INSTRUCTIONS FOR PARTICIPANTS
There will be two main areas during this virtual meeting: the plenary room where the discussions will be done and the document streaming link where the discussed part of the text/report will be displayed. The Plenary room should be open via your ZOOM app when the document streaming link should be open via your browser. A session chair will be leading the discussions, the participants will be able to speak and ask their questions thanks to the ZOOM raising hand button. All participants will be muted by default, so please wait for the session chair to unmute you before start speaking. Please note that the participants will speak in the order in which their hands were raised.
The following information is provided to assist attendees in order to ensure smooth participation in this web conference.
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 firstname.lastname@example.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.
Selecting your favorite language: you shall select an audio channel to hear your language of choice. A button named “Interpretation” 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.
Displaying the report: click on the document streaming link from the dashboard in order to display the report on your browser, you will be then able to adjust the size from the top/right corner buttons, you will be able to fit the document to the window or select the actual size. We higly advise using 2 monitors or a big one in order to display the ZOOM application and the report on the same time.
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.
Answering the polls: A polling window will automatically appear on your screen, you will be able to answer directly on it. If this window doesn’t show up, click on the polling button at the bottom of your screen. You can check these instructions for more details.
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.
Turning off your camera if you encounter connection issues: You shall turn off your camera if you have problems with your internet connection during the meeting. Your connection will be better if you only have essential programs opened.
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.
Naming yourself: you shall put your real first and last name as username on ZOOM. If you represent a country, please indicate the name of the country first and then your name.
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.