Guidelines for Preparing your Presentation

We have prepared a pre-Colloquium briefing that is accessible in the ITC Learning Centre. If you are already registered in the Learning Centre, you can go through the pre-Colloquium briefing on or by clicking here.

If you are not yet registered, please follow the text and links in this webpage for equivalent content. You can also download the PDF version of the briefing pack by clicking here .If you are presenting a session or a paper at the colloquium you will need to make a recording of it before the event and provide the organisers with this for them to slot into the programme in the right place.
This material is especially important if you are a presenter as it covers the details of how  to prepare your presentations for the Colloquium. We have tried both to give simple instructions on the technicalities of preparing presentations as well as providing some hints and tips on how to make your presentations engaging and interesting.

This section provides you with a series of videos and documents which take you through the procedures you need to follow. Please follow these links to download relevant documents and to play through videos on the respective topics.

Accessing the Learning Centre

You can find here  a short video (or PDF file) describing how to access the Learning Centre.

Preparing your presentation for the Colloquium

The default content will usually be created using PowerPoint, with the presenter recording an  auditory track as a voice-over. The resulting combined audio-visual presentation will be saved as an MP4 file. It is a good idea to start with a picture of the presenter and a few personal details as an introduction. This can simply be a PowerPoint slide with a photo of the presenter pasted onto it.  It is also possible to integrate video sections of face-to-camera work cut into a presentation – especially for the opening and closing moments for the audience to be able to see who the speaker is. 

For symposia, the symposium convenor will need to collate all the presentations, do any vocal linking that is necessary, record the introduction and ensure it all runs exactly to time!

The following instructions are edited from the Microsoft support site and cover the essential information you need to know about getting your presentations recorded as videos for the Colloquium. They assume you are using Microsoft 365 PowerPoint. If you are using an earlier version, you need to check if these procedures will work. You can always produce a different output video file format if you use a version that does not support the recent MPEG-4 format (e.g. earlier versions may only produce Windows Media .wmv files). Format like .wmv can be converted into mp4.  

We have also prepared some short videos that you will find here  – click on the titles below – and on the Learning Centre website if you’re registered to access that.

  1. Adding and recording a commentary to your slide deck
  2. Producing a MP4 file of your presentation
  3. Preparing posters and oral papers for the Colloquium
  4. Preparing symposia and panel discussions for the Colloquium.

Click here to download and print a copy of the document: Using PowerPoint to record your presentation” 

When you have had a look through it you can also run the two videos and download a copy of the slides (as a pdf).

Click on the titles to run the videos, click on PDFs to get the downloaded documents.

1.  Recording your presentation (6 minutes)

2.  Turning your presentation into a video file (10 minutes)

The next two videos cover specifics of preparing material for oral presentation, as a poster, the job of the convenor of a symposium or the person chairing a panel discussion. For each video you can also download a pdf of the slides.

Again, just click on the titles of the videos or the PDF labels below.

3.  Preparing oral papers and posters 

4.  Preparing symposia and panel discussions 

Adding value to your session

You can add value to your session by providing clear information on how your audience can contact you both during and after the event. 

Your email address is still the most important piece of information to provide. Also any relevant website you operate especially if you have set up downloads there. 

There is still value in the old fashioned postal address and phone number!

You can also pre-arrange a timeslot during the Colloquium or following its closure, when people can join a Zoom meeting with you to discuss your work or some topic of interest that has arisen during the Colloquium and for you to gather feedback on it. 

You can of course do this independently, but we will try to maintain a list of open meetings that have been set up and by whom, and make this list available in the Colloquium ‘Meeting Place’. By default, these meetings will be recorded and form part of the Colloquium archive.