2026 Presenter Guidelines

PLEASE NOTE: There are many options that YouTube offers through the process of uploading and publishing a video. The below list of directions cover only what the WGSC Conference requires for asynchronous presentations. For things that we do not cover in these directions, you can choose whatever you would like or ignore them.

1. Log in to YouTube. (If you do not have a YouTube account, you can use a Google account.)
2. In the top right corner, click the “Create” button.
3. From the dropdown list, click “Upload Video.”
4. Click the “Select File” button and upload your MP4 video from your saved file location. Click “Open” to upload.
5. Title your video with the name of your presentation.
6. Description: Write a 2-3 sentence description of the presentation, as well as: “This presentation is part of the UW System Women’s and Gender Studies Consortium April 2026 Conference, “Rooted In Justice: Fifty Years of Feminist Scholarship and Community Engagement. Learn more here: https://consortium.gws.wisc.edu/2026-wgsc-conference/”
7. Thumbnail: click “Auto-generated” to choose a thumbnail. (This may take some time to appear while the video is being uploaded.)
8. Playlists: Do not add your video to a playlist.
9. Audience: Select whether or not your video is made for kids, and under “Age restriction (advanced),” choose whether to restrict your video to viewers over 18 or not.
10. Click on “Show More.”
11. Altered content: Select the appropriate answer for your video.
12. Language and captions certification: Select the video language and choose “None” for caption certification.
13. License: Select “Standard YouTube License” and check the box for “Allow embedding.”
14. Comments and Ratings: Turn off the comments option. Uncheck the box to show how many viewers like or dislike the video.
15. Click Next.
16. Video Elements: You can add subtitles here if they were not already included in the MP4 file. (You can also skip subtitles here, and let YouTube auto-generate captions. Then, you can go in and verify the captions are correct and make changes as needed for accuracy).
17. Click Next.
18. Checks: Click Next.
19. Visibility: Select “Unlisted.” This makes your video viewable to conference attendees but not the general public.  If you would like your presentation available to everyone, select “Public.”
20. Click Save. Your video is now published!
21. If using YouTube’s auto-generated captions:
    1. Go to the “Subtitles” section of your channel.
    2. Click on the video.
    3. Where you see a line with “(automatic captions)”, hover over the word “Published.”
    4. Click the pencil icon to edit.
    5. Make changes as needed to text and timing to ensure accurate captions.
22. Email your YouTube video link to Stephanie Rytilahti at srrytilahti@wisc.edu. Please include an image, such as a PDF or PNG of the first slide, for the main page for asynchronous presentations. (See 2023 conference pre-recorded content.)  If you have comments or questions, please include them in your email. Asynchronous presentations must be received by March 10, 2026.

Below are instructions for creating your own prerecorded presentation or poster presentation using Microsoft PowerPoint. Please label all completed files with your presentation title and name. Use a unit name for multiple panelists. Example: “CenteringResistance_StephanieRytilahti” OR “CenteringResistance_UW-Madison WGSC.”

First, some general tips:

• Please make sure you are using the most updated version of PowerPoint. If you do not wish to update your software, instructions for older versions can be found here.
• Position yourself close enough to your computer that it will pick up the sound of your voice.
• Speak clearly and not too fast or too slow.
• Practice what you will say in advance.
• Record yourself in a quiet area; eliminate potential background noises.
• If you are using video, test your lighting in advance to make sure your face is visible. We recommended placing a light behind your computer (facing you) and positioning yourself so that the camera captures your head and shoulders.
• Your narrative should elaborate on the text/images on your slide. Avoid simply reading from your slide.
• Be yourself and have fun!

Begin by creating a PowerPoint presentation as normal. Follow the below instructions when you are ready to add audio.

1. Click on the slide you want to narrate.
2. In the top tool bar, click “Insert.”
3. Click the “Audio” button with the microphone icon. You will be given two options.
   1. OPTION 1: You can record audio in another app, and use “Audio on my PC/MAC” to insert the pre-recorded audio file saved on your computer. You could also add a song or other audio clip.
   2. OPTION 2: You can record audio in PowerPoint for each slide.
      1. Click “Record Audio.” A box labeled “Record Sound” will pop up.
      2. Click the red circle to record. Click the red square to stop. Click the green play button to review.
      3. If you want to re-record, click cancel and start over. Once you’re satisfied, click OK and a microphone icon will appear on your slide.
      4. Move this microphone icon somewhere on your slide that is not distracting. Try to put in the same place on each slide, such as the bottom left corner. When you hover over the icon, you can play your audio.
      5. Repeat for each slide.
4. When you’re done, save your file as an MP4.
   1. Click “File” in the top left corner
   2. Click “Save as”
   3. Select the location to save in
   4. Label your file following the naming conventions outlined above
   5. Below the file name, click the drop-down menu for saving options
   6. Scroll down and select “MPEG-4 Video (*.mp4)”
   7. Click Save

*Watch this video to see step by step instructions

This option is only available to those who have a web camera.

1. In the top tool bar, click “Slide Show”
2. Click “Record,” then choose “Record from Beginning” to add video for the whole presentation or “Record from Current Slide” to put video on just that slide.
3. PowerPoint will open a new recording frame.
4. When you are ready to record, click on the red circle in the top task bar. Move through the slides using the arrows at the bottom left corner.
5. Click the red square to stop recording. Click the green play button to review.
6. When you’re finished recording, end the recording frame by pressing the X in the top right corner. You will be taken back to your original PowerPoint and will see your video on your slides.
7. To save your file as an MP4, click “File” in the top left corner.
8. Click “Export.”
9. Click “Create a Video.”
10. Select your file size and quantity. We recommend “Full HD.”
11. Below this, select “Use Recorded Timings and Narrations.”
12. Click “Create Video.”
13. Select the location to save your video in and label the file following the naming conventions above.
14. Click Export. There is now a loading bar at the bottom of your PowerPoint indicating the status of your video creation (“Exporting: name of your file.mp4”)

*Watch this video for step by step instructions

• Provide audio description of visual images, slides, charts, and videos. The University of Colorado Boulder‘s Digital Accessibility Office provides guidance on spoken descriptions of visual content. 
• Use a high-contrast color scheme (e.g. white background, black text, or the reverse).  
• Use a templated slide format.  
• Use a sans-serif font, such as Arial, and maintain a large font size. A list of sans-serif fonts for guidance.
• Provide minimal text on each slide.  
• Provide audio description of visual images, slides, charts, and videos.  

• Speakers and moderators should always verbally repeat questions or statements made by the audience (whether spoken or in the chat). 
• Provide an access document containing a script of your talk or a list of common nouns (proper nouns especially) that occur in it. Emeritus Professor of English and Gender and Women’s Studies at UW-Madison Dr. Ellen Samuels provides an example of an access document for her own presentation.
• Make sure all activities are accessible to all bodies. Be prepared with modifications if necessary. 

• Provide self-visual descriptions as part of your introduction (describe yourself and background). For an example, Disability Pride Madison does so from the 2021 WGSC Conference.  
• Present at a comfortable pace that makes accurate ASL interpretation possible. 
• When asking questions during Q&A, speakers should identify themselves so audience members know who is speaking. Make sure to repeat the question asked before answering it.
• Only one person should speak at a time.  
• Presenters should plan to bring five copies of their papers, even if it is in draft form, for the use of attendees who wish to follow the written text. Presenters who use handouts should prepare some copies in a large-print format (sans-serif font, 16-point type size). Presenters should indicate whether they want their papers and handouts returned.
• When speaking, position your face at an angle that allows participants to read your lips. Avoid speaking while facing away from the audience or while looking down at papers or screens.
• Please describe any PowerPoints or other visuals.
• If you are planning on showing video during your presentation, caption/subtitle your video or have transcripts available.
• Consider making it possible for attendees to obtain an electronic version that allows for type size adjustments or use of text readers (creating audio from written text).