INFORMATION FOR INVITED FACULTY - MEET THE PROFESSORS
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INFORMATION FOR INVITED FACULTY – MEET THE
PROFESSORS
Recording and Uploading your Presentation
E-AHPBA Invited Faculty
We are asking all oral presenters, whether you are presenting live or on-demand, to pre-record their presentation
with PowerPoint slides and audio only. The oral guidelines we have prepared have step by step instructions to
assist you with this process.
While your presentation will be pre-recorded to ensure we are prepared for any technical issues, we will be
hosting your assigned session live including a live Q&A portion. Therefore, we do ask that you are also available to
present and answer questions in the live format in addition to your pre-recording. However, if you do not feel
comfortable presenting live, please contact eahpba2021.scientific@eahpba.org to let us know as soon as
posisble.
Deadline: You are required to upload your completed pre-recording by 30 June 2021.
• All presenters are required to provide a disclosure slide to comply with the CME accreditation
requirements.
• On your first presentation slide, you are required to disclose all financial interests within the past 12
months preceding this Congress.
• The Congress presentation template has been sent to you as an attachment accompanying these
guidelines detailing disclosure information for inclusion in your presentation.
• If you have nothing to disclose, you still need to include a disclosure statement. Please include on your
first slide “I, (insert name) DO NOT have a financial interest/arrangement or affiliation with one or more
organisation which could be perceived as a real or apparent conflict of interest in the context of the
subject of this presentation”.
Live Programme
The program overview can be viewed here.
Presentation times for speakers vary within the programme. The following presentation times apply for the live
sessions:
14th Biennial Congress of the European-African Hepato-Pancreato-Biliary Association
T: +44 (0) 141 530 2760 | E: eahpba2021.scientific@eahpba.org | W: https://eahpba2021bilbao.com/
Meet the Professors
Please click here to view the Meet the Professor sessions.
These sessions are 45 minutes and we ask each Professor to prepare a 30-minute presentation. The remaining 15
minutes in this session will be reserved for live Q&A. Presenters should also pre-record a 30-minute presentation
in case of any technical issues or emergencies. We are also asking each professor to prepare a short overview
(pdf) of their lecture, as a handout document, for those in attendance. These sessions will be in a round table
format with attendees limited to 25 attendees.
We will also be hosting speaker rehearsals prior to the Congress commencing and we will communicate these
details to you closer to the time. In addition, all speakers and chairs will receive instructions on accessing the
virtual congress and entering the speaker/chair waiting room.
Attending the Congress
All Chairs and Presenters will receive further information closer to the congress with detailed instructions on
accessing the Virtual Congress platform and visiting the faculty waiting room for all sessions with live Q&A and
discussion.
Please find recording instructions below.
RECORDING INSTRUCTIONS
Included below are instructions to assist you with recording your presentation for submission. These steps take
place once you have finalised your PowerPoint content.
STEP 1:
Ensure you have prepared your presentation in the latest version of Microsoft PowerPoint or Office 365 and
watch the Microsoft PowerPoint tutorial video which provides step by step instructions on how to record your
presentation.
STEP 2:
For best results, your camera should be at eye level and positioned to frame your face, neck and shoulders with
just a little space above your head. To do this, raise your camera until it is positioned high enough to maintain eye
contact when you are sat-up straight. Ideally you want to be positioned with the light source directly behind your
camera so that it shines brightly and evenly on your face. Natural light is best but try to avoid having the main
light source in the background.
14th Biennial Congress of the European-African Hepato-Pancreato-Biliary Association
T: +44 (0) 141 530 2760 | E: eahpba2021.scientific@eahpba.org | W: https://eahpba2021bilbao.com/STEP 3:
When recording your presentation, look directly into the camera and not at the screen as this will help your
audience feel like you are talking to them. Be sure to use a headset with a built-in microphone to record the
audio, not just the internal microphone on your computer.
An example of a suitable pair of headphones is outlined below:
STEP 4:
Before commencing your recording, make sure that you are in a quiet space with windows closed and with no
distracting noises. Closer is better for audio, make a couple of test recordings to make sure the sound is clear
from where you are speaking. Smaller rooms are more helpful than large spaces to avoid echo, rooms with
carpets or rooms with soft furnishings may be better for audio.
TIP: Ensure you start your recording by reading your presentation title and name to set the scene.
STEP 5:
After completing your recording, playback your presentation to make sure you are happy with it.
If you struggle to hear your recording playback, this means you will need to record it again and ensure that the
microphone is closer to your mouth or you speak louder.
14th Biennial Congress of the European-African Hepato-Pancreato-Biliary Association
T: +44 (0) 141 530 2760 | E: eahpba2021.scientific@eahpba.org | W: https://eahpba2021bilbao.com/STEP 6: FOR APPLE MAC USERS
If you are using an Apple Mac to prepare your presentation, please use the naming format outlined below for
your file ensuring that you save it as a PPTX file format.
However, you will also need to export your presentation as a video to your desktop using the same file naming
format.
• Go to file
• Select the export option
• Select file format as .MP4
• Change the presentation quality to internet quality (1,280 x 720)
• Leave the timing box checked
• Leave the seconds spent on each slide without a set timing to 5
• Click export
Save your presentation to your computers desktop like normal using the event file naming format.
For example;
First Name_Last Name_Presentation reference
Your file should now be called: Smith_John_OL1.MP4
STEP 6: FOR MICROSOFT WINDOWS USERS
If you are using a Microsoft Windows computer to prepare your presentation, please use the naming format
outlined below for file.
However, you will also need to export your presentation as a video to your desktop using the same file naming
format.
• Go to file
• Select the export option
• Select the create a video option
• Change the presentation quality from Full HD (1080p) to HD (720p)
14th Biennial Congress of the European-African Hepato-Pancreato-Biliary Association
T: +44 (0) 141 530 2760 | E: eahpba2021.scientific@eahpba.org | W: https://eahpba2021bilbao.com/• Leave the rest of the settings untouched
• Click create video and name your file using the same naming format outlined above
Save your presentation to your computers desktop like normal using the event file naming format.
For example;
First Name_Last Name_Presentation reference
Your file should now be called: Smith_John_OL1.MP4
STEP 7:
A Dropbox file request will be sent to you via email.
You do not need to have a Dropbox license or subscription. Just open the email from E-AHPBA 2021, click on the
link, and follow the instructions to upload your presentation video file. Your presentation will then be uploaded to
a secure and private location only accessible by the E-AHPBA 2021 organisers and technicians where it will be
quality checked before being made available on the event platform.
If we need you to make any changes, we will reach out to you.
IMPORTANT NOTE
If you need to make updates to your presentation before the deadline, you will need to repeat the same process
above and re-submit the new version using the original Dropbox link. Please ensure you keep your presentation
file name exactly the same. Dropbox will automatically note the correct latest version.
If you have issues accessing the dropbox or loading through, please contact eahpba2021.scientific@eahpba.org
14th Biennial Congress of the European-African Hepato-Pancreato-Biliary Association
T: +44 (0) 141 530 2760 | E: eahpba2021.scientific@eahpba.org | W: https://eahpba2021bilbao.com/You can also read
