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.
In order to ease the communication and keep a maximum of interactions between the participants, there will be a networking room where you will have the opportunity to discuss with the participants in small groups by moving your avatars on a map, an audio-video discussion will start with the other participants when you get enough close to them. In addition, there will be a permanent chat that you can use before and during the conference, it will be divided into several channels with different topics and you will have access to discussions history at your convenience.
FOR ALL ATTENDEES
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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 gdr-school@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 should 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 to ensure the audience hears you well.
Setting up your camera: you should 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 should get close to the camera but not too close. The camera should frame your face, neck, and shoulders. Also, you should be at the centre of the frame.
Considering the light: you should 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 should 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. You will find a static version here. To do so, a tutorial is available to explain how to change your virtual background.
Naming yourself: you should put your real first and last name as username on ZOOM. Please avoid non-standard nickname. A tutorial is available to explain how to rename yourself.
Selecting a quiet place: you should 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 should 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 should ask if they can limit their data consumption. You should make sure the audience is not looking at a blurry or pixelated image.
FOR LIVE PRESENTATION
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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: It is helpful if you connect 15 minutes prior to your session to ensure your connection is working, as well as your device.
Timing for talks: Each speaker has 1 hour and 30 minutes for the presentation – with some time for brief questions. Please have a timer near you to ensure you do not run over – the chair may remind you if this happens.
FOR RECORDED PRESENTATION (Students)
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Sending us a recorded presentation: You shall follow the tutorial on how to record your presentation and send it to us before February 3rd. Another tutorial is available to explain how to transfer your video presentation to us once recorded, please use this email address: gdr-school@premc.org
Timing for video presentation: Your presentation shall last 3 minutes.
FOR POSTERS (Students)
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Sending us a poster: Please send the poster to us before February 3rd by email at gdr-school@premc.org. In order to avoid any technical issues, please send us a PDF version. Besides, the size should not exceed 25 MB. All the posters will be available online for the participants before the conference in order to provide the audience with an overview of your work.
You shall organize the poster in a way that it is clear, orderly, and self-explanatory. The poster must cover the same content as the abstract. You shall label different elements as 1, 2, 3, or A, B, C. This will make it easier for a viewer to follow your display. You shall design the individual sections of your poster so that they can be quickly read; please, avoid large blocks of text and long sentences.
You shall place the title of your paper clearly at the top of the poster to allow viewers to easily identify your paper. Indicate the authors’ names and address information in order to allow interested viewers to contact you for more information.
You shall avoid abbreviations, acronyms, and jargon. Avoid fuzzy images; make sure all graphics are high-resolution and easily visible. You shall make sure that there is enough contrast between the colour of the text and the poster’s background.
All posters shall be in English. You shall not use special characters (e.g. «, Ö, Ø, ñ, ε, ®, ý, }, {, etc.) to name your file. Do not use passwords or encryption with your files.
It is the author’s responsibility to ensure that each part of the slide show (figures, tables, images, etc.) is free of any third-party rights and is cited correctly.
All posters will be uploaded prior to the conference and made available to conference delegates through the Poster area. Delegates will be able to browse through all e-posters, which will be grouped by day-session.