INSTRUCTIONS FOR PARTICIPANTS
The following information is provided to assist speakers in preparing their presentations as well as all participants in order to ensure a technically smooth virtual conference.
Simultaneous interpretation in English and French will be provided. Please note that using the ZOOM application is requested in order to have access to the interpretation (NOT available from the browser). So please download the application before the conference and make sure to have the last updates.
Once connected, you shall put your real first and last name as a username. If you represent a country or an organisation, please indicate the name of the country or organisation first and then your name. You will find below a tutorial to show you how to rename yourself in ZOOM.
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 testing 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
Naming yourself: you should put your real first and last name as a username on ZOOM. If you represent a country or an organization, please indicate the name of the country or organization first and then your name. A tutorial is available to explain how to rename yourself.
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 a microphone near you if needed. We highly recommend using them as a speaker, when you ask a question or in 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.
Using headset: For speakers, please use a headset to reduce background noise to significantly improve audibility, including for interpretation purposes.