Presenter FAQ

Virtual Annual Meeting

Need an answer to a question not covered in our FAQs? The AAR helpdesk email will be answered from 9:00 AM EST to 5:30 PM EST on November 30, December 1 to 3, and December 7 to 10.

Joining the Session

  • I am scheduled to participate. How will I join my session?

    Participants will be sent an email with a special link within 72 hours of the start of the session. Please click on that link 10 minutes prior to the start time of the session to join and get set up. Be sure to use that link to join the session and do not share that link with anyone, as it is specific to your role as a participant. You must be registered and logged into the virtual planner or mobile app for the link to work.

    I still need to register (AAR member) 

    I can’t find my registration reference number

    We strongly recommend that you join a session in which you are participating from a Windows computer, Mac, or Chromebook that uses the Zoom extension. Joining from a mobile device as a participant is highly discouraged and will limit how much support the technical assistants can provide.

  • I want to attend a session where I am not a listed participant. How do I do that?

    Joining a session is as simple as locating its listing in the mobile app or desktop planner Make sure you are logged in and then click the button in the session listing to join the session. You do not need a Zoom account or anything else.

    You can join a session as an attendee from mobile devices via the app or a computer via the desktop planner.

Your Role in the Session

  • What is expected of my role as a presider?

    • Begin and end the session on time.
    • Ensure that you and participants arrive early to confirm your camera, microphone, screen share, and chat are working.
    • Remind participants that session is recorded (if it will be), and the chat transcript will also be recorded.
    • Work out ahead of time how everyone on the panel is to be addressed, paying particular attention not to created hierarchies or division in the panel.
    • Outline structure of session for audience (for example, 4 papers; 15 minutes each).
    • Introduce panelists and ensure they present in the same order as listed in the virtual Annual Meeting planner.
    • Allow a time for Q&A with the audience at the end.
    • Encourage attendees to use the hand raise feature.
    • Tell the audience what to do or not do during Q&A (for example: be brief and professional, keep their question/comment to under two minutes, limit questions and comments to what is in papers, keep a running list of good questions from the chat).
    • Restrict follow-up questions.
    • Redirect questions to presenter(s) whose paper has not gotten much attention/questions.
    • Model good session behavior and be aware of strategies for how to handle inappropriate behavior. Be prepared to use tools such as muting and removing disruptive attendees from the session. As necessary, report the conduct to the appropriate organization according to the procedures in the professional conduct policies.
  • As a presider, how do I keep the presenters on time?

    Be clear about time limits. Using the Zoom chat function, you can send a private message to the presenter updating them on how much time they have remaining. Remind them that the host can (and will) mute them if they go over time.

  • If presenters go over their time, can we stay in the meeting longer?

    All sessions end automatically, if they are not already ended by the technical assistant, 15 minutes after the scheduled end time. Accordingly, it is very important to keep presenters on schedule.

  • What is expected of my role as a presenter, panelist, or respondent?

    • Register for the Virtual Annual Meeting.
    • Don’t be a no-show; if you cannot attend, let the Program Unit chairs and session presider know ASAP.
    • Follow directions and guidelines given by Program Unit chairs and session presider for order of session, presentation time, etc.
    • Follow Guidelines for Accessible Presentations.
    • Provide a short biographical paragraph for presiders to use when introducing you.
    • If your session has a respondent, provide your paper to the respondent on time.
    • Arrive early (10 minutes) to confirm your camera, microphone, and screen share are working.
    • Be prepared for your session.
    • Present in the same order as listed in the virtual Annual Meeting planner.
    • Practice good time management.
    • Model good behavior and professional courtesy during sessions.
    • Consult resources for presenters, especially Be Brief, Be Witty, Be Seated and Student Guide to Presenting.
  • What are some resources as I prepare for a virtual session presentation as a conference speaker?

  • My presider/panelist/respondent did not show. What should I do?

    Just like in our face-to-face meetings, no-shows can (and probably will) happen for a variety of reasons, But the show must go on! Program Unit chairs or steering committee members will be in the “room,” and they can communicate with the panelists or technical assistant to advise or step in as presider if necessary.

Zoom Tips

Test Your Audio and Video

It is not possible to do test runs of each session. However, there are still lots of ways you can test your equipment to be sure everything is working properly.

Visit https://zoom.us/test to join a test meeting, then follow the instructions to test your video or audio. If you are a presenter, also test the Share Screen option.

What you need:

  • webcam / camera on your device
  • headset (or speakers and microphone; this helps you avoid echo and stay muted)
  • reliable internet connection (bandwidth requirements)

Video helps keep virtual sessions personal. With video enabled, presenters can respond to verbal cues, body language, face-to-face communication, and other factors to make them feel that they are right there in the room with you.

In a virtual session (Zoom meeting), you can see other participants' videos and they see yours—just like you see other session attendees in a physical room. The host may ask you to unmute your microphone to ask a question. Ensure your microphone is muted if you are not talking.

A webinar on the other hand is a one way broadcast—attendees listen to the live speakers without seeing the attendee list. A webcam is not necessary if you are attending for a webinar.

Virtual Session Toolbar

A list of icons with the following descriptors: Join Audio, Start Video, Invite, Participants, Share Screen, Chat, More, Leave Meeting.

From the bottom toolbar in Zoom, you generally can:

Common Troubleshooting

As a general tip, we recommend closing all other applications on your device not needed for the virtual session.

Review the system requirements here.

Audio
  • I can't hear the speakers/participants.

    Have you joined the audio section? 

    Is a speaker or headset connected to your computer?

  • Others can't hear me.

    Check if your microphone is connected and still on mute. Unmute before speaking.

  • Why do others hear an echo when I talk?

    Someone has their speaker and microphone causing an echo. Please ask all participants to mute themselves or ask the host to mute all participants.

  • I hear an echo when others are talking.

    There is nothing you can do other than asking for the speakers to use a headset, adjust their microphone sensitivity, and all other attendees to mute their microphones. Learn more about solving echo issues with Zoom. 

    When joining a virtual session on a desktop or laptop computer, please ensure you use a supported browser, preferably Google Chrome, to properly hear the session audio. Check your version of Chrome and ensure you are upgraded to the latest update.

    If you are not on a supported browser, you may receive an error message.

  • Error message says, "Your browser does not support using the computer's Audio device. To use Zoom, install the latest version of a standard browser, such as Chrome or Edge Chromium.

    Please refer to Zoom's supported browser page for an updated list of all supported browsers.

Video
  • The other participants can't see me, or my video is not showing.

    Ensure that the correct camera is selected and that you have chosen to "Start Video" from the toolbar. If the problem persists, please refer to My Video/Camera isn't working for solutions.

Presenting and Screensharing

  • If I lose Internet during my presentation, what do I do?

    You should have received a dial in phone number and code to call in to continue your presentation.

  • Do I have to share my screen?

    No. Just like you don’t have to use a projector at a face-to-face Annual Meeting, you don’t have to give a visual presentation. Just your beautiful talking head will be enough.

  • How do I share my screen in a virtual session with Zoom Meeting?

    Share Screen via Desktop App (Recommended)

    1. Click the Share Screen tab on the bottom. If you do not see this button, ask the tech assistant to grant you the ability to share your screen.
    2. Select Desktop
    3. Note: if you are planning to display a video with sound, be sure to check Share computer sound
    4. Press the Share button
    5. You may be prompted to Allow Zoom to share your screen. Follow the instructions. Note: this may require you leave the meeting and restart the Zoom app.
    6. When you are done sharing, press the Stop Share button on the top of your computer screen
    7. microphone icon and lock icon next to the words "Stop Share" which have a square next to them

    Share Screen via Mobile Device (Not Recommended)

    1. Tap the Share Content (Share on Android) tab on the bottom.
    2. Select Screen from the list
    3. Select Start Broadcast
    4. After the countdown, continue using the device normally while you are sharing your screen (e.g., on iOS, swipe up to switch application windows)
    5. When you are done sharing, navigate back to the Zoom app and press the Stop Share button

    Learn more about sharing your screen.

  • I’m planning to play a video during my presentation. How do I do that?

    Before the session starts, queue the video up on your computer so that it is ready to play. When it comes time to share the video, make sure you let the tech assistant know that you will need to share your screen so that they can grant you permission to do so. Click the Share Screen button, find the video player application, make sure the options for Share my computer audio and Optimize Screen Sharing for Video Clip are checked, then click the Share button. You can then start playing the video. When you are finished, cancel the screen share.

  • Why can I not see my screen share?

    By default, the Zoom window is not shared while sharing your screen. Showing the Zoom window during screen share can be useful if a participant is helping you use Zoom.

    1. Sign in to the Zoom web portal.
    2. In the navigation menu, click Settings.
    3. In the In Meeting (Basic) section, make sure Show Zoom windows during screen share is enabled. This setting will allow the setting to appear in the desktop client.
    4. Sign out of the Zoom desktop client and sign back in. Alternatively, you can exit the client and reopen it.
    5. Click your profile picture, then click Settings.
    6. Click the Share Screen tab and make sure Show Zoom windows during screen share is enabled.

    If you are using a dual monitor set-up, you can turn on the dual monitors feature to see the screen sharing on one monitor and participants on the second.

    Note: On Mac OS 10.15 Catalina, you need to allow Zoom access to screen recording to share your screen. You can do this in your System Preferences > Security & Privacy > Privacy > Screen Recording. Check the option for zoom.us.

    System preferences panel on a Mac computer, showing the option to check a box next to "Zoom.us".

  • How do I hide my computer notifications or turn on Do Not Disturb?

    During screen sharing, your entire audience may see all your notifications. Set your computer to Do Not Disturb to hide all messages.

    On Mac (Option key and click notifications icon top right)

    On Windows 

    Additionally, be certain that your browser is set up to allow cookies in order for Zoom to work properly. Please review this article for enabling cookies on your Chrome browser.

  • Can one co-author share their screen while another co-author speaks?

    Yes, the host will be able to allow one participant to share their screen and unmute another participant to provide audio.

  • Why is my presentation’s audio not playing?

    Zoom screen sharing allows you to share the desktop, window, application, or audio/video. Zoom allows you to also send computer audio to the remote attendees when sharing a video or audio clip.

    • Prerequisites

      Zoom desktop client for Mac or Windows

      Note: Computer sound cannot be shared while multiple screens are being shared.

    • Instructions

      To share computer audio such as YouTube, Pandora, etc. during screen sharing, click on Share Computer Sound.

    • Computer screen showing multiple screens to choose from. A panel across the bottom has options for "share computer sound" and "optimize for full-screen video clip."
    • Screen sharing with computer sound while connected to meeting audio via phone

      • This applies to users who join the meeting via both phone and computer to receive audio via the phone and video/screen sharing via computer and enter their Meeting ID and Participant ID to bind devices together.
      • If this user checks Share Computer Sound on their computer, this will trigger the audio to channel through both their phone device as well their computer audio.
      • To stop sending audio, simply click Stop Share at the top of your meeting screen or mute the speaker of your phone or the speaker of your PC or Mac.

Audience Interaction

  • Can I see/hear the audience?

    In a Zoom meeting, if you have selected the gallery view, you can see all participants (who are sharing their video) and hear all participants whose mics are not muted. However, in a Zoom webinar, only speakers will be displayed on the screen until the Q&A begins.

  • How does the audience interact with me?

    In Zoom webinars, attendees are view-only participants who can be unmuted if the host chooses. Their view of the webinar is controlled by the host. They can interact with the host and the panelists through the Q&A and the chat.