Planning Your Session’s Timing

Each recorded session will be approximately 60 minutes, to fit the time provided during the conference, when this recording will be played. Session recordings should not exceed 60 minutes, so we encourage all sessions to plan accordingly. Here is a brief guide to approximate timings depending on the size of your session and the make-up of your panelists. Adjust any of these details to fit your session’s needs.

Recommendations/Guidelines

Panel Size

Maximum Time per Presentation

Moderators' Time
4 Presenters
12 minutes/speaker
Up to 12 minutes
5 Presenters
10 minutes/speaker
Up to 10 minutes
6 Presenters
8 minutes/speaker
Up to 8 minutes

* Moderators’ time includes opening and closing remarks as well as time to introduce each speaker.


Before Logging in for the Recording


Equipment Check:
All participants must check the functionality of their webcam and audio capabilities on their equipment before their assigned day of recording to ensure everything functions properly. We recommend you do so several days in advance so that if you find problems, you have time to fix them. Our recording technician will not be able to help you with nonfunctioning equipment.

Be prepared to join your recording session via a computer. Mobile phones and tablets are not recommended.

Practice:
Practicing/rehearsing is key. Try to practice your presentation at least twice before your recording so you are comfortable with what you want to say and know you can fit it all within your allotted amount of time.

If you find yourself speaking very quickly to fit your presentation into its time, you probably are packing too much material into your presentation. Select your most important data findings, observations or other presentation points and remove the rest. Anything you deleted can be addressed while you are in your session’s live chat, during the conference.

Slides Pro Tips:

  • Presenters using slides should plan for no more than one or two slides per minute.
  • Do not include entire paragraphs on slides. Rely, instead, on using bullet points, charts and graphs as visuals to support your verbal presentation.
Prepare Your Visual Space:

Lighting:

  • If possible, consider having a lamp on your desk pointing toward you to provide extra lighting on your face.
  • Choose a location where you can control the lighting to avoid shifts in light during the recording. This is of particular importance if you are near a window as lighting may shift in an unflattering way.
Visual Environment:
Be aware of the following in your webcam’s background and make adjustments as needed:

  • Clutter (or lack thereof)
  • Personal photos or other objects you may not wish to have on screen
  • Household objects that may distract your audience while you are speaking

For those who would like to use a Zoom background and do not have one, please feel free to use ASPA's Zoom background files.
Click here to view the image and download.
(Click here to download the "flipped" version to avoid mirroring.)

Recording!

Note: Each panel is assigned a 90-minute recording period; only 60 minutes will be used for recording – the rest of that time will be used for prep time.

  1. Log in five to 10 minutes early. This will ensure you do not miss any instructions from the technician or time with the technician to tweak your audio, etc. before recording begins.
  2. Once the recording session begins, our technician will conduct a (brief) “tech check” with all participants to ensure your computer is working properly, including making sure your camera works and making sure your microphone is resonating properly.  If you are sharing slides, you will test screen-sharing to ensure you are able to do so.

    Technicians also will work with you to address lighting, background and other visual and audio considerations to ensure the quality of the recording is as optimal as possible.

  3. When the preparation is complete, the recording will begin, not to exceed 60 minutes. (The technician will provide a five-minute warning when time is running out.)



Zoom Info

All recordings will happen via Zoom, so please note the following details. While you may have taken part in many Zoom meetings and webinars in the past year (and earlier), we ask that you read these details one more time to ensure you are aware of everything you need for this recording.

How to Join a Zoom Meeting/Requirements:
All panelists will be sent an invitation or URL to join their assigned Zoom Recording Session. You do not need a Zoom login to join a meeting, all you need is that meeting URL or ID, which ASPA staff will provide. There are three ways you can join Zoom: through your desktop app, through the meeting link we are sending you and through a web browser. Read on for details for each.

Joining a Zoom meeting on the desktop:

  1. Download the Zoom desktop app on your Mac or PC.
  2. Open the Zoom app.
  3. Click join a meeting.
  4. Enter the meeting ID and your name and set audio/video permissions.
Joining a Zoom meeting on desktop via meeting invite link

  1. Click on the meeting invite URL that the host shared via email or text.
  2. Open the Zoom app.
  3. Approve the request for permission to use your computer's audio and camera.
Joining a Zoom meeting through a web browser:
This is particularly helpful if your organization/university does not allow you to install software on your company-provided computer.
  1. Click on the meeting invite URL that the host shared via email or text.
  2. A new tab will open on your preferred web browser. If you don't have the Zoom desktop app installed, the page will urge you to download the app.
  3. Ignore that and skip down to the small print: "If you cannot download or run the application, join from your browser."
  4. Click the highlighted text in "join from your browser".
  5. Sign in with your name to join the meeting.

Depending on the meeting's set-up, you may need to wait for the host to arrive before you are able to enter the Zoom meeting. Once you're in the meeting, you will be able to see your fellow participants. Click here to learn how to see everyone on Zoom in the grid format.

ZOOM System Requirements

Here are basic system requirements. If you have more technical questions or concerns, please email aspaconference@aspanet.org and we will provide you with a full spec sheet.

  • An internet connection – broadband wired or wireless (3G or 4G/LTE)
  • Speakers and a microphone – built-in, USB plug-in, or wireless Bluetooth
  • A webcam or HD webcam - built-in, USB plug-in
Supported operating systems

  • macOS X with macOS 10.9 or later
  • Windows 10 (Note: Devices running Windows 10 must run Windows 10 Home, Pro, or Enterprise. S Mode is not supported.)
  • Windows 8 or 8.1
  • Windows 7
Supported Browsers

  • Windows: Internet Explorer 11+, Edge 12+, Firefox 27+, Chrome 30+
  • macOS: Safari 7+, Firefox 27+, Chrome 30+