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.
At the end of each session, 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
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 email@example.com
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)
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 shall last, including the Q&A part, 25 minutes for the long talks and 15 minutes for the short talks. We advise 20 minutes + 5 minutes Q&A for the long talks and 12 minutes + 3 minutes Q&A for the short talks. 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
Sending us a recorded presentation: You shall follow the tutorial on how to record your presentation and send it to us before November 9th. Another tutorial is available to explain how to transfer your video presentation to us once recorded, please use this email address: firstname.lastname@example.org
Timing for talks: Your presentation shall last 3 minutes, the Q&A part should last 15 minutes after each series of 4 or 5 recorded flash presentations. In the interest of fairness, please note that all recorded presentations exceeding these limits will be cut.
Managing the Q&A part: You shall keep your slides open and ready to be shared with the audience via ZOOM during the Questions & Answers session following your presentation, just in case a question is related to a specific slide that needs to be displayed for a better discussion.
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. Even if your presentation is recorded, the Questions & Answers sessions are live so basic checks (sound, video) will be made for you too.