User Presentation Resources


Please utilize this resources page for information regarding pre-recording your abstract presentation for the FEFLOW International User Conference 2021.


Virtual Conference Format

Platform – The virtual platform that we will be using is called HeySummit. To accommodate the virtual platform, all user presentations will be pre-recorded. We ask that during your presentation you keep the speaker view on so your audience can see you.

Presentation Requirements

Duration of Presentations – User presentations will be 15 minutes in length. To accommodate everyone’s presentation and stay on schedule, we need all recorded presentations to be exactly this long (within 2-3 minutes). We will not provide editing services should your recording surpass 15 minutes; instead, you will be asked to re-record.

Presentation Slides

    • Make sure your PowerPoint is in 16:9 widescreen format (on Design tab > Slide Size) – this is what displays best in the platform
    • Your final PPT slide should include your contact information so attendees can get in touch with you after the session

Tips on Preparing for Recording

  1. Technology/Setup

    • Put the computer on something such as a stack of books, so the camera is slightly higher than your head (about the top of your head). Then, point the screen down into your eyes.
    • Always use a hardline connection for internet if possible. If you must use Wi-Fi, please consider shutting off Wi-Fi to other devices (tablets, smart TVs) to free up bandwidth and prevent interruptions.
    • Close all other windows and applications on your computer during the time of your session.
    • Have a glass of water close by.
    • Have a clock visible to keep track of the time during your presentation.

  2. Lighting
    • Natural light is best, so pick a room with big or multiple windows.
    • You can also add light with table lamps.
    • Do not have a window directly behind you because you will become a silhouette.
    • Watch out for shadows from overhead lighting.

  3. Sound

    • A room with carpet, walls, furniture, etc. helps with acoustics. Cloth items absorb sound and prevent echo.
    • Right before you get started, do a quick audio test. Talk for a minute or so, then listen to be sure the audio is clear.
    • Avoid using laptop microphones. The farther you get from the microphone built into your computer or phone, the worse it will sound. Use an external mic if possible, like a headset or earbuds. These will usually improve quality and minimize background noise – be sure to test your options.
    • Be careful that your microphone isn’t too close to your mouth or you might get distortion when you say certain words (aka “plosion” – this results when an air blast from the mouth goes into the microphone, especially when saying words that have P’s or T’s). Again, test your mic!
    • Turn off notifications on your computer and make sure your phone is on silent.

  4. Background

    • Keep the background simple and uncluttered – spend a few minutes re-arranging what the camera sees behind you to make it neat, organized, and not too busy.

  5. What to Wear

    • Business casual dress is encouraged. Solid colors work best on camera.

  6. Interaction/Posture

    • Connect with your audience! SMILE, especially at the beginning and the end.
    • Most importantly, when talking, do your best to look directly at the camera lens, not the screen. Your audience will feel as if you’re looking at them. It can be tempting to watch your own window while talking but try not to as it can be distracting.
    • You might want to consider standing to deliver your presentation; this can enhance energy and movement and discourage slouching in a chair.

  7. Beginning Your Recording/Intro Remarks

    • Write out your opening remarks.
    • Since these videos will be available at different times, avoid phrases like ‘Good Morning’ or ‘Good Afternoon’.
    • Introduce yourself and the topic of your presentation.
    • Print out or write down your notes, do not rely on digital notes as it takes time to toggle back and forth between screens. As you present and hit each point, cross them out or have 1-2 points per sheet for you to easily track where you are.

Practice presenting 2-3 times before your live presentation. Consider having a few friends log on to help you with the feeling of a virtual audience. Practicing in advance will help eliminate nerves, help you manage your time to ensure you are not running over your time slot, and will help ensure you do not speak too fast or too slow.

How & Where to Record Your Presentation

Our goal is to make pre-recording your session both as simple and as customizable to you as possible. You are doing our attendees a great service by staying with us through this change in circumstances, and we greatly appreciate your support and participation. You are free to use any recording option (Zoom, PowerPoint, Skype, Microsoft Teams, among others).  See other sections of this page for resources about several of these tools. Please contact us if you have questions on recording.

Choosing a Recording System

There are many recording systems to choose from. Regardless of which system you use, we strongly recommend that you include a ‘speaker view’ of yourself in the recording along with your slides. This will help your audience put a face to the voice and get more of an authentic conference presentation experience.

Our preferred and most common options:

  1. ActivePresenter – Allows you to screen record AND edit. Interface is similar to PowerPoint.
    1. Download the free version here:
  1. Zoom – Zoom offers a free account that allows you to host a meeting up to 40 minutes. You can record the “meeting” while sharing your screen and giving your presentation.
    1. Recording Presentations with Zoom (2 min video) – includes instructions for downloading Zoom
    2. Zoom – How to record a meeting  (1min 35 sec video plus written instructions)
    3. Record your talk using Zoom (1 min 30 sec)
    4. Recording layouts in Zoom (Written instructions, we recommend using Shared Screen with Active Speaker)
    5. Using PowerPoint Presenter View with a single screen in a Zoom meeting (Windows) (5 min video)
    6. What Gets Recorded in Zoom? (6 min video)

Other Options

  1. Skype – Similar to Zoom, Skype also allows you to record call/meetings. 
    1. Here are some instructions and a brief video
  1. Microsoft Teams – For those more comfortable with Microsoft Teams.
    1. Click here  for recording instructions
    2. Additional download instructions
  1. Google Meet – Enterprise version of GSuite.
    1. Record your talk using Google Meet

Saving Your Recording File

Save your recording as either an MP4 or Windows media movie file (.mov). The specifications for the video delivery are as follows:

    • 1920 x 1080 .mp4 or .mov file (either progressive or interlaced is fine)
    • Preferred file size is less than 1GB if possible

Advanced specs (don’t worry about these unless you’re familiar with advanced settings)

    • h.264 mp4 or h.264 mov
    • Encoding rate (advanced) up to 5mbps

Naming convention should be as follows:

    • The presentation title (using the first three words)
    • Your Full Name 
    • Example:  EvaluatingGroundwaterOptions-JohnDoe.mp4 (or .mov – depending on your file)

Minimum Editing

Once your presentation is recorded, you need to edit the beginning and the end so that the video starts with you welcoming your audience and ends just after you finish up your presentation. There are many free pieces of software available to help you with editing. We like to use the free version of ActivePresenter for both screen recording and editing.

Sending Your Recording File to DHI

Deadline: We ask that you complete and submit your recording no later than Monday, June 14th at 5:00 PM MST. We would love to start reviewing them as early as possible, so we encourage you to submit yours as soon as it is ready. 

    • Make sure to play back/watch video file prior to submitting to confirm it recorded correctly and is no longer than 15 minutes in duration.
    • When the file is ready (meets previously defined specs and naming convention), send it via WeTransfer to

DHI Water & Environment, Inc. |