Agile2021 Session Guidelines

This page will serve as a guideline for all speakers to best prepare for Agile2021.  

If you have any questions please contact, Jessica Small.

Agile2021 will be delivered to attendees via a robust virtual platform and will be managed by a team of logistical specialists, audio visual experts and passionate volunteers. 

Your speaker registration is a Full Access Pass and will give you unlimited access to the Agile2021 Virtual Platform and access for 60 days after the conference ends.  We encourage you to participate in Agile2021 as a participant before and after your session.

Each time region [AMER, EMEA & APAC] includes three 50 minute timeslots with two 20-minute breaks.  All Talks and Workshops are 50 minutes. Experience Reports are 25 minutes each and two are presented in a 50 minute timeslot.  Each timeslot may include up to 4 concurrent sessions consisting of 1 Agile Exchange Session, 1 Workshop and up to 2 Talks/Experience Reports. 

ALL Agile2021 registrants will have access to the platform when it opens on June 29th.  At that time personal agendas can be built and participants can begin to explore all the Agile2021 networking opportunities.  During Agile2021, registered participants will access the session of their choice by entering a virtual session room via "Join Now" links included in Swoogo.

For your session at Agile2021, you will enter via Zoom.  All sessions types will use Zoom in various capacities.  

  • Talks & Experience Reports - Speakers will be brought into the session using Zoom and broadcast by our AV partner.
    • Talks - The first 30 minutes of the session will be the pre-recorded portion of the session followed by 20 minutes of LIVE Q&A facilitated by volunteers.
    • Experience Reports - The first 30 minutes of the session will be two pre-recorded 15-minute presentations followed by 20 minutes of LIVE Q&A facilitated by your Track Chairs.
  • Workshops - Zoom Meetings platform will be used for these LIVE workshop sessions assisted by volunteers. 
  • Agile Exchange - Speakers will be brought into the session using Zoom and broadcasted by our AV partner, CCR Solutions.  The sessions will be LIVE and supported by our volunteers. 

Should you have any questions, please contact Jessica Small

 

Click on the appropriate tab to view Guidelines by Session Type

The section below is for speakers presenting Talks & Experience Reports. 

Information regarding other session types [Workshops & Agile Exchange Sessions] can be found on subsequent tabs. 

Included below is information about how these sessions will work, how to prepare your session, presentation tips and recording & uploading instructions.  

Should you have any questions, please contact Jessica Small

 

Checklist

As a Speaker ... 

 

What do I need to send?

Your pre-recorded session video

  • Talks - 25-30 minutes
  • Experience Reports - 12 - 15 minutes

What should/should not be included?

Presentation Do's & Don'ts

When do I need to send it?

No later than July 5th

How do I send it?

Submit to Drive HQ use the following naming convention when saving your presentation file - Agile2021FirstNameLastName

Where do I need to be?

Log on via the Zoom link in your calendar invitation

When do I need to be there?

20 minutes prior to your session time

[Note: Calendar invitation includes this time requirement]

You are expected to be virtually present for your entire session timeslot.

Who do I reach out to if I have any questions?

Before July 19th - Jessica Small

During Session - AV Technical Support in your Zoom Meeting

Is there a session presentation training available?

"How to Record your Agile2021 Talk" Workshop

June 21st - 5:00 - 9:00pm ET

How will Talks & Experience Reports Work?

All Talks & Experience Reports must be pre-recorded and you are expected to be virtually present for your entire session. You must arrive 20 minutes in advance to meet with the AV and Volunteer(s) and complete a tech check for the LIVE Q&A portion of the session.  This timing is included in the calendar invitation you received.  

The format of each session will be 30 minutes (pre-recorded) followed by 20 minutes of LIVE Q&A.  Note:  Experience Reports will be two 15-minute pre-recorded videos.   

You will be brought into the session using Zoom and broadcasted out by our AV partners, CCR Solutions.  Those present in the Zoom Meeting include yourself, 1 AV staff and 2 Session Volunteers.  You will not be able to see participants. 

During the pre-recorded portion of the session, you will be able to speak and converse with the AV and Volunteers.  Session volunteers will also be responsible for introducing the session and transitioning to LIVE Q&A. 

Sessions will feature both text based chat and Q&A box.  Participants will submit questions during the pre-recorded session and the session volunteer will then select a few questions to ask the presenter LIVE on video. 

During the pre-recorded portion of the session, presenters can view the live chat and interact with the participants, if they wish. This is entirely optional.

Logging into your Session

Your call time to join the virtual session is 20 minutes prior to your session start time.  Your calendar invitation includes the Zoom link to access the virtual session platform.  Please contact Jessica Small if you did not receive this or have questions.

Before the Session Starts Checklist

  1. Make sure to install the Zoom Desktop Client on your computer and update to the most recent version; it will be required for the AV to bring you into your session on your event day.
  2. Test your internet speed, we recommend an Internet connection download speed of at least 2.5Mbps. Click here to test your connection speed.
  3. Join the virtual session 20 minutes prior to your session start time. (Note: Your calendar invitation includes this time so you calendar is blocked appropriately.)
  4. When entering the session, make sure to identify yourself with your FIRST NAME and LAST NAME to help the technical staff and volunteer find you easily.
  5. The technical staff will then promote you as speaker when required.
  6. Come prepared with a set of few pertinent questions for your topic and share with the volunteer during the technical check.  

During the Session

  • Pre-Recorded Portion
    • Pre-recorded presentations will be managed by the AV staff according.  
    • Speakers will be able to speak and converse with the AV and Volunteers during the Pre-Recorded portion of the session.  
    • The Q&A tool on the Swoogo platform [not Zoom] will be used by participants to ask questions. The session chair will collaborate with the speaker to select the most relevant and appropriate questions for the Q&A portion of the session.  
  • LIVE Q&A Broadcast
    • The Q&A period will take place in a LIVE broadcast following the pre-recorded presentation. Once it’s time, the screen will be switched to panel mode by the technical staff and both the session chair and the speaker will appear side by side on screen. The session chair will lead the question period and time allotted.
    • The Zoom Chat can be used by session chair and technical staff to privately contact presenters if needed. If you need technical assistance during the LIVE Q&A broadcast, you will be able to inform the moderator using the Zoom Chat.
    • Tips: Test your audio and video as you join; Mute your microphone when not speaking; Position your webcam at eye level and make contact as much as possible.  
  • If you need more information on how to use Zoom:  Configuring Audio & Video (ENG)

Preparing your Presentation

We want you to look and feel your best when presenting and connect with your audience.  Below are some helpful tips and resources on how to prepare your session. 

"How to Record Your Agile2021 Talk" Workshop

For those who missed the "How to Record Your Agile2021 Talk" Workshop, the recording of the video has been posted below.  

Presentation Do's & Dont's

The following apply to both the pre-recorded video and LIVE Q&A portion of your session.  

  • DO 
    • Briefly introduce yourself
    • Feel free to wear clothing that displays your company logo if appropriate
    • Feel free to use your company branded PPT OR alternatively, we have created an Agile2021 branded PPT for speakers
    • Be kind, Behave professionally as per the Agile Alliance Code of Conduct
  • Do NOT
    • Do NOT use a corporate Zoom background during your recording
    • Do NOT promote in an overly commercial way any company products or services or the products or services of any organization. It is acceptable to provide contact information and brief reference to any books, products, or services that are germane to the session topic.

Presentation Tips

Presenting a pre-recorded talks has a lot of moving parts.  Below are some presentation tips to help you look and feel first rate.  These tips also can be applied during the LIVE Q&A portion of your talk.  

  • Lighting - Have dispersed lighting in front of you and NO windows behind you. 
  • Audio - Use a directional microphone or headset.  Do not use a headset or earbuds with the microphone located on the wire, it will run against your shirt and the sound will be distracting. 
  • Background - Use a backdrop with natural elements [ie. Plants] or simple background items that are motionless.  We have also created an Agile2021 Zoom Background that can be used when recording your talk.  DOWNLOAD HERE.  Please note, the use of a company branded background is prohibited. 
  • Positioning - Position yourself slightly to the right or left of the screen.  Not too close, not too far.  You should be able to see your hand/arm movement in the recording. 
  • Camera - Place your webcam at eye level or slightly higher.  Securely stack a few books under you laptop, if required.  Look directly into the camera.  Wear a solid color shirt, patterns and lines can effect video quality.  A shirt with your company logo is allowed.  
  • Media - We encourage the use of slides to support your presentation, share whiteboard, Miro, Mural tools, etc to incorporate different engagements.  We have created a branded PPT Template that can be used when recording your talk.  DOWNLOAD HERE
  • Reminders:  Your pre-recorded presentation will be reviewed by a volunteer prior to the event.
    • Code of Conduct - Our code of conduct is simple - Be kind, Behave professionally.
    • Non-Commercial Agreement - Presentation and materials must be limited to those directly relevant to the session topic, and will not promote in an overly commercial way my products or services or the products or services of any organization. It is acceptable to provide contact information and brief reference to any books, products, or services that are germane to the session topic.

Instructions on recording editing and uploading your presentation for Agile2021 can be found in the section below.

  • DEADLINE - The deadline to submit your final pre-recorded session is Monday, July 5th.  No session videos will be accepted after this date.  Early submissions are encouraged. 
  • Format Style - Please record yourself and your slides in 1 file.  Do not try and record your entire presentation in one try.  Breakdown your presentation into small sections and edit them together into 1 file.
  • Length - Your presentation should be between 25 - 30 minutes in length.  Some time will be spent by the volunteer introducing you and transitioning between the pre-recorded video and LIVE Q&A.  The remaining time will be allocated to the Q&A portion of the session.   
  • Recording Software - You can use the software or application of your choice to prerecord your presentation.  Different tools are available to assist you and enhance your presentation, please find some suggestions below:
  • File Format & Size - Preferred format is .Mp4 however any compressed file format will be accepted.  There are no maximum file size restrictions. 

Submitting your Presentation File

Please submit your FINAL Pre-Recorded video to our DriveHQ Dropbox by the DEADINE: July 5th and use the following naming convention when saving your presentation file - Agile2021FirstNameLastName

Volunteer & AV Support Roles

A team of dedicated support staff and volunteers will be assigned to your session to ensure a flawless and successful speaking experience.  All staff, volunteers and speaker will be able to collaborate/communicate on video during the pre-recorded portion of the session.  

  • AV Tech - A member of the CCR Solutions AV Team will be responsible for all technical aspects of the session including playing the pre-recorded video, promote speakers to LIVE Q&A when required, conduct technical check [video, microphone, etc]
  • Session Chair - A volunteer position, the Session Chair will open the session LIVE and introduce the speaker to the audience as well as provide a LIVE transition between the pre-recorded video and LIVE Q&A period.  The Session Chair will also be responsible for leading the LIVE Q&A portion along with the speaker, using the pre-determined questions provided by the speaker as necessary.
  • Session Volunteer - This volunteer will monitor the Q&A during the pre-recorded session and collaborate/communicate questions to the speaker and session chair.  Other responsibilities will include timekeeping the Q&A portion and monitoring the session chat for any Code of Conduct instances.  

Want a sneak peak at the Agile2021 experience?

Agile Alliance is hosting the Agile2021 Minimum Viable Conference on Tuesday, June 29th; 12 noon to 2 pm EDT. 

This is FREE for all to attend and will help us promote attendance at Agile2021 along with showcasing the virtual event platform.

Featuring:

  • Keynote - Linda Rising
  • Talk - Ken Pugh
  • Workshop - Richard Kasperowski
  • Agile Exchange Panel 
    • Nancy Gariche

    • Gitte Klitgaard

    • Faiza Yousuf

  • Experience Reports

The section below is for speakers presenting Workshops. 

Information regarding other session types [Talks & Experience Reports and Agile Exchange Sessions] can be found on subsequent tabs. 

Included below is information about how these sessions will work, how to prepare your session, presentation tips and tools available to you for your workshop.  

Should you have any questions, please contact Jessica Small

Workshop Checklist

Where do I need to be?

Log on via the Zoom link in your calendar invitation

When do I need to be there?

20 minutes prior to your session time

[Note: Calendar invitation includes this time requirement]

When will I get access to setup my workshop in Zoom Meeting?

All Zoom setup will be configured during the 20 minutes prior to your session time.  We ask that you come prepared with a detailed plan for efficient setup.  

What Zoom hosting control will I receive?

Both Presenter & Co-Facilitators will both receive Zoom Co-host control

How many participants should I plan for?

We expect ALL workshops to prepare for a minimum of 100 participants and a maximum of 150 participants

Will workshops be recorded?

No

Will I have breakout room capabilities

Yes - See Workshop Plan Checklist

Will I be able to create and ask polls?

Yes - See Workshop Plan Checklist

Who do I reach out to if I have any questions?

Before July 19th - Jessica Small

During Session - Volunteer Support

Can I use external collaboration tools such as Miro, Mural, JamBoard?

Absolutely! See Workshop Plan Checklist

Is there a session presentation training available?

"Delivering a Virtual Workshop" Workshop

June 22nd - 5:00 - 9:00pm ET

Is there anything else I should know?

Presentation Do's & Don'ts

How will Workshops Work?

Workshops are LIVE interactive sessions will full face-to-face engagement with attendees using Zoom Meeting.  Functionality including breakouts, screen sharing, chat and polling will be available for your session if desired.  

Workshop Presenters and Co-Facilitators must arrive 20 minutes in advance to meet with the volunteer(s) and complete all Zoom Meeting setup such a breakouts and polling [if applicable] plus your 50 minute workshop.  This timing is included in the calendar invitation you received.  

Logging into Your Session

Your call time to join the virtual session is 20 minutes prior to your session start time.  Your calendar invitation includes the Zoom link to access the virtual session.  Please contact Jessica Small if you did not receive this or have questions.

Before the Session Starts Checklist

  1. Make sure to install the Zoom Desktop Client on your computer and update to the most recent version; it will be required for full access to up to date tools and functionality in Zoom.
  2. Test your internet speed, we recommend an Internet connection download speed of at least 2.5Mbps. Click here to test your connection speed.
  3. Join the virtual session 20 minutes prior to your session start time. (Note: Your calendar invitation includes this time so your calendar is blocked appropriately.)
  4. When entering the session, make sure to identify yourself with your FIRST NAME and LAST NAME to help the technical staff and volunteer find you easily.

Participant Capacity

In order to balance the volume of attendees while also ensuring an intimate participant experience, we expect ALL workshops to prepare for a minimum of 100 participants and a maximum of 150.  Participants will arrive to the Waiting Room prior to the session start and co-facilitators will be responsible for admitting participants accordingly.  The session volunteer will also be available to assist with this.  Should the session meeting maximum capacity [as dictated by the Session Co-Facilitators], the volunteer will broadcast a message to the Waiting Room.  

Zoom Meeting Setup & Support Roles

Co-Facilitator Support

During the submission process, you were given the opportunity to include a co-facilitator.  We encourage ALL workshops to include a co-facilitator to assist with running your session.  If you did not include during submissions and would like to add a co-facilitator to assist with your workshop, please contact Jessica SmallNote: Co-facilitators will receive the speaker compensation package. 

Volunteer Support

A session volunteer will be assigned to your workshop and will have received a copy of your submission in advance including the "Information for the Program Team" which included an outline of your session agenda.  The volunteer will briefly introduce the session as well as remain in the main room during any breakout portions of the session.  Other responsibilities will include timekeeping the Q&A portion and monitoring the session chat for any Code of Conduct instances. 

Zoom Setup & Features

Workshops will have full access to all Zoom Meeting features.  Please come prepared to your session with a detailed plan [see workshop plan checklist below] including timing, # of breakouts, polls, etc. 

As both yourself and your co-facilitator will be provided co-host controls, you will be responsible along with support from our volunteers to configure the setup during the 20 minutes prior to your workshop session start.  

Workshop Plan Checklist

 

Considerations

Technology

# of breakouts

This will be a balance between the number of participants [min 100/max 150] and the format of your workshop.

You can create up to 50 breakout rooms and you are able to manually assign or randomly assign participants to breakouts or alternatively allow participants to chose their breakout group.  For more information on Managing Zoom Breakouts.

Polling Questions

These can be used to gather quick information about your audience and add another level of engagement.  

You can create single choice or multiple choice polling questions and launch and share results with participants.  For more information on Zoom Polling.

Chat

This can be used to interact with participants, post instructional messages as well as provide links to other media being used during your workshop - ie Mural, Miro, JamBoard

Chats will be enabled and you will be able to control the chat capabilities.  Participants can chat with:

  • No One
  • Host ONLY
  • Everyone Publicly
  • Everyone Publicly & Privately

For more information about Zoom Chat.

Other Collaboration Tools

We encourage the use of collaboration tools such as Miro, Mural, JamBoard, etc to help facilitate workshop activities in a virtual environment.

Here are a few tool options:

Preparing for your Workshop

We want you to look and feel your best when presenting and connect with your audience.  Below are some helpful tips and resources on how to prepare your session. 

"Delivering a Virtual Workshop" Workshop

For those who missed the "How to Record Your Agile2021 Talk" Workshop, the recording of the video has been posted below.  

Presentation Do's & Don'ts

  • DO 
    • Briefly introduce yourself
    • Feel free to wear clothing that displays your company logo if appropriate
    • Feel free to use a company branded PPT OR alternatively, we have created an Agile2021 branded PPT for speakers.
    • Be kind, Behave professionally as per the Agile Alliance Code of Conduct
  • Do NOT
    • Do NOT use a corporate Zoom background during your recording
    • Do NOT promote in an overly commercial way any company products or services or the products or services of any organization. It is acceptable to provide contact information and brief reference to any books, products, or services that are germane to the session topic.

Presentation Tips

Presenting a workshop has a lot of moving parts.  Below are some presentation tips to help you look and feel first rate.  

  • Lighting - Have dispersed lighting in front of you and NO windows behind you. 
  • Audio - Use a directional microphone or headset.  Do not use a headset or earbuds with the microphone located on the wire, it will run against your shirt and the sound will be distracting. 
  • Background - Use a backdrop with natural elements [ie. Plants] or simple background items that are motionless.  We have also created an Agile2021 Zoom Background that can be used when recording your talk.  DOWNLOAD HERE.  Please note, the use of a company branded background is prohibited. 
  • Positioning - Position yourself slightly to the right or left of the screen.  Not too close, not too far.  You should be able to see your hand/arm movement in the recording. 
  • Camera - Place your webcam at eye level or slightly higher.  Securely stack a few books under you laptop, if required.  Look directly into the camera.  Wear a solid color shirt, patterns and lines can effect video quality.  A shirt with your company logo is allowed.  
  • Media - We encourage the use of slides to support your presentation, share whiteboard, Miro, Mural tools, etc to incorporate different engagements.  We have created a branded PPT Template that can be used when recording your Talk.  DOWNLOAD HERE
  • Reminders:  Your pre-recorded presentation will be reviewed by a volunteer prior to the event.
    • Code of Conduct - Our code of conduct is simple - Be kind, Behave professionally.
    • Non-Commercial Agreement - Presentation and materials must be limited to those directly relevant to the session topic, and will not promote in an overly commercial way my products or services or the products or services of any organization. It is acceptable to provide contact information and brief reference to any books, products, or services that are germane to the session topic.

Agile Exchange Guidelines

The section below is for speakers presenting LIVE in Agile Exchange. 

Information regarding other session types [Talks & Experience Reports & Workshop Sessions] can be found on previous tabs. 

Included below is information about how these sessions will work, how to prepare your session, presentation tips and uploading instructions for presentation materials.

Should you have any questions, please contact jessica@agilealliance.org

Agile Exchange Check List

Where do I need to be?

Log on via the Zoom link in your calendar invitation

When do I need to be there?

20 minutes prior to your session time

[Note: Calendar invitation includes this time requirement]

What should/should not be included?

Presentation Do's & Don'ts

How will Q&A work?

Participants will submit questions via the Q&A function on the session platform.  Volunteers will monitor and then share questions with the moderator via the Zoom Chat.  

Will I be able to poll the audience?

Yes.  Polling capabilities [e.g. multiple choice question for the audience] are available and need to be submitted in advance.  Due July 12th

What if I have media to include in my session? ie. PPT, Videos, etc

The Agile Exchange session is intended to be a LIVE conversation between people however we understand PPT and Video share capabilities may be valuable.  A member of the Logistics team will be reaching out to confirm if your session will include any of these mediums.

Will I be able to share my screen during my session?

For media such as PPTs and video sharing, we recommend these be collected ahead of time and broadcasted via the AV support team.  Should there be other media, please contact Jessica Small to discuss.

What is the deadline to submit any videos, PPT, Polls, etc?

July 12th.  A member of the Logistics team will be reaching out to confirm if your session will include any of these mediums.

How will Agile Exchange Work?

Agile Exchange session will be LIVE and presenters are expected to be virtually present for the entire session.  Presenters include; individual presentations or a group of presenters [moderator/panelists/fireside chat, etc.] ALL presenters are asked to arrive 20 minutes in advance to meet with the AV, Host and Session Volunteer and complete a technical check for the LIVE and Q&A portion of the session.  This timing is included in the calendar invitation you received.  

The format of each 50-minute session will be 30 to 40 minute presentation by presenter(s) followed by 10 - 20 minutes of LIVE Q&A. 

Presenters will be brought into the session using Zoom and broadcasted out by our AV partners.  Those present in the Zoom Meeting include all presenters, 1 AV staff, 1 host and 1 Session Volunteer.  You will not be able to see participants. 

During the technical check, you will be able to speak with the AV staff, host and Volunteers.  A host will be responsible for introducing the session and transitioning to LIVE Q&A [if required].  For panels, the host will introduce the session and the moderator, then the moderator will in turn introduce the panelists.

Sessions will feature both text based chat and Q&A box.  Participants will submit questions throughout the session and the session volunteer will share the questions with the host or if the session is a panel/fireside chat, questions will be shared with the moderator.  The host or moderator will ask the presenter(s)/panelists a few questions with time remaining. 

Logging into your Virtual Session

Your call time to join the virtual session is 20 minutes prior to your session start time.  Your calendar invitation includes the Zoom link to access the virtual session platform.  Please contact Jessica Small if you did not receive this or have questions.

Before the Session Starts Checklist

  1. Install the Zoom Desktop Client on your computer and update to the most recent version; it will be required for the AV team to bring you into your session on your event day.
  2. Test your internet speed, we recommend an Internet connection download speed of at least 2.5Mbps. Click here to test your connection speed.
  3. Join the virtual session 20 minutes prior to your session start time. (Note: Your calendar invitation includes this time so your calendar is blocked appropriately.)
  4. When entering the session, identify yourself with your FIRST NAME and LAST NAME to help the technical staff and volunteer find you easily.
  5. The technical staff will then promote you as speaker when required.
  6. Come prepared with a few pertinent questions for your topic and share with the volunteer during the technical check.  These questions can be asked if none are submitted from the audience.
  7. If you need more information on how to use Zoom:  Configuring Audio & Video (ENG)

Volunteer & AV Support Roles

A team of dedicated support staff and volunteers will be assigned to your session to ensure a flawless and successful speaking experience.  All staff, volunteers and speakers will be able to collaborate/communicate prior to the start of the session.  

  • AV Tech - A member of the AV Team will be responsible for all technical aspects of the session including promoting speakers to LIVE on screen when required, conduct technical check [video, microphone, etc.]
  • Host - The host will open the session LIVE and introduce the session to the audience as well as provide a LIVE transition between breaks, presentatons and LIVE Q&A period.  The Host or the Moderator will also be responsible for leading the LIVE Q&A portion along with the speakers, using the pre-determined questions provided by the speaker as necessary.
  • Session Volunteer - This volunteer will monitor the Q&A during the session and collaborate/communicate questions to the Host or Moderator.  Other responsibilities will include timekeeping the Q&A portion and monitoring the session chat for any Code of Conduct instances.  

Should you have any questions, please contact jessica@agilealliance.org

Want a sneak peak at the Agile2021 experience?

Agile Alliance is hosting the Agile2021 Minimum Viable Conference on Tuesday, June 29th; 12 noon to 2 pm EDT. 

This is FREE for all to attend and will help us promote attendance at Agile2021 along with showcasing the virtual event platform.

Featuring:

  • Keynote - Linda Rising
  • Talk - Ken Pugh
  • Workshop - Richard Kasperowski
  • Agile Exchange Panel 
    • Nancy Gariche

    • Gitte Klitgaard

    • Faiza Yousuf

  • Experience Reports

Should you have any questions, please contact jessica@agilealliance.org