclusive Language  •  Inclusive Presentations & Meetings
Accessibility Guidelines  •  Slide Show Template  •  Recording Your Session  •  Marketing Templates

Congratulations on having your session accepted for #ACPA21! Over the coming months, additional resources will be posted to address your success as a presenter at #ACPA21. Below you will find helpful information for presenters.

Land Acknowledgement

As you know, this year’s virtual experience provides us with a unique opportunity to learn and share.

As in years past, we will be utilizing land acknowledgements to begin every session at ACPA21. In lieu of a centralized Land Acknowledgement and because each presenter may be in different occupied lands, we are asking that presenters read their own Land Acknowledgement statement from their location. We believe that this will encourage attendees to learn about the Native, Indigenous, and Aboriginal communities in their area while also recognizing the local impact on these communities.

For more information on the process of creating a Land Acknowledgement, please see the resources below:

  • A Guide to Indigenous Land Acknowledgement (via Native Governance Center): A suggested process and tips for creating an intentional statement.
  • Native Land Digital: A worldwide map of Indigenous territories, treaties, and languages across the world.
  • Practice the pronunciations of Native, Indigenous, and Tribal Nations. There are many resources online to assist with this and often audio clips or videos with examples.

While there are multiple forms that land acknowledgments can take, here is one example from the NCORE Conference:

This land on which I / we inhabit is physically situated in the original ancestral homelands of the << LOCAL TRIBE NAME(S) >>. We pay respect to the << TRIBE NAME(S) >> peoples – past, present, and future – and their continuing presence in the homeland and throughout their historical diaspora.

Inclusive Language

As a welcoming and inclusive organization we ask that you use equitable and inclusive practices in language at Convention and in preparation for program sessions. Visit the Inclusive Language webpage for more information.

Inclusive Presentations and Meetings

This resource was developed to help ACPA design program sessions, meetings, materials, and other ACPA20 experiences that are accessible to all participants. The document includes information on space layout, presentation design, facilitation, and handouts and other distributed materials. Visit the Inclusive Presentations and Meetings webpage for more information.

Accessibility Guidelines for Presenters

The goal is to create an inclusive and accessible presentation versus merely providing accommodations. Accessible materials will be distributed to participants in advance, and captioning will be provided. If you have questions about the accessibility of Convention our program, or want to request accommodations, please reach out to Sara Furr, ACPA21 Equity & Inclusion Chair at [email protected]

Tips in Preparing Your Presentation
  1. Plan to have a camera on if you have one available and if possible place your camera at eye level (a clear view of the presenter supports accessibility)
  2. Set up your space accordingly. Ensure you are presenting in adequate light with a neutral or less-busy background. ACPA has created the Zoom backgrounds linked here for your use, that you can download, if desired.
  3. Try to minimize or limit as much background noise as possible. Ensure that other presenters and panelists also follow these guidelines.
  4. Speak clearly and enunciate.
  5. Introduce yourself and verbally share your personal pronouns. If presenting virtually, utilize the naming feature in whatever video conferencing tool you are using to share your personal pronouns too.
  6. ALWAYS share a Land Acknowledgement. Review the Land Acknowledgement information above for information and resources on preparing a Land Acknowledgement.
  7. Use a microphone for amplification. Typically the microphone included with most headphones will be adequate. Test your microphone prior to the presentation and ensure that the microphone you are using is as close as possible to your mouth or the optimal distance for the microphone.
  8. Presenters should use the ACPA21 Presentation Template linked below that has been checked for accessibility. Presentation materials should feature larger fonts (20+) and should break thoughts/ideas being presented in smaller, manageable sections. Examples of this include using 2-3 bullet points per slide.
  9. However, all thoughts, ideas, & discussion points should be present in some form of presentation materials. If you have not included all of your thoughts, ideas, and discussion points on the presentation slides, providing a supplemental outline to the presentation can help
  10. When presenting and referring to pictures, diagrams, tables, and graphs in the presentation, be sure to describe those verbally while presenting and tag all images with alt text (instructions below).
  11. While planning out your presentation time, calculate in some extra time for individuals who need additional time to process and understand what you are presenting.
  12. If you are showing any videos during your presentation, only use media that has been captioned. Check the captions for accuracy. If you can update or adjust the captions (i.e., through Youtube), do so. If you can’t adjust the captions and must use the media, utilize tools such as Otter.AI or Microsoft Stream to generate a transcript that can be shared with the attendees. Note that we’ll be captioning your presentation overall but if you’re using media, please provide a captioned option. As always, check the captions for accuracy.
Presentations
  1. Simple breakdown on how to make presentations accessible: Powerpoint; Google Slides
  2. Alternative Text in presentations: Microsoft 365, Office 2019, Office 2016
  3. Captioning media in Powerpoint
  4. Presenting with live automatic captions: Powerpoint; Google Slides.
PDFs (as a note, the Word format is often preferred for screen readers)
  1. Simple breakdown on how to make PDFs accessible in Adobe Acrobat
  2. Reader on PDF accessibility
Google Docs/Word
  1. Simple breakdown on how to making documents accessible: Word; Google Docs
  2. Use the Headings Feature to set up an automatic Table of Contents and easy readability for a document/screen reader: Word; Google Docs
  3. Alternative Text in documents: ; Google Slides

 

ACPA21 Slide Show Template

Download the ACPA21 Powerpoint Template Download the ACPA21 Powerpoint Template

We are asking all presenters to utilize this template as it has been reviewed for accessibility. Note: please do not place text in the bottom portion of the slide that is blocked off for where we will display the captions.

After downloading the PowerPoint file, consider the following:

  • Enter the title of your session into the title slide. This should match the title you included in the Program Proposal.
  • Copy and paste slides from an existing presentation where the slide says “Insert your presentation” or build your PowerPoint starting from that slide.
  • Enter the title of your session into the title slide. This should match the title you included in the Program Proposal.
  • Copy and paste slides from an existing presentation where the slide says “Insert your presentation” or build your PowerPoint starting from that slide.

If you choose to use your own PowerPoint template, include text from the following slides into your presentation:

  • Land Acknowledgement – this will be located after your title slide and before session content
  • Inclusive Language – this will be located after your Land Acknowledgement slide and before session content
  • Insert Alt Text on images – in PowerPoint select “Picture Format” and “Alt Text” to add a statement that describes the image.
  • Session Evaluation – this will be located at the end of the presentation.

Recording Your Session

Convention Program and Career Focus Session types are pre-recorded sessions. Please record your session and upload the file following the instructions in your Session Details letter (sent in January) by Monday, February 15 2021. Sessions must be 60 minutes or less.

Reminders for Recording
  • Plan to have a camera on if you have one available and if possible place your camera at eye level (a clear view of the presenter supports accessibility)
  • Use a microphone (the microphone included on many headphones is great; this supports sound quality and accessibility)
  • Ensure your presentation is in “Present” mode when you screenshare for the recording so only the slide your presenting at the time displays (rather than having the recording capture your presenter notes, slideshow outline, etc.)
  • Be sure to share only your PowerPoint Presentation window OR turn off all desktop notifications (news alerts, text message, email alerts, etc. so notifications do not display in your recording).
  • Plan to do a one or two minute test recording before recording your full session. This will allow you to get familiar with your recording controls and provide you the opportunity to check the recording view
  • We have provided instructions for recording through Zoom, but you are welcome to use any recording tool you’d like, as long as the file can be shared as an .mp4

If you need support with recording your session please email [email protected] by 1 February 2021 so we can schedule time with you.

Steps for Recording Your Session in Zoom
Review this video for an overview of the steps below.
  1. Log in to Zoom or Create a Zoom Account
  2. Download Zoom to your computer if you have not done so already
  3. Open your Powerpoint so that is visible on your desktop
  4. Open Zoom on your device.
  5. Log in to your Zoom Account
  6. Select “New Meeting.” If you have co-presenters send them the link to join you on the meeting.
  7. Select “Join with Computer Audio”
  8. Select “Start Video” from the bottom menu of your Zoom Window. Note: If you have co-presenters you may wish to discuss co-presenters turning their video off or muting at points throughout the presentation if you wish.
  9. If you wish, add a virtual background to your video. ACPA has created Zoom backgrounds that you can download if desired. To add a virtual background, next to the “Start Video” on the bottom menu select the  ^ icon. From the menu that displays, select “Choose Virtual Background.” In the new window that displays, select the plus icon on the right to add a new file to use as your background. Once uploaded select on the image you would like to use as your background. You can preview how it displays and once you’re satisfied with a background you can select to close the window on the top left. Note: Virtual backgrounds may not be an option available on all devices.
  10. Select the “Share Screen” from the bottom menu of your Zoom Window.  In the new window that displays, select the window with your PowerPoint program (this is preferred to selecting a specific Desktop that may have desktop notifications push through into your recording). Next, select the “Share” button in the bottom right of the window.
  11. If you are sharing a PowerPoint, select the “Slide Show” tab and select “From Beginning” or “From Current Slide”
  12. Move the video window so that you are visible but not blocking the poster information
    1. You can move the video window by clicking and dragging the video window
    2. You can resize the video window by dragging from the edges of the video window
  13. Hover over the green “You are screen sharing” message at the top of your screen and select the “More” Option
  14. Select “Record on this Computer” to start a recording that will save as an .mp4 Format on your computer
  15. Conduct your 60 minute or less presentation
  16. Once you have finished your presentation, select the red “Stop Share” button.
  17. Select “Stop Recording” at the bottom of the screen.
  18. The .mp4 file of the recording will be created once you end the meeting
  19. To end the meeting, select the red “End” button
  20. Select “End Meeting for All.”
  21. Once the recording has finished converting to the .mp4 file format, select the .mp4 file from the popup folder to review the recording. The file can also be located in your Documents folder under a Zoom folder.
  22. If you need to re-record, you can then follow the previous steps to record the presentation again, or edit the video using additional software if available to you.
  23. Once you are satisfied with the recording, rename the file with your session number and your session name.
  24. Upload the .mp4 recording file to the Google Drive link shared in the “Session Details” email you received in January from [email protected]

Session Marketing Templates

If you are presenting during ACPA21 and would like to encourage registrants to attend your session, consider using our pre-designed templates to create excitement on social media. Add your personalized your session information and share on your various channels!

  1. Download your desired template(s) using the links below. The file will open in a new tab, simply right-click and save the .png image to your computer or add to photos on your device.
  2. Place the saved .png file into your preferred design platform (Powerpoint, Photoshop/Illustrator, Instagram etc).
  3. Add information about your program session in a text box on top of the template image. An example design can be found below.
  4. Save the file.
  5. Post to social media and be sure to use #ACPA21!

Design Example