Producer Recording Process for Breakout Presenters

Jeff_Perkinson

• What to do when you receive a recording scheduled confirmation email from "Booking"
• Producer Checklist – prior to starting the recording
• After recording session

What to do when you receive a recording scheduled confirmation email from "Booking"

• Please refer to the recording of the Breakout Recording Producers Info Call. This will have most of what you will need to know about the process. 
• Once you receive a scheduled booking come here and find the presenter on the attached excel list of all presenters.
  • What is the abstract ID?
  • Do they have co-presenters?
  • Use this doc to get their email address(s)
• Create Zoom meeting and send to presenter within 48 hours of receiving the scheduled session 
  • If they indicated that they have co-presenters, please ask the presenter to forward the Zoom calendar appointment to the co-presenters.
  • The title of the Zoom meeting should be the presenters Abstract ID. Example below
  • 

     

  • 

     

  • 
• The producer should make sure their cloud recording options look like this:
  • 
  • Ensure your meeting settings have been updated to Share: All Participants. This can be updated in the Setting section under meetings here scroll halfway down. 
  •  
    

Producer Checklist – prior to starting the recording

• Confirm the presenter name, company, and abstract title
• If they have co-presenters, are they logged in and present
• Confirm that we are recording and will post into the Discovery Summit archive in the JMP User Community, on their behalf. 
• Get verbal affirmation that they know they are being recorded:
  • "You understand this is being recorded for use in the JMP Discovery Summit conference and will be available publicly in the JMP User Community. Do you give permission for this recording and use?"
• Test presenter’s microphone. Background sounds, do they have a headset or off computer mic
• Are all cellphone and computer notifications silenced
• Are fans, heaters, and any other distracting sounds turned off
  • Zoom does really good noise cancellation, so if you can't hear them it's okay for them to be on to make the presenter comfortable.
• Ensure no items are within view that could cause copyright infringement.
• Are they wearing solid colours and no logos, jewellery has been removed that can make noise
• Set the presenter's display to 1920 x 1080. If that’s not feasible (for example, if you're recording on a laptop) set your resolution to 1280 x 720.
• Auto-hide the Windows taskbar: Note: If you are using Remote Desktop, the taskbar of the recording computer is hidden by default. Right-click on a part of the taskbar that has no icons and select Taskbar Settings from the popup menu.
• In the Settings window for Taskbar, select Automatically hide the taskbar in desktop mode. (Or, if applicable, use the corresponding setting for tablet mode.)
• Have presenter close Outlook, Skype, Teams and any other applications that generate popup notifications.
• Producer turn off camera and mute mic before author begins presenting.
• Do not interrupt presentation unless necessary. If you do interrupt, have presenter start over at the beginning.

After recording session

• Send @Christopher.sanger@jmp.com all start and end times that need editing out. If you noticed that there was a significant period of time (more than five minutes) when the presenter was talking, but not moving anything on the screen. Make a note of this and let @Christopher.sanger@jmp.com know which paper number and about what time during the recording.
• Some time after the recording session you'll receive email that the cloud recording is available.

• You'll find the recordings in your Recordings at jmp.zoom.us.
• Download only:
  • Shared screen with speaker view
  • Speaker view
  • Shared screen
  • Audio transcript
• Rename them to the paper/poster number and append the recording type. For example:
  • 2025-EU-30MP-412_shared_screen_speaker.mp4
  • 2025-EU-30MP-412_speaker.mp4
  • 2025-EU-30MP-412_shared_screen.mp4
  • 2025-EU-30MP-412_transcript.vtt
• Share the files in the Recordings channel of the DSE25 Recording Producers Hosts Team.

KirstenCrannell

The full presenter list has been added, I included JMP and Excel.