INSTRUCTIONS FOR PARTICIPANTS

The following information is provided to assist authors with the preparation of their presentation and all the attendees in order to ensure smooth participation in this web conference.

FOR ALL ATTENDEES

Using ZOOM: please note that ZOOM will be used during this meeting, we have made a tutorial to explain how to use ZOOM. If you are not familiar with this tool then we highly recommend to test it before the conference, our team is available to help and schedule a live test with you from now, just send us an email at 2nd-Ocean-Observers-Workshop-2021@premc.org

Asking a question: please note that all the participants are muted automatically when joining the meeting. To ask a question during the Q&A time, you just have to raise your hand in ZOOM (click here to learn how) and wait for the session chair to unmute you. If you are facing a technical issue, use the chat to get help from the technical chair.

Setting up your devices: you shall plug in your laptop charger and have your headphones with microphone near you if needed, we highly recommend to use them as a speaker, when you ask a question or in a networking room to ensure the audience hears you well.

Setting up your camera: you shall set your camera: the best angle for the camera to capture your face is from the eye-level or a little above. If needed, add some books under your computer to reach the appropriate height. You shall get close to the camera but not too close. The camera should frame your face, neck, and shoulders. Also, you shall be at the center of the frame.

Considering the light: you shall light your face, and darken the space behind you: The light source should come from in front of you. Natural light is highly advised.

Clearing the background: you shall pay attention to your background if you are at home and minimize background distractions for the audience. You can also use a virtual background customized to the conference, to do so, you have to go to the “Settings” of your ZOOM App then click on the “Virtual Background” section and add one of these pictures.

Naming yourself: you shall put your real first and last name as username on ZOOM. Please avoid non-standard nickname.

Selecting a quiet place: you shall make sure that you are in a quiet environment: check your room acoustics, ensure there is no background noise, dogs barking, people walking by, and more.

Avoiding distractions: you shall make your environment very simple and avoid any distracting object that you could be tempted to play with or touch while you are speaking to the audience like keys.

Testing the connection speed: if you share your internet connection with others, you shall ask if they can limit their data consumption. You shall make sure the audience is not looking at a blurry or pixelated image.

FOR LIVE PRESENTATION (ORAL AND KEYNOTE)

Testing call: we shall do a test session before you go live to make basic checks (sound, video, and slides). Using the same set-up and being in the same area during the test and live sessions are highly recommended. Please note that you should have received an email inviting you to schedule a test session at your convenience but you can also book your slot here, the test session should last about 5 minutes.

Being on time: you shall be connected 10 minutes prior to the first presentation in your session to ensure your connection is working, as well as your device.

Timing for talks: your presentation, including the Q&A part, shall last 30 minutes for the keynote speakers and 15 minutes for the oral speakers. The Q&A part should last 5 minutes for keynote speakers and 3 minutes for oral speakers. In the interest of fairness, please make sure that your whole session does not exceed the allocated time. You shall have a timer near you: you either have it on your cellphone or you have one on your computer.