Speaker Guidelines

Zoom App

WELCOA requires the Zoom platform for all live events and recorded trainings. To ensure full compatibility, please be sure you have the most current version of Zoom before participating in our live event or recording your video content.

Recording Settings

Prior to recording your video content, please be sure all the following settings are in place. Note all the settings indicated in the screen shot below for Cloud recording and sharing. Ensure that everything is checked and unchecked as shown.

Because you will most likely be displaying a PowerPoint slide deck as part of your presentation, it is highly recommended (but not required) that you use dual monitors to make transitions flow seamlessly. It is perfectly acceptable to use a single screen if you are already experienced in Zoom using one display.

Webcam Framing

As a subject and participant, it is imperative to keep yourself optimally framed from your webcam’s point of view at all times.

• Keep equal space on your left and right sides.
• Keep some space between the top of your head and the top of the frame.
• Keep the tops of your shoulders above the base of the frame.
• A good rule-of-thumb is to always keep your webcam at eye-level.

Subject & Environmental Lighting

Lighting oneself and your environment is essential for live events and recorded sessions.

• Avoid sitting in front of a backlit window as this will create a silhouette.
• Ensure your room is well lit without it blowing out your facial tones.
• If you use a lamp or ring light, be sure it is higher than your webcam.
• Purchasing an inexpensive video conferencing light is recommended but not required.
• UBeesize 8″ Ring Light
• Yarrashop 5″ Ring Light (clip-on for laptops and ultra-thin displays)
• Aureday 10″ Ring Light

Examples of Proper Framing & Lighting

Here are some visual aids to help ensure proper framing and lighting when you are participating in our live event or recording content:

SUBJECT TOO CLOSE

SUBJECT TOO FAR

SUBJECT NOT CENTERED

WEBCAM TOO HIGH

WEBCAM TOO LOW

WEBCAM NOT LEVEL

NOT ENOUGH LIGHT

TOO MUCH LIGHT

TOO BACKLIT

BINGO!

Acoustics

Optimal sound recording of your voice is just as important as visually framing yourself.

• When participating in our live event or pre-recording your session, choose a private office, conference room or room in your home that is relatively small.
• Prior to recording, be sure to let co-workers, family members or roommates know to not disturb you or walk-in during the session.
• Choosing a space that has few or no exterior windows is recommended.
• It is recommended to lower blinds or close curtains to help absorb echo/reverbertion.
• Choosing a room or office with carpeting also helps absorb echo/reverberation.
• If you’re at home, remove pets from the room to avoid unwanted interruption or distraction during the session.
• Be sure all surrounding devices, equipment and computer apps are turned off (i.e. desk phones, mobile phone ringers and alerts, incoming mail alerts, copy/fax machines, fans, radios, music players, etc.).
• Avoid shuffling papers and pages as this can become distracting during the session.

Background

Your background/environment should be a non-distraction for viewers.

• Be sure your background is free from high-activity (people behind you walking by in the distance).
• A neutral wall or a common office background is recommended.
• Avoid sitting too close to a wall as it will create undesirable cast shadows.
• Do not use Zoom’s blur setting as this creates unwanted pixelization and artifacts around the edges that separates you from the background.
• Do not use Zoom’s green screen setting with a branded background as this also creates unwanted pixelization and artifacts around the edges that separates you from the background.
• A lower third will be added with your name and information to identify you and your company in the final video.
• The only time a green screen is permitted is if you use an actual green screen that is well-lit.

Other Tips

Some other things to keep in mind when pre-recording your presentation:

• Stumbling in your speech happens and can be easily edited. If you stumble during your pre-recorded session:
• Stop.
• Take a few seconds to collect your thoughts.
• As an audio cue for the editor, say, “I’m going to restate that last part/sentence/bullet point…” etc.
• Wait a few seconds, then restate and continue on.
• Keep a bottle of water handy to avoid dry-mouth.
• Pause recording if you need a short break, then return to finish – Providing multiple Zoom recording sessions is acceptable if you need to stop and take a longer break.

Recording in Zoom

When you have all the preceding recommendations set, follow these steps when starting your recording. (Scroll down to see toolbar.)

• In Zoom, “Share Your Screen” and be sure you only share the PowerPoint app or secondary display that shows your slideshow.
• Turn on the “Captions” option on your Zoom toolbar.
• Click the “Record” button.
• Start your presentation and navigate through your slides accordingly.
• At the conclusion of your presentation, stop the recording.

When you have finished recording, follow these steps to share the recording. (Scroll down to see snapshots.)

• Once your recording is fully processed, Zoom will automatically notify you via email that the recording is ready for distribution/sharing.
• In the Recording section of your Zoom account, click on the session recording…
• 5 files associated with the recording should be listed.
• Shared screen with speaker view
• Speaker view
• Shared screen
• Audio only
• Closed caption
• Click the “Share” button on the far right.
• In the pop-up window, ensure that the following are checked under the “Share Settings” button:
• Viewers can download
• Passcode
• In the pop-up window, enter the WELCOA contact email address in the space provided and click “Send.”

Since we edit and add post-production finishing to our recordings, adhering to these guidelines will help us build a better end product for distribution. Please know that any submitted recording(s) that does not meet the preceding guidelines (visual and/or audio) may require the session to be re-recorded in part or in whole by the presenter.