Presenter Check-in

The following guidelines are important and should be read and understood by all presenters at the conference.

Arrival and Check-in

At least 24 hours before your presentation we ask that you please check in at the VWBPE Presenter Show Office to pick up your lanyard and confirm that you have read through these instructions. DO NOT LEAVE THIS TO THE LAST MINUTE. If you are late for your presentation due to not having checked-in in advance, your presentation time slot will not be extended and your session will not be rescheduled. It is your responsibility to ensure that you have all your ducks in a row prior to your scheduled time to take the stage. Check-in will begin March 23, 2017.

The Show Office will be staffed during the following hours (SLT/PDT), starting on the 23rd of March: 7:00am-8:00am every day; 11:00am-1:00pm Saturday the 25th and Sunday the 26th; 7:00pm-9:00pm every day.

Presentations Being Filmed

Presenters should arrange to be at your presentation location at least 30-40 minutes ahead of time for sound checks and set-up. You will need to contact Technical Support for your location, who will then introduce you to the film crew and help get you set-up in the Skype back channel.

IMPORTANT Notes for Voice:
We ask that you have Skype downloaded and enabled on your desktop and that you are using a headset with a mic and not a laptop or other type of microphone that may cause feedback when using voice. Skype provides better sound quality for recording your presentation. If you have not contacted the Parcel Manager at least 20 minutes before your presentation, then Skype will not be used and the audio quality of your recording will be diminished.

If your session is one of those we have indicated we would like to be filmed, please make sure you agreed to the general speaker release as part of your proposal submission.

Presentations Not Being filmed

Presenters should arrange to be at your presentation location at least 15-20 minutes ahead of time for sound checks and set-up. You will need to contact Technical Support for your location once you arrive.

Unfortunately we have not received sufficient sponsorship funds to make arrangements for filming of all sessions this year.

If you would like to make arrangements to film your own session, you are welcome to do so. Filming of other sessions which are not your own can only be done with the permission of the presenter. If you film your own session the VWBPE committee would appreciate a copy of the link so that we may include it in the Conference Proceedings Journal to be published in May. Also, we would like to include the link in the YouTube playlists we have set-up for consolidation of all VWBPE recordings, regardless of whether those recordings were by VWBPE or others.

Voice in Second Life:
For presentations not being filmed in Second Life, inworld voice will be used.

Practice and Walkthrough

Please ensure you have practiced your presentation in advance and that you know how to use your presentation materials. You will have approximately 5 minutes to get set up, so please practice this in advance. If you have difficulties or need help, please go to the show office at least a day before your presentation, and a VWBPE mentor will be able to help walk you through what you need to know. The Mentor’s Center is available for your use to practice.

Those presenting at the main VWBPE Auditorium are encouraged to come to the auditorium at least a day before your presentation to do a walkthrough of the space in advance. Please do not disturb any presentations already in progress – consult the conference calendar if you are unsure.

Group Tags – Land Permissions

In order to build objects (i.e. obtain rez rights) you will need to have a group tag to rez any needed props for your presentation. You should already have received your group tag if you met with your mentor before now. Otherwise, for the VWBPE Main Auditorium, Lecture, and Workshop Areas – any of the VWBPE presentatation areas – please see one of the Technical Support or Administration/Executive staff in the Show Office at least one hour before your presentation. The Show Office is located on the VWBPE Gateway region.

Note: If you are wearing the right group tag and are having problems rezzing items, please try to rez your items in an area where there are no prims. Sometimes SL has problems rezzing items on certain prims and rezzing in a grassy area will solve this problem. You then simply need to move your presentation into position at that point.

Other FAQ

You can use teleport kiosks to move around the VWBPE locations. If you get lost or have trouble finding your way around, please contact your mentor or go to the main VWBPE Gateway and someone there will help you get to your location.

Q: Can I use my own presentation device?
A: Yes. There is no restriction as to which presentation device you use.
Q: Do I have to use a presentation device?
A: No. If you don’t need one for your presentation, then you don’t need one.
Q: Will there be security? What do I do if there is a problem?
A: Yes. Security will be patrolling the various locations throughout the conference. If you see or witness an incident, it can be reported by touching a 911 box (red cube with “911” in white text). Security staff will respond and take care of the issue. If no one shows up within minutes, post a message in one of our VWBPE group chats, which will be monitored closely.
Q: I lost voice – now what?
A: If you lose voice, keep going with text. Depending on the nature of the problem it may require a relog to get voice back. Your time limit, however, will not be extended as it will delay other people after your session. Word to the wise: if your presentation is not being transcribed (transcription has not been arranged), it is always a very good idea to have a fallback method ready. This is why we encourage the use of the SpeakEasy HUD tool. As your mentor about it!