Digital Media for Presenters

Digital Media for Presenters

Only accepted proposals with matching, paid registrations are scheduled for presentation and can have Digital Media added to their Presentation Pages. All Online Only Presentations are Asynchronous, meaning they rely on a Digital Media upload as the form of presentation. Once Digital Media is uploaded, our Conferencing and Programming team will review your submission. Accepted Digital Media will be visible for all registrants for the Conference once the Conference begins.

The recommended media depends upon the type of proposal. To review Common Ground's recommended Digital Media content for a given proposal see the corresponding Knowledge Base page below:


Uploading a File to a Presentation

A file, such as a Powerpoint for a slide deck or PDF of a poster, may be added to a presentation by navigating to the "Manage Proposal" area and uploading a file under the "DOWNLOADS" section of the Digital Media area of a proposal. The individual steps are given below:

Step One:


You can log into CGScholar using this link.

Once you have logged in, navigate to the "Event" area and select "Your Events."


Step Two:


Navigate to the conference your proposal is for and select "Manage Proposal."


Step Three:


Scroll to the bottom of the proposal page to find the "Digital Media" area and "DOWNLOADS" section of your proposal. Select "Choose File" to upload a file. We recommend only uploading PDF, powerpoint, png, and jpg files.


Step Four:


When you have selected the file that you would like to use: name it appropriately then select "Add File."


Step Five:


Once your file has been added, it will appear in a card above the file upload fields. To remove a file, select the red "X" on the right side of the card.

When you select "Add File," "Add Video," or remove a file/video, your proposal is updated automatically. You do not need to take any further action to save and update your proposal.



Creating a Virtual Poster

To create a virtual poster, we suggest starting with the template that corresponds to your Conference. You can download the templates for your Conference from the table below. Template options are provided as slides within a powerpoint. Select the template/slide that is most conducive to displaying your work, and add your content to the slide. See the bulleted lists at the bottom of this section for content and design recommendations. When finished, print the slide with your poster to a pdf file for upload.

If you opt to use your own template, set the width of your poster to 48 inches (130 cm) and the height to 36 inches (100 cm).

Poster Information Recommendations
  • Title and Presenter Information:
    • Title
    • Subtitle
    • Presenter, Affiliation, City, Country (repeat for each presenter)
    • University/Affiliate Logos
  • Content:
    • Introduction/Short Description
    • Abstract/Long Description
    • Background/Relevance
    • Research Question/Hypothesis
    • Methods/Methodology
    • Participants/Sample
    • Results
    • Conclusion/Summary
    • References
    • Images
Poster Design Recommendations
  • Font size: 28pt or larger.
  • Recommend fonts: Georgia, Times New Roman, Helvetica, or Arial. It’s possible that other fonts may have cross-operating system display issues. Letters should be easily read (avoid Old English and other "fancy" fonts).
  • Avoid background images and watermarks that may detract from the read-ability of your poster.

Adding Sound to a Powerpoint

If you are submitting a Powerpoint presentation for your digital media. Audio can be recorded in a separate program then imported to Powerpoint, or recorded directly in the Powerpoint program. Steps for these processes are below:

Inserting Existing Audio
  1. Open your PowerPoint presentation and select "Insert" -> "Audio"
  2. Select "Audio on My PC"
  3. In the "Insert Audio" dialog box, select the audio file you want to add
  4. Select "Insert"
Recording and Inserting New Audio in PowerPoint
  1. Open your PowerPoint presentation and select "Insert" -> "Audio"
  2. Select "Record Audio"
  3. Type the name of your audio file
  4. Select "Record" and speak the audio you wish to add
  5. To review the recording, select "Stop" and then select "Play"
  6. Select "Record" to re-record your clip, or select "OK" if you are satisfied.
  7. To move your clip, select and drag the audio icon to where you want it on the slide.
    If you're using more than one audio file per slide, Microsoft recommends putting the audio icon in the same spot on a slide to find it easily.
  8. Select "Play"

If you would like to use a single audio file to narrate the entirety of your presentation, you will need to change the playback options. To do so, select the "Audio Tools Playback" tab select the "Play Across Slides" option.

These instructions are adapted from those provided by Microsoft. For Microsoft's full instructions on adding audio to Powerpoint presentations, and for the most up-to-date instructions, please see the Microsoft Office Support Page on the subject.


Adding a Video to a Presentation

A video can be embedded into your presentation from YouTube or other video streaming service. To do this, you will need to have the embed code. The instructions for adding a video to your presentation from YouTube are below:

Step One:


You can log into CGScholar using this link.

Once you have logged in, navigate to the "Event" area and select "Your Events."


Step Two:


Navigate to the conference your proposal is for and select "Manage Proposal."


Step Three:


Scroll to the bottom of the proposal page to find the "Digital Media" area and "VIDEOS" section of your proposal. You will enter the Embed Code for your video here.


Step Four:


To find the embed code for your video, go to the video on YouTube and select "Share"


Step Five:


From the "Share" menu, select "Embed."


Step Six:


Copy the Embed Code, you can also use the "Copy" button to do this.


Step Seven:


Paste the Embed Code into the "Embed Code" area for the video entry and add the title of your video. Select "Add Video."


Step Eight:


Once your video is added, confirm that it appears properly in a card above the video entry area. To remove a video, select the red "X" on the right side of the card.

When you select "Add File," "Add Video," or remove a file/video, your proposal is updated automatically. You do not need to take any further action to save and update your proposal.



Uploading a Video to YouTube

When adding a video to YouTube, we recommend using footage in 720p or better quality. You will need a YouTube/Google account to upload a video. You can add your video by following the steps below:

  1. Go to YouTube.com.
  2. Click on your account icon in the top right portion of the screen and select "YouTube Studio."
  3. Click on the "Upload Videos" icon. The leftmost of the three buttons in the top right portion of the "Channel Dashboard."
  4. Drag and drop or manually select the video file you wish to upload for your presentation. The file should be in .mov or .mp4 format.
  5. Include the below information on your video. Some of these fields are listed under "More Options" in YouTube Studio. (You can review your proposal details from the "Manage Proposal" area of "Your Events."
    • Proposal Title
    • Proposal Description or Abstract
    • Tags/Keywords
    • Name of the Research Network for the Conference
    • Category of the Video
  6. Adjust the other settings to your preferences.
  7. Select "Next." Add an end screen and cards to your preference.
  8. Set the Visibility of the video to "Unlisted" or "Public."
  9. Review the settings of your video. When you are satisfied, select "Save"
  10. After your video is published, you may edit the Title, Description, Tags, Visibility, and other settings from the "Channel Videos" area of YouTube Studio.

During the Event or Conference

After your Digital Media has been submitted and accepted, other delegates to the Event or Conference will be able to view and engage with it. The primary means of discussing yours and others work is the use of the discussion boards, which you can learn more about in our guide to Events in CGScholar.

To encourage engagement with your Digital Media, we recommend that you maintain an active presence in the Discussion of your Presentation and participate in relevant Discussions. You may also want to let your Peers know about your Presentation on your Community Page through an Update. To learn about updates, see our guide to Using CGScholar Community. The more that you spread the word about your Presentation, the more engagement will occur. It is important to be professional and courteous when promoting your Presentation though. Do not sidetrack conversations for the purpose of promoting your presentation, but point to your presentation where it is topical and relevant to the discussions at hand.


Did this solve your problem? Click ‘No’ to submit a support ticket