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.
Once you are registered via scienceconf, you will be able to access the participants list by using the conference app, no need to set up anything, just click on this link. You have also the opportunity to check the program in your own timezone and build your customized version by selecting the sessions that you are interested in.
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 med2020@premc.org
Naming yourself: you should put your real first and last name as username on ZOOM.
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.
Selecting your favorite language: you should select an audio channel to hear your language of choice. A button named “Traduction simultanée” will be available on the bottom menu of your ZOOM window, just click on it and select your language. Two options will be available: English and French. A tutorial is available to explain how to use interpretation in ZOOM.
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 or in a networking room 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 center of the frame.
Testing the connection speed: if you share your internet connection with others at home, 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.
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.
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 by clicking here. To do so, a tutorial is available to explain how to change your virtual background.
FOR LIVE PRESENTATION (KEYNOTE)
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Preparing: you should indicate on your office’s door “Do not disturb/Videoconference running” and turn off your phone, at least during your intervention.
Outfit: you should avoid strip clothes or clothes with tiles, which can create a moiré effect.
Being on time: you should be connected 20 minutes prior to the first presentation in your session to ensure your connection is working, as well as your device.
Testing call: we should 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 10 minutes.
Timing for talks: your presentation should last 20 minutes. In the interest of fairness between all speakers, please make sure that your whole session does not exceed the allocated time. You should have a timer near you: you either have it on your cellphone or you have one on your computer.
Recording : This conference will be recorded. Consequently, if you do not want your presentation to be recorded, please send an email to med2020@premc.org.
FOR RECORDED PRESENTATION (PRESENTATION FLASH)
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Outfit: you should avoid strip clothes of clothes with tiles, which can create a moiré effect.
Sending us a recorded presentation: you should follow the tutorial on how to record your presentation and send it to us before November 10th. Another tutorial is available to explain how to transfer your video presentation to us once recorded, please use this email address: med2020@premc.org.
Timing for talks: your presentation should last 10 minutes. In the interest of fairness between all speakers, please note that all recorded presentations exceeding these limits will be cut.
Being on time: You should be connected 15 minutes prior to the first presentation in your session to ensure your connection is working, as well as your device.
Recording : This conference will be recorded. Consequently, if you do not want your presentation to be recorded, please send an email to med2020@premc.org.
FOR RECORDED POSTER PRESENTATION
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Sending us a poster and a poster preview: You should follow this template to know how to do your poster and send them to us before November 10th by email at med2020@premc.org. In order to avoid any technical issue, please send us a PDF version. Besides, the size should not exceed 25 MB.
You should use the template and organize the poster in a way that it is clear, orderly, and self-explanatory. You should design the individual sections of your poster so that they can be quickly read; please, avoid large blocks of text and long sentences.
You should indicate the authors’ names and address information in order to allow interested viewers to contact you for more information.
You should avoid abbreviations, acronyms, and jargon. Avoid fuzzy images; make sure all graphics are high-resolution and easily visible. You should make sure that there is enough contrast between the colour of the text and the poster’s background.
All e-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.