Guidelines for Presenters


>> General Information

>> Key Dates

>> Pre-recording and Uploading Your Presentation or Poster

>> During the Conference




The information below is intended to serve as a reminder to the expert presenter and as a primer to those less experienced, suggesting ways to make a visual presentation more effective for the audience.

All concurrent sessions at ESA2020 will be pre-recorded. Presenters will be online during their session to text chat with attendees, and each session will have a Live Q&A Session following the completion of all presentations.

All presenters will have access to live support for the duration of the conference.

Oral presentations are allocated 12 minutes for the pre-recorded presentation, with 1-minute changeover. Any video files longer than this will be automatically truncated at 12 minutes.

Speed talks are allocated 4 minutes for the pre-recorded presentation, with 1-minute changeover. Any video files longer than this will be automatically truncated at 4 minutes.

Poster presentations should be in a PDF format (portrait orientation).


Acknowledgement of Traditional Owners

It is a requirement of ESA that presenters acknowledge the Traditional Owners of the land the field research was done on or place based research was undertaken. Please include this information, including the name of the Traditional Lands, on presentation slides (such as your sponsorship slide).


Inclusion of Preferred Pronoun

You are welcome to mention your preferred pronoun on your holding slide, as this will assist fellow attendees during Q&A and live discussion.

The attached Sample Holding Slide can be downloaded for you to use if you like.

ESA2020 Sample Holding Slide


Deadline for presenter registration – 31 October

Deadline for uploading pre-recorded presentations or poster PDFs – 15 November

Tech checks for presenters and session chairs – 23 to 27 November 

Conference starts! – 30 November


The information below is intended to suggest ways to make a visual presentation more effective for the audience.

Please make sure your presentation is uploaded no later than 15 November 2020 via the Dropbox link that will be emailed to all presenters. Or contact and we will send the link to you.

Oral Presentation Recording

Your Presentation Recording must not exceed 12 minutes (oral presentation) or 4 minutes (speed talk).

Please set the aspect ratio of your PowerPoint slides to 16:9.

You are free to record your video with any software you feel comfortable with. If you have little experience recording videos, we recommend using either Microsoft PowerPoint or Zoom to complete your recording.


1) Microsoft PowerPoint

If you are already familiar with Microsoft PowerPoint, you can use it to record both audio narration and, optionally, a webcam recording of yourself superimposed on the slides. Additionally, if you add your script to the Notes field, the notes will appear at the top of your screen (normally right below where the camera is located) to help you hold your gaze towards the camera.

The basic steps for recording are:

a) Go to the “Slide Show” tab.

b) Click on “Record Slide Show” button and select “Record from Beginning”.

c) Use the “Settings” button on the upper right corner allows you to select your microphone and camera.

d) If you do not wish to be visible in the recording, you can turn off webcam recording using the little camera icon below your slides on the lower right corner.

e) If you do use the camera to be visible in your recording (recommended), please ensure that you do not have text or images on your slides where your image will appear, as this information will be obscured.

f) Click “Record” on the upper left corner. PowerPoint will start a 3-second countdown and then start recording. The recording will automatically stop after your last slide.

g) Please note that there is sometimes a ‘lag’ with slide transition. Please wait 3-seconds before speaking as you transition to your next slide. Remember to speak as you would in ‘real life’.

h) Select “File” -> “Export” -> “Create a Video” to save your recording on your hard drive (We recommend a resolution of 1080p to make sure the quality is high enough. Please do not go lower than 720p).

There are a number of youtube videos to assist you with making a video in powerpoint – this link is one of many examples:


2) Zoom

If you have created a Zoom account (including the free version), you can simply start a Zoom meeting and record the meeting to your local hard drive.

The basic process is as follows:

a) Start a new Zoom meeting.

b) “Exit Full Screen” if the meeting window has covered your whole screen by default.

c) If you are using a slide deck, open it in a new window. In PowerPoint, you can set the slide show to begin in a window (instead of taking up the whole screen) by following these steps:
i. Go to the “Slide Show” tab

ii. Click the “Set up Slide Show” button

iii. Select “Browsed by an Individual Window”

iv. Click the “From Beginning” button to begin the slide show.

v. In the Zoom toolbar, click “Share Screen” and select the “PowerPoint window”.

vi. Click “Record” in Zoom (it may be under the “More” button). You can also start recording by using the Alt+R combination on your keyboard.

vii. The recording will begin immediately. Go through your presentation. When you are done, click the “Stop Recording” button, or the Alt+R key combination again.

viii. End your meeting.

ix. Wait for the recording to be processed. It will be saved on your computer, and Zoom will open the folder with the recording.


Poster Guidelines

The Poster Gallery will be live for the duration of ESA2020, and the Barbara Rice Memorial Poster Session will be held on Tuesday 1 December.

Attendees can post a question about posters in the gallery at any time, and are encouraged to make use of the Meeting Hub to connect with presenters.

Ensure your poster is self-explanatory, so that you are free to supplement and discuss particular points raised by viewers.

Posters are to be in portrait orientation (PDF format)

Simplicity is the key:

  • brief captions
  • tables that are few in number but clear
  • succinct text


Presenters are required to be online for the duration of their session, as attendees are able to text chat questions during sessions.

Each session will conclude with live Q&A with the Session Chair and all presenters in that session. Attendees will type questions that will be moderated by the Session Chair.

All ESA2020 attendees are encouraged to make use of the Meeting Hub to connect with fellow attendees. This is a useful tool for further one-on-one discussion outside of the session, or to answer more detailed questions in full.