Presenter Packet

Fall 2021 Live Online Community Conference (LOCC)

What this packet includes:

Timeline for Fall 2021 LOCCPresenter RequirementsSession LogisticsRoles and ResponsibilitesSession Details & ObjectivesPathable TrainingTechnical TipsPresentation TipsAudience InteractionsData Confidentiality

Timeline

ASAP:Register for the LOCC

September 6-17:Attend 1:1 session with assigned Coach to go over presentation

Your Coach or an ICN staff will reach out to schedule these

Finalize your Pathable profile including picture

September 24:Presentations are due to your Coach

Presenter RequirementsShare and run your own slides

This will help with the flow of the session and prevent you and other presenters from having to say “next” often

Share your video while you are presentingWe want to make the LOCC as engaging as possible and sharing your screen so attendees can see you present will help with this!You can test your video during your Coaching call

Be in your own spaceUnless your presenting with others from your center, please find your own space for the time you are presenting

See Technical Tips for more specifics on this

Download the Zoom software to your computerChrome is the preferred browser

Logistics

Your Coach will review and help fill in the following slides with your team during your coaching call

Presentation: ___________

Day & Time: ____________

Roles & ResponsibilitiesWelcome/Intro & Closing – CoachMonitoring chat box for questions (will save questions until end of presentation unless otherwise specified) - CoachMonitoring chat box for technical issues - SupportShare link at end of session to direct attendees back to main agenda – SupportLaunching Polls (if applicable) – Support

Do you want results shared back to attendees? Yes/No

Running Slides - ???Who will be running the slides for your session?

Presentation order (if more than one presenter)Indicate the order of people speaking to manage transitions, intros and slide progression.

Presentation Recording & Slide Deck

Each session from the LOCC will be recorded on the Pathable platform

Are you comfortable with ICN making this recording available to attendees after the conference? Yes/No

Are you comfortable with ICN making this slide deck available to attendees after the conference (all slides with the confidentially statement will be redacted)? Yes/No

Presentation Objectives

What are the objectives of your session? What will attendees learn?

We will include these in our breakout description document to help attendees select the breakouts they wish to attend (pre-populate this information from the proposal form and review during call)

<This is only needed for the Community Proposed Breakout Sessions not the Role Specific or Plenary sessions>

Presentation Support

What technology needs/wants does your team have?

Ex: polls, extra breakout rooms, webcam help, etc.

Do you have any supporting documents?

Phone Numbers

In the event of technical difficulties during the LOCC, we would like to have your phone number on hand in case we need to reach you. Please provide the phone number that will be easiest to reach you at during the days of the LOCC.

Name Phone Number

The first communication you will receive will be an email from ImproveCareNow Fall 2021 Live Online Community Conference. This is an invitation to the Conference Platform (Pathable). The Edit Your Speaker Profile button is a unique authorization link which will take you to claim your account.

Claiming your account/ Setting up your Pathable profile:• The fields will automatically populate. Please create a password, the password only needs to be 6 characters, and agree to

the terms and conditions. • Best Practice is to click the Complete Profile button to be directed to the Edit My Profile page. On the Edit My Profile page

you’ll be able to upload your headshot and check your details. Your email and phone number will not be displayed publicly. • Once you have claimed your account, going forward you will log into the ICN LOCC platform via this email address and the

password created here

Below is the attendee view of your profile. To the right any sessions you are speaking at will be displayed in your profile. Attendees can click that session right from your profile to add it to their personalized agenda.

Here is the attendee view of a session. Please notice these great features:• Chat – here people can leave a message prior to the session. Or you’ll see this chat box fill up with comments and questions

during your session. Your moderator, ICN Coach/support will monitor this chat box and keep you apprised of any questions• Polls – ICN will load any polls you want the audience to take into your session. Polls can be in the form of multiple choice,

free text responses or star ratings. Once the poll is taken results can be shown immediately (in the form of a pie chart, graph, list or even word cloud)

• Files – ICN can load any files you would like your attendees to download• People – here you can see all the people attending your session

There are two types of session on the ICN LOCC platform: plenaries (also called webinars in Pathable) and breakouts.You may be speaking at both types. Both plenaries and breakouts will allow the speaker into the Zoom room 20 minutes before the session start time and will stay open 10 minutes past the scheduled end time.

VS

Plenary - A presentational experience

❑ Presenters will present, share their video and slides from Zoom

❑ Attendees will stay on the Pathable platform and watch the presentation through an embedded player

❑ Presenters, moderators, coaches and support can chat with each other via the Zoom chat – attendees will not see this

❑ Attendees chat through the Pathable chat

Breakouts – An interactive experience

❑ Both presenters and attendees will pop out into Zoom

❑ All chat can be done in Zoom

❑ Polls are taken in the Pathable platform –attendees can tab over to Pathable to take the polls and see results

PLENARY➢ For a Plenary you have access to a ”Green Room” aka a practice session 20 minutes before the start

time of the session➢ This is a place to check your audio, video and screen sharing before going live for your attendees.➢ The Plenary will not be live until the Start Webinar button has been clicked.➢ Please DO NOT press the Start Webinar button!

ICN will do this when everyone is ready.➢ If your Webinar runs over the scheduled end-time there is a 10-minute grace period before the room

will automatically close.

To get to your plenary: ➢ On the top right of the LOCC homepage, click Schedule in the menu bar ➢ Then choose My Schedule. The sessions you are speaking at will automatically populate under the My Schedule tab. ➢ Next click on the Agenda Card of the session you would like to begin.

My Schedule ->

➢ You can join your session directly from the Agenda Details page. ➢ When it is 20 minutes or less before the start time of your session the countdown clock will be replaced with a Start

Meeting button. ➢ Press the Start Meeting button to launch Zoom and take you to the plenary Green Room.

You are now in the Green Room aka Practice Session till the Start Webinar button is pressed. Any other presenters, your ICN Coach and Support will be here too

✓ This is a great time to verify your audio, video and screen sharing are functioning properly.

Each Speaker will come into the Zoom room with the name “Host XXX” because you are using Pathable Zoom licenses. To rename yourself, open the participant panel by clicking the Participant button in the toolbar. Hover over the Host name that has the word (me). Your ICN Coach or Support can help you do this as needed.

Screen sharing options: full desktop or individual applications. Sharing an individual application is preferred to avoid unwanted pop-ups or sounds. If you are sharing sound or video, make sure to check the two boxes on the bottom left.

Individual applicationsIndividual applications

Your session will not start until someone presses the start webinar button. While waiting to start the session, decide who will press the button – you (the presenter) or your ICN Coach or Support person.

Your session should be set to pre-set to record, the recording will begin when you click Start Webinar. The ICN Coach or support will verify a red dot and the word “Recording” has appeared in the top left corner to ensure the recording has begun correctly.

Attendees will not actually see you until you click Start Webinar.

Examples of your attendee’s view of the Webinar. The top is an example of a speaker sharing just her video. The bottom image is the speaker sharing her screen & video.

Presenter Tips and TricksCheck your light: The best lighting is diffused, from both sides and not overly bright. You do not need a ring light!Two small lamps on either side of your computer, placed slightly behind the camera, is a simple way to achieve attractive lighting. Avoid having a window behind you, as this may create a "witness protection program" effect.

Any sort of microphone will be better than your computer. We recommend a headset to ensure you can hear your audience and they can hear you. Charge your headset: Ensure that your computer and audio equipment are fully charged.

Silence the interruptions: Turn off your phone and exit any programs that might pop up notifications during your presentation (e.g., Slack, Outlook, Skype, etc.) Note that an iPhone, particularly, will ring on a Mac that's attached to a phone, even when muted. If you have pets, children or poltergeists, take precautions to ensure that they do not disturb your presentation.

Green screen: Zoom has the ability to create "virtual backgrounds" behind you. These are not required but can be handy to obscure a cluttered background. These work best if you have a true "green screen" behind you, but it is not strictly required if your computer has sufficient hardware. Click the up-arrow next to the "Start Video" button on your Zoom toolbar to access the virtual background feature. Choose from the images provided or upload your own. We recommend to keep it simple! You are the star, not your background.

While filters are fun, they can be distracting …. So it’s wise to not use any. Maybe check to make sure no one using your computer before you added a filter.

Position your self-preview window near your webcam: Use your mouse to move your video preview of yourself close to your webcam. This will encourage your eyes to look near the webcam, rather than off to the side, giving your viewers the impression that you are looking at them.

Set your camera at eye level: Often, this means propping up a laptop.

What NOT to do

✓ Restart Computer/Close Tabs: Restarting your computer can solve many issues. It is recommended to do this the night before presenting. Also close all unnecessary tabs while presenting. These tabs will slow down your computer and negatively affect your presentation quality.

✓ Don’t compete for bandwidth: If you are presenting from a location with consumer-grade Internet bandwidth, ensure that you are not competing for bandwidth with others in your household. Someone may have to take a break from Xbox gaming.

More Resources:Pathable video library: https://vimeo.com/451627976o 2-minute speaker overview video: https://vimeo.com/436230987

o 2-minute how to access Zoom as a breakout presenter: https://vimeo.com/408476599

o 2-minute how to log into Pathable (good for attendees and speakers): https://vimeo.com/225435068

Thank you for presenting at the Spring 2021 ICN Live Online Community Conference!

Presentation Tips

Use the ICN template slides (included with this Packet) or your center’s template slide deck

Use more visuals to encourage connection to content and grab attention

Highlight what you want people to look at on the slides

Audience Interaction

Have no more than 15 minutes of strict contentAttendees tend to lose interest in content presented virtually after 15 minutes

Break up your presentation with opportunities for audience interaction

Questions that can be answered using the chat boxPolls

ICN Staff will set these up for you

Data Confidentiality

DO NOT SCREENSHOT OR COPY

One advantage of a Live Online conference is we now have the capability to expand our audience and include others that may not typically participate in ICN or our conferences. Please take this into consideration when developing your content.

Please include the confidentiality statement below at the beginning of your presentation & include the icon below on any slides with data that should not be screenshotted or shared more broadly.

Confidentiality Statement:All information is a component of the quality improvement activities of the ImproveCareNow (ICN) Learning Network. This information is confidential, is intended solely for the knowledge and use by attendees, and shall not be disclosed or shared. Attendees have a responsibility to maintain patient privacy as well as the confidentiality of all ICN member centers. Any disclosure, copying, distribution or use of this information are strictly prohibited.