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.
During the whole conference, there will be some networking rooms dedicated to the oral presenters of the related session in order to continue the discussion over their presentations, we encourage the audience to use these rooms in order to keep a maximum of interactions.
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 AFFINITY2021@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)
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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: 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.
Extending the Q&A: at the end of your session, there will be a networking room dedicated to you in order to continue the discussion with the participants regarding your presentation, your presence in this room would be highly appreciated in order to keep a maximum of interactions.
FOR RECORDED FLASH PRESENTATION (POSTER)
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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 June 16th. Another tutorial is available to explain how to transfer your video presentation to us once recorded, please use this email address: AFFINITY2021@premc.org
Timing limit: Your flash presentation should not exceed 3 minutes. In the interest of fairness, please note that all recorded presentations exceeding these limits will be cut. There will be sessions in the program dedicated to the flash presentations: several presentations will be played in a row than there will be a live Q&A session for all of them, so your presence is mandatory in the flash presentation room
Sending us a poster : You shall follow this template format in order to prepare your poster. Please note that your poster shall not exceed 6 slides. Once ready, please send it to us before June 16th by email at AFFINITY2021@premc.org. In order to avoid any technical issue, 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.