2021 ADEA Annual Session & Exhibition Speaker Playbook - Prepared by InspirEd

2021 ADEA Annual
Session & Exhibition
 Speaker Playbook

 Prepared by InspirEd

Contents

 Welcome
 3
 Milestone 1: End Game Goals
 4
 Milestone 2: Presentation Specs
 6
 Milestone 3: Technology
 11
 Milestone 4: Recording Session 18
 Milestone 5: Live Event 20
 Contact Information 21

2 Title of the book

Welcome to your Speaker Playbook
Congratulations on being selected to present at ADEA Annual
Session & Expo March 13-16, 2021. While your presentation will
be featured during the live streamed conference, our work
begins right now preparing for a meaningful and memorable
experience. This year, your session will be pre-recorded which
may mean adapting your go-to in person presentation style to
optimize our mode of delivery. This Speaker Playbook will take
you milestone by milestone presenting tips, best practices and
action items to ensure your session generates top evaluation
scores and lots of buzz.
Let’s dig in!

 Session
 recordings
 must be
 complete by
 February 12

 Speaker Playbook 3

Milestone 1: End Game Virtual presentations that draw
 lower evaluation scores are
 accompanied by comments such
The 2021 ADEA Annual Session & Expo will be an
 as
online virtual experience. Beginning with our end
game in mind, that means we must prepare our “The speaker didn’t engage
sessions considering the mode of delivery. participants at all”
Attendees of virtual programs tell us exactly what “Sounded like the speaker was
they like and don’t like. reading their presentation”
Virtual sessions that draw the best evaluation “Slides were hard to reach. Too
scores are accompanied by comments such as much text”
“Lots of practical tips and advice” “Too much time telling and
 lecturing and not enough
“Plenty of relevant real-world examples I could
 showing and demonstrating”
relate to”
 “I can’t sit and listen that long”
“I appreciated the audience participation and
interaction” “The speaker’s mic kept breaking
 up – it was hard to hear”
“Shared useful templates, tools and resources”
 “Too much content for the
“Well organized and to the point”
 allotted time.”
“Dynamic presenters!”

 ADEA Speaker Playbook 4

Starting now, we can set our sites on precisely the type
of experience we want to deliver. This Speaker Playbook
 is a guide to achieve our 4 Experience Targets

 Sharply Designed: Tech Optimized: Engaging /Interactive: Practical Takeaways:
 Employing best Assembling the In pre-recorded Virtual event value lies
 practices for visuals technology needed to sessions we engage as much in what
 and mode of delivery be video ready and with our presentation happens after the
 for virtual pre- ensuring comfort level structure, visuals, event as during.
 recorded sessions to managing the quality audio/video, Offering
 engage and inspire presentation and and meaningful downloadable tools
 participants conversation facilitated and resources will
 components via Zoom conversation on event make you a s/hero
 day

 ADEA Speaker Playbook 5

Milestone 2: Presentation Specs

 Education Sessions
Presentations intended to inform or teach in a virtual event carry particular
key attributes that directly connect to the speaker prep you offer to it.

Key Attributes Speaker Prep
• Presentation + Learning Facilitation • Format templates (10x10)
 with a “be-do” outcome • Clean slides (vs. sliduments)
• Well-designed slides support content considering colors, fonts, supporting
 visuals, high quality graphics, visual
• Great audio + presenter camera on hierarchy as screen is primary focus
• Speaker's environment audited and for participant
 edited • Demo light, video, + vocal quality
• Accompanied by downloadable take- • Managing their home-office
 away environment

 My Takeaways

 ADEA Speaker Playbook 6

Panel Conversations
Similarly, panels, or facilitated topical conversations, also come with key
attributes that ensure they are successful via virtual delivery.

Key Attributes Speaker Prep
• Moderator vs. Discussion Leader • Live vs. Pre-recorded considerations
• Rooted in a compelling question • HD camera is critical
• Designed to inspire panel and • Organic convo vs. prepared slides
 participant conversation
 • Pre-meet to refine set of questions
• Aim to solve problems in advance, plan convo cadence and
 landing spot
• Not reliant on slides; the
 conversation is the focal point • Participant interaction intervals

 My Takeaways

 TIP: In a virtual session, rambling is a tough sell. We as speakers must work
 to be practiced, succinct and keep our presentation focused.

 ADEA Speaker Playbook 7

Conversational Component
Perhaps you’re delivering a presentation but are sharing the state in your
session with multiple speakers addressing your topic. Rather than just relying
on slide-based presentations, consider inserting one or more conversational
components so speakers can share their unique perspectives through
facilitated conversation.

 Speaker Prep
Key Attributes • Plan when convo component will
• Colleague Convo Format: Cameras happen within presentation
 on, discuss compelling question to • Quality camera is critical
 flesh out diversity of opinions
 • Organic convo vs. prepared slides for
• Co-Presenter Scheduled this component
 “Interruptions”: Anticipate
 questions participants may ask and • Pre-meet to refine set of questions
 schedule a pause for a co-presenter in advance and plan convo cadence
 to break in with the clarifying • Participant interaction intervals –
 question pose a question + interact in chat
 with participants

 TIP: Conversation switches up the energy in your session and engages
 participants in not only thinking deeper about the topic but engaging you in
 the chat during the live event. Make participants part of your conversation
 by addressing them with questions like: What do you think about X? How
 would you handle this situation? Which of our speaker takes do you most
 align with? Follow up on their answers in the chat during the live session.

 ADEA Speaker Playbook 8

The 10X10 Formula =
10 minutes of content +
10 minutes of interaction
on repeat

When you’re recording your session vs. facilitating it live (whether in person
 or virtually), plan for commentary about the questions you’ve pitched to
 participants to cover the 10 or so minutes you’ll interact with them in the
 chat while the recording of your session plays during the live event.

 ADEA Speaker Playbook 9

My Takeaways
How do the answers to the 5 Quick Win Considerations impact the design of
 your session presentation?

 Title of the book 10

Milestone 3: Technology
Below are best practices, tips and action items regarding the technology
 you’ll be using to record and deliver your session.

Computer Lighting
 Plan to use a desktop or  If your computer is near natural
 laptop, not a cell phone or light, that’s a bonus! Ensure your
 tablet device natural light source is in front of
 Ensure your computer is you or oriented to one side. If you
 connected to the internet via light source is behind you, we’ll
 ethernet ask you to move to ensure your
 If connecting by ethernet image is not backlit
 cable is not an option, make  Supplement front lighting with a
 sure your computer is placed desk lamp or clip-on ring light on
 as close as possible to your your computer screen
 Wi-Fi router to ensure a  Supplement background lighting
 stable connection with a lamp on the floor (out of
 Conduct an internet speed view) or a lamp offscreen. Lamps
 test in advance to in the camera shot must be
 troubleshoot any diffused so they don’t distort or
 connectivity issues: wash out your image
 https://www.speedtest.net/  Our goal is to ensure your face is
 Before recording, we’ll ask properly lit without harsh
 you to close all tabs and shadows and you are distinct
 applications to reserve from your environment.
 bandwidth and prevent
 intrusive notifications

ADEA Speaker Playbook 11

Microphone
  First rate audio is absolutely
 essential. Use or acquire a
 headset (Bluetooth or USB), USB
 microphone or USB lav mic
  Test your mic to determine your
 appropriate distance where you
Webcam get the best sound and least
 While lighting is key, ambient noise
 upgrading from a built-in  If you have a pop filter, you win
 laptop camera to an HD extra points!
 webcam will significantly  If using a lav mic, practice clipping
 improve your image it on the clothing you’ll be
 Ensure your webcam is eye wearing for the recording so it is
 height, positioned where you secure and picks audio clearly
 will face it eyes on.  If you plan to use earbuds, you’ll
 If using a built-in laptop need to hold the mic near your
 camera, place a laptop stand mouth (which isn’t great on
 or box beneath your camera)
 equipment to raise the height  If you plan to use AirPods, test
 of your webcam (we’re trying your acoustics where you will be
 to avoid that distorted chin recording your session to make
 shot with the ceiling in your sure they don’t pick p too much
 background) ambient noise. And make sure
 TIP: While a camera purchase they are FULLY charged.
 is not a requirement, it will  Avoid noisy jewelry or objects you
 make you look good . If may fidget with near your mic
 you can’t find one to borrow  We’ll conduct an AV check at your
 and need to prioritize one recording session before we begin
 technology purchase, make it
 audio. Participants tend to be
 more flexible about mediocre
 video, but they leave sharp
 negative comments on
 evaluations about poor
 audio.

Note: These products are not required, they are examples of camera and audio
equipment as you investigate your options

ADEA Speaker Playbook 12

Self-care is an important part of your preparation as a speaker too –
especially for virtual and pre-recorded sessions where you need to really
bring the energy and won’t be able to feel the love from your typical in-
person audience.

Don’t Forget Vocal Prep! Presenter Appearance
 Hydrate and bring water or  Avoid busy print fabric clothing.
 tea with you to our recording Go for solid medium toned colors
 session  Avoid noisy fabrics that the
 Get plenty of rest! Make sure camera may distort, clothing with
 you’re minding your sleep fussy details or accessories you
 schedule so you are at your may fidget with
 best  Be comfortable!
 Consider a brisk walk the day  Avoid jewelry that is light
 of your recording to create reflective or noisy
 energy in your body that will  Consider how the colors of your
 translate into energy in your clothing contrast with your
 presentation background. Will you blend in or
 If you can stand for your will you stand out?
 presentation, do it! Standing
 allows us deeper breaths and
 energizes virtual and
 recorded presentations (and
 since you’re likely used to
 presenting standing, you
 bring your mojo forward)
 Block time before our session
 to take a few breaths and get
 centered
 Log in early so you feel at
 ease vs flustered and then
 we’ll roll into our pre-flight
 checklist together

ADEA Speaker Playbook 13

Practice running your presentation in Zoom. Even if you’ve attended
daily meetings in Zoom for the past several months, facilitating a
presentation is a bit different. Zoom offers great step by step tutorials:
https://support.zoom.us/hc/en-us/articles/206618765-Zoom-video-
tutorials

Environment Technical Preparation
 While auditing your recording  Practice sharing and un-sharing
 environment, now is a good slides
 time to consider your lighting  Practice advancing slides
 set up  Practice muting and un-muting
 Audit and edit your your mic
 background so there are no  Practice turning your camera on
 visual distractions and off
 Select a quiet environment –  Practice using annotation tools if
 no echoing and you can shut you will be using the pointer, drawing
 the door tool, or other annotation features
 Consider conducting a test during your presentation
 recording with your phone to  If you’ll be using a digital
 note whether there is whiteboard, practice transitioning to
 ambient noise you tune out and from your whiteboard, or instead,
 that is within your control to leave a slide blank in your
 manage during your presentation and you can annotate it
 recording session such as like a whiteboard
 space heaters, air  If you’ll have two screens for our
 conditioners, open windows recording session, practice opening
 with traffic, pets, squeaky your presentation in Zoom to set your
 chairs, nearby construction, preferences for where your
 etc. presentation will appear so it’s in
 If you want to use a digital alignment with your camera
 background, be sure to have  We do not recommend streaming
 a green screen so that your video in your presentation. Instead,
 edges are not distorted in offer links to your video material as a
 Zoom and distracting your supplemental resource to participants
 audience.

ADEA Speaker Playbook 14

Challenge Potential Solution
Poor Audio  Avoid speakerphones or webcam
 mic. Use headset.
  Check internet bandwidth
  Try telephone connection vs. VoIP
  Check Zoom individual audio
 settings
Poor Visual  Check internet bandwidth
  Close other open applications
  Rejoin Zoom from a different
 browser (use Google Chrome)
Unable to connect  Check if URL is correct
  Ensure necessary software is
 downloaded
  Run AV check again
 Cindy Huggett, Virtual Training Tools & Templates

 What items would you add? What challenges
 would you like solutions on hand to mitigate
 issues?

 ADEA Speaker Playbook 15

Session Materials Prep
 Slides must be final at the  Try not to kill your participants
 recording session with bullets. Instead, consider
 Disclosure slides for all how you may chunk and segment
 speakers should be at the visual content to ensure its
 beginning of the presentation skimmable and depicts the
 One idea per slide relationships concepts have to
 Ensure all images and one another
 graphics support the story  Design your slides with visual
 you are telling or assist in hierarchy in mind guiding the eye
 either deepening to what is important
 understanding of the content  If you’ll be posing questions to
 or serving as a visual conference participants, consider
 metaphor to assist in a slide format you will repeat that
 remembering concepts will signal to them it’s time to get
 Offer simple, uncluttered and ready to chat
 distraction free visuals. Be  Depicting a process before
 spare on word count in slides breaking it down, offering a visual
 – we don’t want participants of a workflow before diving into
 reading your presentation the components you’ll be
 while you’re trying to deliver covering, or other means to
 it – which they will do orient participants are effective
 because the slide will be their  Practice your stories. Case
 focal point if you are examples and personal stories are
 delivering a presentation vs. lovely ways to engage
 a conversation format. participants, but it’s important
 Ensure fonts and font sizes not to wing it.
 are screen readable.  Offer transformational tools –
 Take care with colors leaving downloadable handouts
 bright colors for accent use participants can use to apply
 only what you’ve presented into
 Offer visual cues for practice or access additional
 transitions (e.g., content resources
 segments, activities,
 transition between speakers,
 end of session debrief, etc.)

ADEA Speaker Playbook 16

Pre-Flight Checklist

 All my devices are freshly charged, have fresh batteries, or are
 plugged into a power source. We’re talking about computers,
 headsets, microphones, computer mouse, AirPods, etc.
 I rebooted my computer ahead of the recording session
 I’ve closed any applications not necessary for the presentation
 I have a solid high-speed internet connection – preferably wired,
 but if not, nearby the Wi-Fi router
 I have a backup internet connection available (such as a hot
 spot)
 I have a headset or microphone and my computer recognizes
 the correct inputs and outputs
 I have my lighting set
 My webcam is placed at eye level for recording
 My webcam is enabled on my computer
 My background is clean and uncluttered
 My slides or presentation materials are open on my desktop and
 I have a print backup copy just in case
 I’ve silenced all devices and notifications
 I’ve closed my door and notified people nearby I’ll be recording
 I’ve made plans for pets and environment noise
 I have water or tea handy
 I’m wearing camera ready clothing
 I’ve practiced my presentation, stories and transitions
 I’ve scripted my introduction, speaker transitions, and
 concluding statement (optional)
 Other items I’d like to do to prepare to record include:

 ADEA Speaker Playbook 17

Milestone 4: Recording Session

Here’s what to expect at your recording session Here’s what happens
 Pre-flight checklist and session flow review with our after your recording
 production team to ensure all preparation is session
 complete before we press record
  The production team
 Record your session without stopping – just as you will QA your
 would at the conference center
 Debrief your session with the production team and
 chat about next steps preparing for the live event
 interaction component.

Here’s what to expect after your recording
session
 The production team will QA your video file.
 If there is an issue, we will contact you
 immediately.
 The production team will trim the beginning
 and end of the recording files to ensure
 smooth entry/exit in the virtual platform
 player
 Speakers will complete their ADEA speaker
 deadlines in Cadmium and prepare for the
 live interaction component of their session

 ADEA Speaker Playbook 18

Book Your Recording Session
1. Access the appointment calendar:
 https://adeasessionrecording.youcanbook.me/
 Here’s what happens
 • Recording sessions run from December 15 (break
 for holidays) through February 12 after your recording
 • Schedule now to get your preferred time session
 • Recording appointments are 90 minutes each.
  The production team
 Recorded content is 60 minutes for most sessions.
 will QA your
 Speakers for Short Talk session format must record
 within a single recording appointment
2. Share the calendar invitation with colleagues in
 your session
 • Production team will follow up with a Zoom link
 for your recording session
 • Recommendation: Put a calendar hold on the 30
 minutes prior to our recording session to ensure
 you have completed your tech checklist, grabbed
 a cup of water or tea, and are calm, centered, and
 ready to rock it
3. If something arises and you will not be able to
 make your session, rebook your session via the
 original booking email.
 • There’s a link to the workflow that will allow you
 to select a new time that will signal my team of
 the schedule shift
 • Please make every effort to keep your
 appointments to ensure we get all ADEA pre-
 recorded sessions complete by February 12
4. Coordinate time for yourself and your co-
 presenters to ensure you’re prepared for the live
 event for meaningful interaction and maximum
 engagement
5. Reach out to us with any booking or preparation
 questions: SpeakerMngt@adea.org

 ADEA Speaker Playbook 19

Key Dates
 NOW: Finalize
Milestone 5: Live Event Presentation and Book
 Session Recording
 Appointment
TIP 1: Log in before your scheduled
presentation time to get comfortable and December 11, 2020
navigate to your session. Look for Speaker Agreement and
communication from ADEA for log in Conflict of Interest
credentials and action steps around your
speaker access February 5, 2021
 PowerPoint Presentation
TIP 2: Feel free to meet with Tracy in the green
 and Handouts
room with any questions in support of your
 Submitted
session broadcast and chat interactive
TIP 3: Enjoy your session! This is a novel way of February 5, 2021 Input
presenting your ideas and interacting with your CE Quiz Questions
audience. So often we are primarily focused
upon our delivery, but this year, you get to March 12, 2021 Photo
focus on your participants and stimulating rich Uploaded and Profile
 Information Updated
conversation about your topic
 March 13-16, 2021
 ADEA Annual Session &
 Exhibition

ADEA Speaker Playbook 20

Congrats! You’re ready to record your
Contact Information session! Double check your date and
 time and that your co-presenters (if
Questions about preparing or applicable) are also prepared to be
recording your session there. Expect a Zoom link prior to
Tracy King (me) / Apryl Nichols- your appointment that you’ll use to
Baker (production team manager) access the session. Our production
SpeakerMngt@adea.org team will verify your pre-flight
 checklist and review with you the
Questions about the Cadmium presentation flow. If you have any
speaker portal, virtual conference
 questions at that time about
platform, speaker deadlines
 facilitating your conversational
Renee Latimer, Senior Director,
Professional Development and components or any part of the
Educational Technology recording production process, we’ll be
Latimerr@adea.org happy to assist. See you then!

 ADEA Speaker Playbook 21

The 2021 ADEA Annual Session & Exposition Speaker Playbook and Speaker
 Training was created by InspirEd / www.inspired-ed.com / ©2020

 22