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Thank you for all of your hard work to prepare for the 2022 AAG Annual Meeting. The following are guidelines and best practices for organizers, presenters, panelists, and all other participants in sessions at the Annual Meeting. Please email meeting@aag.org with any questions or concerns.  

All sessions will be 80 minutes long, with 20-minute breaks between sessions.  

Tips for Session Organizers and Presenters 

Accessing Sessions 

 

Virtual Session Technical Details (additional details for Hybrid Sessions coming soon!) 

The 2022 Annual Meeting will be utilizing ZOOM meeting rooms for its virtual sessions and streamed in-person sessions. Please ensure you have downloaded or are using the latest version of Zoom prior to the start of the Annual Meeting. The ZOOM meeting rooms will be automatically created for you and accessible through your session listing in the Session Gallery. 

There will be a technician available during your session in the event of any technical issues. Technicians may be assigned to more than one session at a time.  

Zoom Permissions  

Session co-hosts, organizers, chairs, and presenters: 

  • All available functionality within Zoom to include:   

    • Screen Sharing 

    • Polls 

    • Breakout Rooms 

    • Pausing/Stopping Recording of Session 

    • Control of participants’ (audience members/non-cohosts in the zoom meeting) microphones and ability to share their screens or video.   

    • Ability to join the session 15 minutes early  

Audience Members 

  • Basic Functionality as allowed by the session co-hosts/organizers. Some session organizers may limit audience members’ ability to unmute and/or share video 

Recording of Sessions  

AAG will not automatically record virtual and live sessions; each session organizer is asked in advance whether they wish to opt in or not. Session organizers are responsible for communicating with all of their presenters to make sure that they are in agreement. Recorded sessions will be available for viewing by registered attendees for up to 180 days after the last day of the event. Program committee organized sessions will not be recorded. To read our other event policies, visit our AAG Policies Page

Audio/Video Recommendations 

  • External webcams may provide the best video quality  

  • Be aware of your background, and warn those around you that you will be on a live video call. 

  • A headset or earbuds with a microphone can provide the best sound quality during the session. 

  • Laptop speakers and microphones may create feedback when not muted, and have the potential for poor sound quality. 

  • Mute your microphone when not speaking. 

  • Closed Captioning will be available for all virtual and streamed/recorded in-person sessions  

Zoom Resources 

  • AAG name badges include pronouns. Your pronouns can also be added to your Zoom display name 

  • Under the participants icon, select the three dots next to your name 

  • Select rename and update your display name as appropriate 

  • How-To videos with tips for virtual presentations courtesy of the Distribute 2020 conference 


 

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