Virtual Defense Resources

Presenters should give themselves extra time and have back-up plans in case things do not go as expected. Set up the connection early (15+ minutes) and request committee members connect early to ensure everything is working prior to when the audience is expected (if any).

For the presentation, either ask all participants to mute themselves at the start or have whoever is managing the call mute them all centrally. Participants can easily forget they are not muted and accidentally interrupt the presentation. Use the “hand raise” function for Q&A to avoid voice collisions.

A 2-monitor setup will let the presenter (or committee) see attendees plus slides and notes. Of course, if it is less stressful present without seeing the audience, perhaps take the opportunity of defending remotely to not have to see them. (View Zoom support for video layouts. See "Gallery View" for larger groups.)

Remember, this may not be the ideal conclusion of years of hard work, but that does not change that it is a huge accomplishment. Celebrate in whatever (publicly responsible) way you can (e.g., have a video-based lab celebration).

Set ground rules for your presentation from the very beginning. In a typical defense, you might dive right into your talk. Instead, take a moment to explain how the technology works (e.g., how to mute/unmute; submit written questions). If you have an audience, set the rules clearly . This will help them understand their role and know when it is okay to speak up and how. Describe the format and what the audience can expect (e.g., how long you will present slides; how long you will you leave for Q&A).

Hope that everything works, but expect something will not go as planned. Your internet connection might go out, or a committee member might lose their connection. Explain to the audience in advance how they can reconnect, if needed. You may have to redo a few slides, so prepare for that scenario to help yourself avoid getting flustered if it happens.

After the public part is over, either remove everyone else from the video chat for the committee questioning/exam portion, or start a separate virtual meeting for the questioning part. It can be helpful to have your committee chair manage this part of the defense. The committee chair can serve as moderator by selecting who asks the next question. Then that individual can turn on their microphone and ask the question. They can set that up at the beginning or via an announcement ahead of time.

Plan ahead for how you and your group will celebrate. Celebrate with your roommates, immediate family, or a friend or two (with social distancing!); whatever way is safe for you and for public health. Celebrate virtually with your team, but plan to celebrate in person when things return to normal. It is not the same as if you got to present and celebrate in person, and it is okay to feel grief at the loss of something you worked towards for many years. Wishing you all strength as we adjust to our new reality. 

While we are all learning to be more flexible about random children noises and dog barks in the background of professional digital meetings, consider in advance how you will react to that during a high-stakes presentation and whether the additional stress can be avoided. Figure out what will fluster you and adjust accordingly.

Consider the background behind you, and don’t present in front of a window. Will you need a whiteboard or can you draw digitally and share your screen? Will you stand or sit? Is there a quiet space at home? If not, will your university allow you to use a classroom? 

If you are permitted to be on campus and you can practice social distancing, there may be seminar spaces available with decent webcams and remote presentation equipment. On campus, wireless internet can also be more reliable. Consult with your department's IT staff about rules for set up and assistance during this time. Please do not break any COVID-19-related rules set forth to protect public health.