Thank you for agreeing to speak at IHA’s 20th Annual Virtual Health Literacy Conference. Please read this page carefully and bookmark it for future reference.Eskarlethe Juarez will be your conference liaison.
Please add her email (EJuarez@iha4health.org) to your address book to avoid missing important emails about the conference. And feel free to reach out to her if you have any questions about the conference. She will be happy to help you.
This handy checklist outlines your speaker duties. More detail is provided in the sections below.
1. Register for the conference.
2. Schedule your practice session
through OnceHub by March 31st.
3. Complete your Speaker Profile
in the Conference Harvester/Speaker Portal by April 16th.
4. Upload all presentation materials
(slides, handouts, etc.) through Conference Harvester/ Speaker Portal by:
- April 26th- Prerecorded sessions
- April 30th- All other sessions
And have fun at the virtual conference.
Step 1: Register for the Conference
Registration link coming soon.
Step 2: Schedule your practice session
Eskarlethe will email you additional information on how to schedule your practice session through the scheduling platform OnceHub.
It is important that each speaker is familiar with the conference platform and has a working and suitable environment to present from (sound, video, light, background).
To make sure these requirements are met, and to address any technical questions, you are required
to attend a practice session.The deadline to schedule your practice session is March 31, 2021.
Each practice session lasts 30 minutes – 60 minutes (depending on your type of session), and during this time we cover the following:Test the conference tool
Test the sound quality
- Ensure that speaker(s) can login to the tool easily.
- Run through their settings with them – turning video and audio on/off and sharing slides.
- Make sure their internet connection is strong enough to stay connected through the whole event, share slides, and show their video.
Test the video quality
- Help speaker(s) setup their microphone.
- Test speaker & microphone settings – the conference tool will have settings that allow you to run through these tests easily.
Check the speaker's environment
- Help speaker(s) find their best camera setup.
- Test video settings
- Test video lighting – speaker should be visible and clear. Background should be neutral and not distracting for the audience.
Run through the conference tool functionalities
- Ensure the speaker's lighting is good.
- Ensure that their background/surroundings are appropriate.
Last step: Address any other last questions the speaker might have.
- Mute, share camera, share presentation, etc.
- Have the speaker transition to the next speaker, or back to the moderator.
Step 3: Complete your Speaker Profile
This year we are going to be using Conference Harvester. Conference Harvester is an event management software that will have information specific to your session and uploads it directly to the conference website.
Through Conference Harvester you will be accessing the Speaker Portal to:
Eskarlethe will email you additional information on how to access the speaker portal soon.
- Confirm or update your profile information
- Make any edits needed to your session information
- Upload your presentation slides
Please make sure to complete your Speaker Profile by April 16, 2021
Step 4: Upload Your Presentation Materials
The deadline to upload all presentation materials (slides, handouts, etc.) to the Conference Harvester/Speaker Portal is:
Eskarlethe will email you additional information on how to access your speaker portal soon.
Suggestions for Using PowerPoint
- April 26, 2021- Prerecorded Sessions
- April 30, 2021- All other Sessions
PowerPoint can be a powerful tool. It can also be a nightmare for attendees to read and comprehend, especially when we violate our own rules on readability and design. This is one of the main areas in which speakers get poor reviews in attendee evaluations.The biggest frustrations for attendees
, as stated in their conference evaluation forms, were when speakers had too much data on each slide or simply read their slides
. Please keep this in mind when designing your presentation.We encourage and fully support anyone who chooses to supply attendees with a few fact-laden sheets for reference purposes, and uses their slide presentation to graphically support their talk.
Please consider these points in your presentation:
- Provide context for why your specific topic and information is important to those interested in health literacy.
- Draw connections to other issues in healthcare and health literacy, where appropriate.
- Provide solutions, or at least pose good questions which will lead to discussion, critical thinking, and solutions.
- Avoid beginning your presentation with a health literacy definition and summary of statistics. Feel free to frame the issue as it relates to your session.
For more tips on effective communication, check out Making Data Talk: A Workbook
by the National Cancer Institute. This free resource offers helpful tips in designing a successful presentation.
Step 6: Present!
Session Presenatation Types
- Plenary Session – A 30- or 60-minute session, including 10 minutes for questions-and-answers (Q&A), focused on a topic that motivates, educates, and engages the general audience. These sessions set the tone for the conference, help to create a positive conference experience, and, most importantly, share timely and important information.
- Prerecorded session – A 30- or 60-minute session (including 10 minutes Q&A) that is prerecorded and viewed during the conference. These sessions will be recorded on Conference Harvester and are due by Monday, April 26th.
- Workshop – A 60- or 90-minute interactive session (including 10 minutes Q&A) designed to help participants develop a specific skill using creative methods. These sessions will be limited to 30 attendees.
- Panel Discussion – A 60- or 90-minute session (including 10 minutes Q&A), which features a designated moderator and a panel of 3 to 5 speakers. The panel will provide their unique perspectives on the chosen topic. The moderator will lead the Q&A discussion and facilitate conversation between the panel and the audience.
- Live Lecture – A 30- or 60-minute session (including 10 minutes Q&A) intended to disseminate information and solutions that participants can incorporate into their work and infuse into their communities.
- Connection Cafes – A live, 1-hour Zoom meeting or discussion thread on your topic of choice (e.g., maternal health, social justice). This provides a dynamic opportunity for participants to connect with one another in real-time and to engage in a rich exchange of ideas.
We encourage you to do your best to start and end on time. To assist you, an IHA staff member and Technical Support will sit in on your session. Speaker Best PracticesHere are some of the things you can do before your virtual session:
- Make sure you are comfortable with the conference tool you will be using. Practice how to mute yourself, display or not your camera, and share your presentation.
- Ensure that your computer audio and video are working. This means that you hear the sound, your microphone is capturing your voice, and your camera can film you properly when using the conference tool.
- Check how you look on camera. You want to ensure your light is neither too dark or too light – the audience wants to see you. Check this at the same time (of day) as when the actual meeting will happen. Also make sure that there is nothing inappropriate appearing in your surroundings. (for example private photos on a shelf, etc.).
- Pick a quiet place. A place where you know you won’t be disturbed during the meeting, and where you can’t hear other noises that could compromise the quality of your presentation.
- Speak straight to your camera. Your camera should if possible be at the same height as with your eyes. Consider building an ad-hoc stand-up desk – speaking while standing can help recreate familiar live-speaking sensations.
- Plan the clothes you will be wearing during the meeting. Working from home doesn’t prevent us from dressing appropriately for an important talk.
- Practice makes perfect. Consider rehearsing a few times. Run your entire session from the beginning, unmuting and sharing your presentation, then muting and unsharing it at the end. Feeling comfortable with the process will help you successfully deliver your talk.
- If anything fails, wait to receive some instructions from our technical support. Don’t panic, we are used to recovering from potential connectivity or software problems, they will sort it out and get you back online.
We are proud to bring together the best and most engaged group of speakers, thinkers, and doers in this field. If there is anything we can do to make your experience a better one, please do not hesitate to ask. Thank you again for agreeing to share your expertise and be part of this conference.
Kind regards,The IHA Conference Planning Team