CTRL Presenter Support

All fully online sessions will be held via Zoom. Prior to your session start-time, you should: 

• Make sure that your audio and mic are working properly. You can test this via Zoom Settings > Video or Zoom Settings > Audio. Also check in with your fellow presenters or a CTRL technician ahead of the presentation to address any AV concerns. 
• Double check that screen sharing works. Check settings under Zoom Settings > Share Screen and test via the Share Screen function while logged onto Zoom before session begins. 
• If you are utilizing multimedia (videos, audio clips, etc.), we strongly suggest a wired internet connection to avoid any issues with buffering or low-quality media. 
• Online Session Flow 
  1. Presenters join the session at least 10 minutes prior to the start time. 
  2. Final check of session logistics (technology instructions above). 
  3. CTRL Session Facilitator will share opening slide as participants join and provide brief introduction after beginning session recording. 
  4. CTRL facilitators will monitor the chat, run polling, and admit late participants during session. 
  5. At the end of the session the CTRL Session Facilitator will give five-minute warning and share final slide with a session evaluation link. The evaluations will be shared with session presenters the week following the program. 

If you have questions or would like assistance with presentation technology, please reach out to ctrl@american.edu and let us know so that we can properly prepare. 

The majority of in-person sessions will be “hybrid,” to provide access to a remote audience. CTRL facilitators will manage the Zoom room, however, here are some considerations for the use of audio-visual technology during your session: 

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• Presenters should always speak into the microphone when presenting information. Make sure to share the microphone with any audience member asking a question or repeat questions/comments from the audience.
  • Ask all participants, especially those in person, to state their name before sharing a question or speaking to ensure broad accessibility of information.
• Hybrid Session Flow
  1. Presenters join 30 minutes prior to session start time. CTRL Staff will set up and test presentation on presenter laptop and orient presenters to CTRL laptop, webcam, and microphones. CTRL Session Facilitator will conduct final check for session logistics: screen sharing, breakout rooms, multimedia, etc. 
  2. CTRL laptop will be logged into Zoom meeting and projected onto screen for in-person participants. CTRL Session Facilitator will begin recording and indicate to presenters to begin the session. 
  3. During the session, CTRL facilitators will be available for technical assistance and will relay questions from online participants to presenters. 
  4. At the end of the session, CTRL facilitators will share closing slide with session evaluation link. The evaluation results will be shared with presenters the week following the event. 

If you have questions or would like assistance with presentation technology, please reach out to ctrl@american.edu and let us know so that we can properly prepare. 

A panel session is any session that includes a panel discussion with multiple presenters. These sessions are vital for incorporating multiple perspectives on important issues but can be more difficult to coordinate logistically. Here are some quick tips to make sure your panel session runs smoothly: 

• Carefully consider the number of panelists for your session. Make sure panelists have ample time to individually contribute and respond to participant questions. For an hour-long panel conversation, we recommend 2-3 panelists maximum. 
• Coordinate which panelists will address which content. Tailor the presentation order accordingly. This will improve presentation flow, audience comprehension, and limit backtracking or redundancies.  
• Introduce panelists at the beginning of the session and have panelists identify themselves before answering the first question. 
• Panel Presentation Flow 
  1. Encourage presenters and panelists to arrive 15 minutes before session starts.  
  2. CTRL Staff will set up and test presentation on presenter laptop and orient presenters to CTRL laptop, webcam, and microphones. CTRL Session Facilitator will conduct final check for session logistics: screen sharing, breakout rooms, multimedia, etc. 
  3. If presenters have introductory comments or presentation, provide a road map of the session including topics and questions to be covered and when and how participants should ask questions. 
  4. Indicate to participants how to follow-up or ask questions. Example language: “To best facilitate questions and comments, we ask you to raise your hand or pose your question in the chat. A facilitator will pose the questions in the chat to the panelists.” 
  5. CTRL Session Facilitators will be available to field chat questions and will circulate an evaluation link at the end of the session. Evaluation results will be circulated to organizers a week following the event. 

If you have questions or would like assistance with presentation technology, please reach out to Lindsay Studer, ctrl@american.edu and let us know so that we can properly prepare.