Presenter Toolkit

Halifax is in the Atlantic time zone. The May 2 (online) session page highlights the different Canadian time zones.  

On May 1, the conference is being held in person in the Kenneth C. Rowe Management Building located at on the Dalhousie University campus, 6100 University Ave, Halifax, Nova Scotia.

On May 2, the conference is being held virtually on the Microsoft Teams platform.

Attendees will not be asked to register for individual in-person or online concurrent sessions, so we are unable to provide registration numbers for each session. To assist with your session planning, the DCUTL planning committee will be in touch periodically with updated registration numbers for the conference as a whole and will provide a final registration number on the morning of April 29, 2024. 

The concurrent sessions will not be recorded. 

• Please arrive 15 minutes before your session.

• Some 50 minutes session will be back-to-back. If you are presenting during a back-to-back session, please arrive 15 minutes before the first presentation begins. It will allow time to load your presentation onto the computer.  

• Please bring your presentation on a USB drive. This is essential to having the conference run smoothly.

• There will be 5 minutes between sessions to allow time for the second presenter to share their slides. 

• You can set up a Teams test run with or without your host prior to the session.

• Please arrive 15 minutes before your session.

• For back-to-back online sessions, it is not recommended that presenters go in right before their presentation to practice as the other group may be there.

• 90-minute sessions have their own rooms. Presenters can access the room right before their session.

• There will be 5 minutes between sessions to allow the second presenter to share their slides.

• If you are sharing a video on Teams, please test the video prior to the conference.

• Communicating with presenters regarding their needs prior to and during their session. 

• Being available 15 minutes prior to each session to assist with any last-minute details/supports. 

• Introducing speakers (if desired) 

• Notifying presenters if allotted time is ending. 

• Sending a calendar invite to online session presenters for their time/day slot. 

• Communicating with presenters regarding their needs prior to and during their session. 

• Being available 15 minutes prior to each session to assist with any last-minute details/supports. 

• Introducing speakers (if desired)  

• Notifying presenters if allotted time is ending. 

As a presenter, you will receive a meeting invitation from your room host, which will include the link to your session.  All presenters and attendees will also receive a linkable schedule to sessions.

Attendees will have access to the chat. Allowing attendees to have their cameras on will be at the discretion of the presenters, and can be arranged with their room hosts. 

If you wish to share your slides with your assigned room host as a backup, please communicate this option with them and slides must be shared no later than April 29, 2024. 

It is the responsibility of the presenters to monitor the chat, however, if you wish to have support during your session, please reach out to your room host. 

To ensure good quality audio, we recommend using a high-quality microphone and headphones to prevent audio feedback. A headset would also work well. It is recommended that presenters plan to use a laptop or a desktop computer rather than using a mobile device.  

• Make sure your background is clear, your face is well-lit. Virtual or blurred backgrounds can significantly slow down your network, so their use is not recommended.  

• Test out different audio options; headphones with mic vs. stand-alone mic. 

• To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking. 

• Leave time for questions. You can prompt people to ask questions in the chat or raise their hand. 

Teams Meetings: In Microsoft Teams, you can show your desktop, a specific app, presentation, or any file while in a meeting. To learn more, please visit the Microsoft website. You can also practice this with your room host before the session.

A room host will be available 15 minutes prior to the session to assist you with any concerns and you may also reach out prior to the event with any questions.

A room host will be available 15 minutes prior to the session to assist you with any concerns and you may also reach out prior to the event with any questions. We recommend that you access your virtual presentation space 15 to 30 minutes before the start of your session so that you have time to introduce yourself to the room host, share any presentation materials, and get comfortable with the technology before participants join the room.  

Teams Meetings allow presenters to join the session room at any time before the conference to test screen-sharing and play around with the options. Presenters will not need to download software to access the rooms, although you will have access to more features and may have a better user experience if you do. (The first time you enter a Teams session, you will be prompted to download this free software.) 

Connect with your assigned room host. You can also connect with Dalhousie ITS Services at 902-494-HELP or support@dal.ca.