• A Hybrid Conference – In-Person and Virtual Presentations
  • Technical Conference:  24 – 28 March 2024
  • Exhibition: 26 – 28 March 2024
  • San Diego Convention Center, San Diego, California, USA

Oral Presentation Guidelines: Virtual

OFC Virtual Background l Pre-recording Your Presentation l Uploading Your Presentation l Presenting Remotely l Hints and Tips l Zoom Practice Room l Zoom Options for Participants l Helpful Zoom Links and Tutorials

The 2024 OFC Conference will be presented in a hybrid format with the option for speakers unable to travel to the meeting to present remotely during their scheduled talk time. This format will be facilitated using the Zoom web conferencing platform. If you have never used Zoom, instructions on creating an account and basic features are included in the Introduction to Zoom.


OFC Virtual Background

We encourage all remote speakers to use the OFC Conference background when presenting—either live or in a prerecorded video. 

The Zoom platform allows you to customize your virtual background in Settings/Virtual Background.

  1. Download the OFC virtual background image or save the image displayed above (PC users: right click on image, then select "Save as"; Mac users: drag and drop image or CNTRL-click, then "Save Image As")
  2. Select the "+" button to add the image to your Zoom client.
  3. Select "Mirror my Video".

Note: Virtual backgrounds work best when you present in front of a bare wall with no bright light behind you.


Pre-recording Your Presentation in Zoom

Deadline to Remit Pre-recordings: 15 March

Note: In order to record your presentation, you must first download and install the Zoom client.

  1. Open Zoom. In your profile, click "Settings", then "Recordings". Be sure that Local Recordings is on.
  2. At the upper right corner, it will say “Host a Meeting”. Click on “Host a Meeting with Video”, and follow the instructions to download and run Zoom or wait for the meeting to generate.
  3. Be sure your audio and video are both on and working. The video is required in order to ensure a high-quality experience for the audience.
  4. The size of the webcam will be 224x126 pixels in the upper right corner.  Once you start screen sharing, your video will move to the upper right-hand corner and may potentially cover text or images.  Please adjust your presentation accordingly.
  5. Become familiar with the Zoom tools available at the bottom of your screen.  We encourage the use of the embedded laser pointer during the recording. For an example of a good recording, view the OFC tutorial, which has been made open access, thanks to the instructor. 
  6. Press the “Record” button.  Select “Share Screen” and begin your presentation. As a reminder, your presentation should not exceed 12 minutes for contributed, 25 minutes for invited, and 55 minutes for tutorial (unless otherwise noted). If your presentation exceeds these time limits, it may be stopped before your conclusion.
  7. Once you have finished your presentation, you can select “Stop Record” and then end the meeting, or simply end the meeting, which will stop the recording.  It will begin to convert your video to your local system into three files: .m4a, .m3u and .mp4 file.


Uploading Your Presentation to the Presentation Module

Follow the instructions below to upload your presentation.  A individual presentation link will be sent to you by email.

  1. Be sure to upload your pre-recording by 15 March. In order for your paper to be published, you are required to present (either in a live presentation or submitting prerecorded content). If you are unable to make this deadline, please inform cstech@optica.org as soon as possible with the date by which your presentation will be available, and we will do our best to ensure the presentation is reviewed for quality.
  2. Once the recording is complete, you will see three different files: .m4a, .m3u, and .mp4. You will only need to upload the .mp4 file as that file incorporates Audio, Camera and Content Slides (PowerPoint) all in a single file.
  3. You will receive an email by 21 February with instructions for uploading your presentation to Orchestrate, the OFC official audiovisual provider. Utilizing the same instructions, you will be able to upload the .mp4 Zoom recording file. Depending on the size of the resulting file, this may take some time, so be patient as the file uploads. If you have not received this email by 21 February, please contact cstech@optica.org, and confirm  the email address these instructions should be sent to. 


Presenting Remotely Live

Use the instructions below to present remotely during the Hybrid Conference.

  1. Each presenter will receive an email with a Zoom link for their session by 22 March. If an author is presenting in-person, they do not need the Zoom link.
  2. Your talk will continue as scheduled. Each session will proceed in the order identified and maintain the schedule.
  3. Each talk will be comprised of a presentation and subsequent, dedicated Q&A.
  4. Management staff and the presider will manage the order of the presentations and will initiate the playback of any presentations not given in person or live remote.
  5. Each session will be presented in its own unique virtual conference room, to accompany the physical meeting room.
  6. At least one day prior to the meeting, the presider and all presenters for that session will receive a message from the virtual conference room that contains the connection information.  The Zoom link will be unique to each presenter for each session and cannot be shared. 
  7. In preparation for the meeting, please download the test via the Zoom Test site (https://zoom.us/test).  For the best experience, please use your webcam and test your audio.  Note:  For audio connection, you can use your computer audio/VOIP or dial in using the toll or toll-free numbers provided in the invitation. 
  8. If you are presenting live, you will “Share” your screen or document. Please ensure that your webcam is on so that attendees can view you during your presentation.
  9. Question and Answer session will follow your presentation. The session presider will read questions submitted by participants.
  10. Please plan to join the meeting 15 minutes before the session in case there are any issues that need to be worked out.


Hints and Tips for a Successful Presentation

  • For instructions on creating a Zoom account, Click here.
  • Test your Zoom connection ahead of time, especially your audio and video
  • Ensure your microphone, headphone or speakerphone is near you. 
  • Mute your Zoom session or phone when not in use.
  • Avoid bright lights and windows behind you. 
  • Good light in front of you (on your face) will provide for a better image.
  • Test any virtual backgrounds that you may be utilizing to ensure there are no video irregularities.

Zoom Options for Participants

As a presenter or attendee, when you first connect to a Zoom room to participate in a session, you will be presented with the option to download and use the Zoom client. OFC Management recommends using this full client version for the best viewing experience. However, we recognize that some organizations may prevent staff members from downloading and using it.

As an alternative, participants can opt to join via a web browser only. If choosing this option, you should use the latest versions of Google Chrome, Firefox, Microsoft Edge or Safari. Internet Explorer is not supported.

Presenters, please note that the web browser option is only if you are presenting your talk live. If you are using Zoom to record your content in advance, you must use the Zoom client or choose another recording method.

Helpful Zoom Links and Tutorials

The following links and documents may be useful as you prepare for your virtual presentation

Creating a Zoom Account
Screen Sharing
Audio/Video Testing
Screen Sharing a PowerPoint Presentation