Speaker Resource Center
We are looking forward to your presentation at Cell Bio Virtual 2020-An ASCB|EMBO Meeting! Please find below, all of the information and resources you will need to prepare for the virtual meeting.
Please pay attention to all deadlines, the most important being the submission of your pre-recorded talk (between November 4 and November 23 for most speakers), and the registration deadline for speakers of November 9 so we can be sure to list you as a speaker in your session and give you speaker access for the live Q&A.
You are welcome to use your own slide template for your slides, or click here to download the PowerPoint (.ppt) slide template.
Official Meeting Background: If you plan to use background for your zoom video during your narrated talk or live Q&A, we encourage you to download and use one of the two official meeting backgrounds. Click here to access and download.
Symposia Speakers and Awardees will pre-record talks in a dedicated Zoom room with Projection, Inc., ASCB’s audio video company. Please sign up for a time slot to upload your talk using the link in the email sent from Alison Harris the week of October 25. Contact Alison Harris at email@example.com if you have additional questions.
Minisymposia Speakers, Scientific Workshops Panelists, Subgroup Speakers, and Education and Professional Development Speakers will need to upload their pre-recorded presentation between November 4 and November 23 via the link emailed from ASCB. This email will also contain information about the length of your talk. You can also reach the upload site here.
Be sure your narrated talk is no longer than the time indicated in the email. You will be asked to re-submit your talk if it goes over the time limit. If your talk is shorter than the time allotted, the additional time will be used for extra Q&A.
Recordings should be in MP4 format, with a resolution of 1920 X 1080. View instructions on how to create your narrated presentation by clicking the appropriate link below.
Assistance uploading talks for minisymposia, subgroup, and workshop speakers who need help will be available from November 11 to November 23 during the following times (please note these are Eastern Standard Time):
Wednesday, November 11- 11:00 am to 9:00 pm EST
Thursday, November 12- 11:00 am to 9:00 pm EST
Friday, November 13- 8:00 am to 4:00 pm EST
Monday, November 16- 8:00 am to 4:00 pm EST
Tuesday, November 17- 8:00 am to 4:00 pm EST
Wednesday, November 18- 11:00 am to 9:00 pm EST
Thursday, November 19- 11:00 am to 9:00 pm EST
Friday, November 20- 8:00 am to 4:00 pm EST
Monday, November 23- 8:00 am to 4:00 pm EST
You will have the opportunity to schedule a 15-minute consultation with an expert during the hours above if you have difficulty uploading your talk or if you have questions when you log into the upload site.
All speakers must agree to the ASCB|EMBO VIRTUAL MEETING SPEAKER TERMS. Click here to view and sign the form. You may be asked to sign this again when uploading your presentation.
The format for the 2020 joint meeting of the American Society for Cell Biology (ASCB) and the European Molecular Biology Organization (EMBO), Cell Bio Virtual 2020, has been revised to be conducted virtually with the presentations being recorded to be available for a limited period of time for review by the ASCBMBO Meeting Registrants after the event.
To upload your presentation or ePoster, you will have to affirm the following rights and permissions:
Copyright Rights: This presentation is my own work, and I own the copyright of all materials being presented or have secured any necessary third-party permissions.
Consent to Record: ASCB may record and make my session and materials available upon demand to Cell Bio Virtual 2020 meeting attendees for up to 30 days after the last day of the meeting (through January 15).
You must register for the Cell Bio Virtual 2020 Meeting by November 9 so we can ensure you are listed as a presenter in your session on the virtual platform. Register here for access to your session as well as all other scientific content at this year’s meeting.
Registration is free for ASCB and EMBO Community members. Nonmembers must pay a fee.
Questions? Contact firstname.lastname@example.org.
- Desktop or laptop computer* with at least:
- Mac: Mac OSX 10.7 or later
- Windows: Windows 10, 8, 8.1, 7, Vista (SP1 or later), XP (SP3 or later)
- Ubuntu: 12.04 or later
- Linux: Red Hat Enterprise Linux 6.4 or higher
* While it is possible to record your presentation from a tablet or mobile phone, we do not recommend it.
- Processor / RAM
- Single Core 1Ghz or higher (Dual core 2Ghz or higher, 4G RAM recommended)
- Windows: Chrome 72+, Edge 84+, Firefox 27+, or IE 11+
- Mac: Chrome 30+, Safari 7+, Edge 84+, or Firefox 27+
- Linux: Chrome 30+, Firefox 27+
- 1.5 Mbps "up" minimum (3+ Mbps "up" recommended)
- Hint: Use speedtest.net to test
- The microphone and speakers built-in to most computers are adequate, but a headset with a boom mic or a stand-alone microphone will create a richer, cleaner sound. Dozens of models, wired and wireless, are available on Amazon for less than $100 with 4-star or better ratings.
- A second monitor is recommended, but not required.
- If you do not already have it, download Zoom at https://zoom.us/download. You will need Zoom to have the controls you will need as a speaker to present or answer questions during the live Q&A. It is recommended that even if you do have it, you ensure that you have the latest version.
Presentations for Symposia, Awards, Subgroups, Minisymposia, and most Education and Professional Development sessions will be pre-recorded and uploaded by November 23. They will then be broadcast live, recorded, and available on demand until January 15.
Please adhere to the time limit for your talk provided to you by ASCB staff or your session organizer.
All Q&A will be live for each speaker via a live chat function in the virtual platform. Session moderators will monitor the live chat function and ask questions following your pre-recorded talk. You will have the option to share your video/webcam during the Q&A section or leave your screen blank.
Be sure your systems meet the minimum system/technical requirements for the virtual platform (see above). If at all possible, connect your laptop through a hard-wired Ethernet LAN if possible since wi-fi can be less reliable.
If you are using the video on your webcam for your talk, live Q&A, or pre-recorded talk, consider the following:
- Sit in a comfortable position and ensure you are centered in the webcam view. The webcam should be at, or slightly above your eye level.
- Ensure the framing of your face in the webcam is appropriate and there is not too much “head space” (space above your head) or you are not too close so your head is cut off in the view.
- Think about what is behind you. Choose a professional and neutral background where there is little or no possibility someone may walk behind you. A bookshelf, solid wall, or home office environment works well. You can use one of these Cell Bio Virtual 2020 background templates.
- Lighting is very important. Computer screens typically give off a blue light. Make sure any light source in the room is in front of you (behind your laptop screen). This can be a lamp or a window. Make sure there is no light source behind you because it will make your face appear dark in the camera.
- Avoid wearing pure white clothing because it can make you appear overexposed. Do not wear checkered or highly patterned items because they usually do not look good on a webcam. Solid colors other than white and in contrast to your background work well.
- Look directly into the camera as much as possible if there is a video aspect to your presentation. This makes the virtual audience feel as if you are talking directly to them and will help engage them. People tend to look at their screen to see a video of themselves while presenting and it makes it appear as if they are looking down and not making eye contact. If you find yourself looking at your screen instead of the camera, position the video of yourself on the computer screen as close to the webcam camera as possible. You can also put a photo of family, pets, etc., right next to the camera to remind you to look up at the camera.
- If you wear glasses, they will reflect what is directly in front of you into the camera. Tilt your head slightly or adjust your glasses to eliminate this effect.
- During the recording or the live presentation/Q&A, eliminate any background noises and mute any telephones or other devices and computer notifications (e.g., new email notification sound), so they will not provide a distraction during the recording or live talks/Q&A.
- Optional: We recommend using a USB headset during your presentation so that the microphone will be close to your mouth and background noise will be reduced compared with your computer’s built-in microphone.
- If you are presenting live or doing a pre-recording, relax and take a few deep breaths before starting your presentation. The audience is interested in what you have to say, but you will not receive the same social cues that you would in an in-person event.
- Build in natural pauses in the content to allow the audience a moment to interpret an important point.
- Don’t rush your presentation, but also do not stay on any one slide too long. Ensure the presentation is engaging.
- Do not use build slides (a slide that starts with the first major bullet point and shows more major bullet points as the presentation proceeds) or animated transitions during your presentation. They will not have the same impact in a virtual setting and can appear distorted to the audience.
- Familiarize yourself with how you’ll look on the webcam by recording a 30-second video of your talk and watching it. Using these tools you can get used to presenting “live”:
- Windows 10: Click Start and scroll down to choose Camera. On the right you’ll see a camera icon and the option to “Take a Video.” Click this to begin recording and then click stop when finished. A thumbnail will appear at the bottom of the screen. Click the thumbnail to view the video you just made.
- Macintosh: Open the Photo Booth application and click the video icon in the lower left. Click the red button with camera icon to begin recording, then click to stop when finished. Double-click the thumbnail to view the video.
- Keep a glass of water nearby and take a drink during a natural pause in your talk if your throat becomes dry.
- Check your internet connection.
- Make sure that you have Zoom downloaded on your device (preferably a laptop or desktop computer). If you do not, visit https://zoom.us/download.
- Log into your session 20 minutes prior to the advertised start (this is VERY important for last minute coordination and instructions).
- Check your laptop/computer microphone and video.
- Remove distractions.
- Mute anything that may buzz or beep, turn off your email pop-ups, etc.
- Plug in laptop power source to avoid a dead battery.
- Wear solid colors or jewel tones. Navy looks better than gray or black. Avoid stripes, small patterns, or wild patterns.
- Speak straight into your camera. Your webcam should be at eye level.
- Try to ensure your background is plain and not distracting. Make sure that you are not sitting with a window or light source behind you.
- Wear a headset for the best audio and change your computer’s audio settings to be input and output through the headset and its mic if you do this.
- If sharing internet with others, ask them to minimize their internet use during your presentation. Turn off any devices you do not need during the live event to avoid low internet connectivity.
Backgrounds should not include objects or pictures with political statements, obscene, discriminatory, or offensive language. If you chose to use a virtual background, we encourage you to use one of the official virtual meeting backgrounds.
If you are not using a virtual background, suggest you choose a professional and neutral background where there is little or no possibility someone may walk behind you. A bookshelf, solid wall, or home office environment works well.
Start networking before the meeting begins! Let your colleagues and friends know you’re presenting at Cell Bio Virtual 2020 by posting on social media or sharing on slides during presentations at your university or other meetings. Click here for social media badges you can share.
Posting about the meeting on Twitter or Instagram? Don’t forget to use the hashtag #CellBio2020!
Please review ASCB’s Abstract Licensing and Publication Agreement.
All abstracts selected for presentation will be available to view online, on our virtual platform, and in the December 15, 2020, issue of Molecular Biology of the Cell. Abstracts will be available on the 2020 Cell Bio Virtual Meeting website on or around November 16, 2020. At that time, all information is considered public.
A PDF file of abstracts from the 2020 Cell Bio Virtual Meeting will be published as a supplement in the December 15, 2020, issue of Molecular Biology of the Cell.
Smith AB, Jones CD (2020). Abstract title. Mol. Biol. Cell 28, page # (Abstract #XXXX).
XXXX = the PRESENTATION number assigned to your abstract in early November – NOT the abstract ID number you received when you first submitted your abstract.
Page # = the page of the PDF that your abstract begins on.
All posters and oral presentations at Cell Bio Virtual 2020- An ASCB|EMBO Meeting will be embargoed until the date and start time of their presentation at the meeting and/or until the consent of the author to report said findings is given. This means that press registrants MAY NOT PUBLISH any information about work being presented at the meeting UNLESS AND UNTIL the start date and time of that presentation AND WITH the express consent of the author. Likewise, no screen shots or images of research presentations may be included in such reporting. Approved images should be obtained directly from the author. ASCB and EMBO aim to encourage presentation of the latest findings and enable responsible and quality reporting of those findings by press in attendance. This policy helps ensure that all reporters have access to the same, up-to-date, and complete information when researching and writing their articles and that information regarding research presented at our meeting is not published prior to the presentation.
When is my content due?
All speakers must upload their narrated presentations, headshot, and session handouts by November 23.
- Symposia Speakers: You will pre-record your talk in a dedicated Zoom room with Projection, Inc., ASCB’s audio video company. Please sign up for a time slot between November 12 and November 23 to upload your talk using the sign-up link in the email sent from Alison Harris the week of October 25.
- Symposia Chairs: You do not need to upload any content. Your introductions of each speaker will be presented live.
- Awardees and Participants in Award Sessions: You will pre-record your talk in a dedicated Zoom room with Projection, Inc., ASCB’s audio video company. Please sign up for a time slot to upload your talk using the link in the email sent from Alison Harris the week of October 25.
- Minisymposia Speakers: Please upload your presentation by November 23. The site for uploading will open on November 4 and will also be emailed to you. If you need assistance, you will be able to sign up for a 15-minute time slot to visit the Virtual Speaker Ready Room between November 11 and November 23. Click here to access the uploading site.
- Subgroup Speakers: Please upload your presentation by November 23. The site for uploading will open on November 4 and will also be emailed to you. If you need assistance, you will be able to sign up for a 15-minute time slot to visit the Virtual Speaker Ready Room between November 11 and November 23. Click here to access the uploading site.
- Education and Professional Development Speakers: Please upload your presentation by November 23. The site for uploading will open on November 4 and will also be emailed to you. If you need assistance, you will be able to sign up for a 15-minute time slot to visit the Virtual Speaker Ready Room between November 11 and November 23. Click here to access the uploading site.
The link to upload your talk is available here and will also be sent to you via email.
What should I do the day of my presentation?
Login to the Virtual Platform site, Pathable, and click on your session 20 minutes before the start time for the virtual Speaker Ready Green Room where your session chairs/organizers will be going over any last-minute instructions.
Review the “Day of Presentation Information for Speakers and Moderators” section above, which includes last-minute tips and instructions for your presentation.
How do I engage the audience in a virtual environment?
- Encourage attendees to share what they’re learning on social media.
- Keep content accessible.
- Provide your contact information for attendees to contact you, if you wish or encourage them to reach out to you via the virtual plaform, Pathable.
- Rely less on text-heavy slides and use more images.
Is polling available?
This will be available for Education and Professional Development sessions. If you wish to use polling during your session, please contact Danielle Raiford at email@example.com for more information and training on how this will work.
Will attendees have the ability to talk via microphone during a session?
Not during talk sessions with presentations. Attendees will only be able to view these session, participate in the chat, and ask questions through the chat. The moderators, co-chairs, or organizers of your session will monitor the chat Q&A and pull questions for the live Q&A portion of your session.
Attendees will have the ability to talk via a microphone during networking sessions.
Will audience members be able to see who else is attending a session?
Yes, audience members will be able to see who else is attending a session.
Will I be able to see who is attending the session?
Yes. The speaker may view the people attending the session. However, we encourage speakers to use dual monitors so they can see the session and view the attendees on another screen.
Will I be able to chat with my speakers during the session privately?
No. Please pre-coordinate anything you need to prior to the session. You will also have 20 minutes to log into the Zoom room prior to the start of the talk and finalize details with all speakers, moderators, and the production team staff.
I’m on a panel or have multiple presenters, will everyone be displayed on the screen?
Yes. During the live Q&A for panel discussions, all moderators and speakers in a session will appear on screen in the Zoom conference room within the platform.
Do I have to be on camera?
Session co-chairs, moderators, or organizers will be on camera for introductions, and Q&A portions. Although it is not required, we highly recommend being on camera during the live Q&A. It helps with engagement, as the audience is better able to connect with you. You will not be on camera during your narrated presentation unless the presentation that you upload contains a video of you in addition to your slides.
Will there be any technical help during the live portion of my session?
Yes, a virtual technician from Projection will be on each session that contains pre-recorded talks to provide technical support. The virtual technician will be sure to run a quick check on everyone’s camera and microphone prior to the start of the meeting. It is imperative that you login 20 minutes prior to the start of the session so this can be tested.
How early do I need to log into my session?
We recommend that you log into your session exactly 20 minutes prior to your session (not the start of your talk) to do a final check of your technology with the virtual technician, to check-in with your moderators, and ask any questions you may have.
Is there a timer for my presentation?
All talks will be pre-recorded within the time requested. There is no timer for the Q&A portion but the session organizer or co-chair will monitor the time and stop the Q&A and introduce the next speaker when it is time to move onto the next presentation.
Can attendees ask speakers questions outside of session Q&A?
Attendees may reach out to speakers through the virtual meeting platform’s contacts feature. They can also submit questions through the Q&A chat while the session remains on demand until January 15. Speakers will be encouraged to check back periodically to answer any questions submitted after the end of the live session.