Presenter FAQ - Using Pathable as a presenter

First thing’s first!

We strongly recommend you download Google Chrome (free to download – click here). The Pathable platform works best in Chrome. Be sure to bookmark your personal link so you can easily find it to attend the Conference.

All Presenters must have Zoom downloaded on your computer. If you have used Zoom on your computer before, please be sure you have it updated to the latest version so everything will work correctly.

You will receive an invitation email from Pathable to access your session(s) and add information needed. Pathable is the platform hosting the program. Cvent and Sched.com have Conference information but you will need to login to your Pathable profile in order to present at the program.

  • The email will, by default, come from a no-reply@pathable.com email address. Please add this email address to your accepted emails list to hopefully avoid emails going to Spam.
  • You will need to complete your profile with a 6 character or longer password in order to be able to login and attend the PEARC21 program. You must select the “I agree to the Terms and Conditions” checkbox in order to access the event website and attend the Conference.
  • Once you have completed your profile, you will select “Continue to App” to enter the platform where the program is hosted.


Please note that only one login is allowed per email address and you can only be logged in on one device at a time. Each login is unique to your email address. You cannot share your email and login with someone else because you can only be logged in to one device at one time to participate in the conference.

Ensure you have a strong internet connection to avoid buffering and slow downs. If you experience connection issues, click on Chrome at the top of the device and select Clear browsing data. In that box, only have the boxes check marked for “Cookies and other site data” and “Cached images and files”. Then click Clear data.

For best quality, you should always use your desktop/laptop to access sessions for the best experience. You can use your iPhone/Android/tablet to access the event and watch sessions using Chrome as your browser. We recommend a connection of 3 Mbps or higher.

You cannot be logged into the platform on more than one device at the same time. If you need to switch devices (go from your laptop to your tablet), you must log out to then login from your other device.

 

Navigating the event site:

  • Utilize the navigation items at the top of the screen to view different pages to possibly include:

    • Home

    • Schedule

      • Agenda

      • My Agenda

      • Posters

      • Visualization Showcase

      • Schedule meeting

    • Conversations

    • Attendee and Speakers in the “People” section

    • Exhibitors

    • Game

    • Job Board

    • FAQs

How do I edit my profile?

From the main menu navigation, select Your Name at the top right corner > Edit my profile. Here, you can add a profile picture, your organization’s name, add a short bio, set your profile preferences, and share other relevant information about yourself.

 

How do I access the session that I am speaking at?

You can view the session(s) you are assigned to by accessing “My Agenda” in the ”Schedule” drop down menu or by viewing your profile (Edit My Profile in the drop down under your name).

How do I add files, videos, and polls to my session?

  • Login to the virtual platform and click on your session in the Agenda list.
  • Click on the Manage button in the upper right section of your Session above the countdown timer.
  • You will see the ability to ADD NEW FILE, ADD NEW VIDEO, ADD NEW POLL and see who is Registered, Checked-in, Checked-out and Wait Listed (in the Check-In section).

How do I present in my live virtual session? 

When you click “Start Broadcast” on a webinar, or “Record to Cloud” on a meeting, the recording begins! DO NOT click “Start Broadcast”/” Record to Cloud” until you are ready to be recorded and have attendees be able to see and hear you.

Check how your name is listed. Click More and then Rename it if it is not correct. If other presenters or event staff are present, ask them to verify that your sound levels and microphone positioning are correct. If you don’t have anyone available to check your sound, note that the microphone icon on the bottom left of your Zoom control panel will show green when it is receiving input.

Check that you are able to share your screen. On Mac computers, you may need to adjust your security settings. Do this before PEARC21 starts so you are not scrambling to do it right before your session starts.

At T-1 minute, attendees will be able to enter the Zoom room, but will not actually see you until you click “Start Broadcast.” You may wish to screenshare a slide indicating that you will be starting soon or greet your audience and let them know that you will be starting soon.

The Zoom toolbar will appear once you have launched. The following controls will be available to you:

  • Mute: allows you to silence yourself. Use this if someone else is talking and the system’s natural echo cancellation is not working. The up-arrow next to Mute can be used to select your audio input (e.g., switch from your computer’s microphone to a headset).
  • Start Video: This allows you to turn on your webcam. The up-arrow next to Start Video will also give you access to the virtual background feature. PEARC21 has virtual backgrounds that you are welcome to use.
  • Participants: Allows you to see the names of the people watching. You can also use this to allow individual participants to be heard.
  • Share Screen: Allows you to share what is displayed on your monitor with viewers. If you have dual monitors, you can select which monitor to display and which to reserve for your reference and notes.

This applies to Webinar and Group Meeting sessions only. If you are a Poster Presenter or part of the Visualization Showcase, please disregard this section of the Presenter Guide.

Approximately 20 minutes prior to your session start time:

  1. Visit your session page on the agenda.
  2. Click the Manage button in the upper right (it will appear above where you see the countdown in the image above).
  3. Click Start if you are the primary speaker with responsibility for “starting” the webinar.


This will launch the Zoom meeting application and enter you into a pre-presentation area. During this time, you will be able to see and hear other presenters, and they will be able to see and hear you. However, the “attendees” will not be able to see or hear you, nor will they be able to see anything you screenshare until one minute before the scheduled start time, when attendees will be allowed in.

 

How do I know if my session/presentation is a Webinar or a Group Meeting or Pre-Recorded?

  • Workshops (including Exhibitor Workshops) and Tutorials are all Group Meeting sessions. Group Meetings begin at the established meeting start time. A team member will be assigned to hit Record so the session records to the cloud.
  • Panels and Papers are Webinar sessions. A member of the Event Team will start the meeting as soon as all presenters are ready. As a reminder, if you are presenting with others, please ensure you are muted when you are not presenting so any noise on your end does not interfere with their presentation. For those with Papers, your document will be uploaded and can be viewed anytime before and during the conference. Presenters will be able to share their screen to show a slide or visual during your 5 minute overview as well. Attendees be able to connect with you through the platform to ask questions and discuss your papers.
  • Posters and Visualization Showcase documents and videos are Pre-recorded sessions. Authors will upload their documents and videos in their Session. Attendees will be able to view the documents and videos once they have logged into the platform before PEARC21 starts.

 

Presentation Pro Tips and Best Practices

  • Set your camera at eye level: Often, this means propping up a laptop.
  • 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.
  • Check your light: The best lighting is diffused, from both sides and not overly bright. 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.
  • Charge your headset: Ensure that your computer and audio equipment are fully charged.
  • 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 nature photos from unsplash.com, but remember, keep it simple! You are the star, not your background. PEARC21 has virtual backgrounds that you are welcome to use.
  • 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.
  • 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.
  • Consider dual-screens or split-screen display. See this link for advice and instructions: How to Use a Dual Screen or Split Screen for Presentations.