Technical Aspects of Session for Chairs and Presenters:

We are using ZOOM as the default video conference platform. To enter your session, or any other session you want to attend, click on the JOIN ROOM button in the page about the session you want to attend (the button will only appear during the congress and when you are logged into the platform).  You will link out to ZOOM. You will not receive any specific ZOOM link. There will be a ZOOM “room manager” (students from ERASMUS University Rotterdam and University of Nottingham), who will be waiting to admit you to the session. Please note that there is a waiting room activated, and you may not be admitted to the session until the official scheduled start time. 

To ensure a very successful presentation, we strongly recommend that you use log in to this platform and link to ZOOM on your computer (or laptop) and not any other devices.

Presenters

Presenters are invited to click on JOIN ROOM of their session 15 minutes prior to the start of the session so that presentations can be checked and any problems can be resolved with the help of the ZOOM manager on hand before the start of the session. Presenters are not expected to have any host or co-hosting powers. Each presentation should be around 20 minutes. 

Presentation Technology

Please use Portable Document Format (.pdf) or PowerPoint (ppt.) for your presentations. These should be uploaded on your desktop (or any other suitable position on your computer before your session). You will then be asked to share your presentation when it is your turn to talk. If you have never used the “Share” function on ZOOM before, the ZOOM room manager will show you how to do this before the session starts.

Chairs

By default, unless otherwise written on the session information (or previously agreed by email), the last presenter of the session is the session chair. If you have been assigned to chair your session, you are invited to click on JOIN ROOM 15 minutes prior to the start of the session. The responsibilities of the Chairs are to introduce the session and the presenters, make sure that the time available is divided equally over the papers to be presented, and guide discussion from the participants following the presentation. In case the scheduled Chair does not attend, the general rule is that the presenter of the session's actual last paper is expected to take the role of Chair. If your session has fewer presentations than expected due to last minute cancellations, you can be a bit more flexible with the time, but bear in mind that the audience might be interested in attending other sessions too.

The Chair will also be assigned the “co-host” of the meeting, and be given additional features on ZOOM. The ZOOM room manager will assign you the co-host during the meeting. 

We are encouraging participants to use the “raise hand” function so as a Chair, we encourage you to have your (ZOOM) Participants list in pop out mode so you can see easily who has a question to ask. Some may submit a question via (ZOOM) chat so again, we encourage chairs to work with the chat in pop up too.

If you are unsure of who has been assigned to chair your session, please take a look at https://ewmes-ejm-virtual2020.org/full-programme - type your full name under speaker to get your session, click on title of session, and then scroll across to chair. 

 

Recording Sessions

By default, all sessions will be recorded, and made available for all the week after the congress (on the platform). If you do not want your presentation to be recorded, please let the host of your session now and ask him / her to pause recording for your presentation.  

Downloading ZOOM

For the best user experience, we strongly recommend that you download / update ZOOM to the latest version. Please allow lots of time to do this – not just before your session is due to start.

A Prerequisite is that ZOOM desktop client is installed on your computer. If you have not got Zoom already installed on your device, please read here.

For those of you unfamiliar with ZOOM, this ZOOM video is very helpful.

Best Practices for a Good Presentation

During a virtual congress, your internet connection is fundamental to ensuring that your presentation can be delivered.

Internet/WIFI – please ensure that you have a strong WIFI connection or a hard-wired internet connection if possible. You can check the speed of the internet through https://www.speedtest.net (2mbps upload/ 5 mbps download is a minimum requirement)

Restart your Router / Modem (optional) – From a performance perspective, restarting your router once a month helps maintain the reliability of your home network.

If you are connecting to the internet via your personal hotspot / 4G, please have your phone charger close by.

 

Other things to consider:

  • Camera – the computer camera should be directly in front of you – ideally on the same level or a little above your face for the best angle
  • Lighting – the light source should come from in front of you so that the audience can see your face as opposed to a shadow
  • Background noise – to limit background noise, please sit in a room on your own and mute your microphone if you are not presenting
  • Background – If you cannot use a virtual background, we recommend sitting in front of a plain wall when possible, or an area with no moving traffic in the background for the best quality
  • Microphone – We recommend using headphones as they pick up less background noise than computer microphones however, earbuds are more visually pleasing than headsets
  • Laptop charge – please ensure that your laptop is plugged in so as to not lose charge through the recording
  • Applications/programs – please close all other applications to help with internet speed and prevent any distracting notifications and alerts
  • Dress – If you wish for some tips about camera-friendly clothing, experts suggest choosing warm colours such as teal, cobalt, purple and coral. They also suggest avoiding white, bright red and all- black outfits as all three of these colours can pose technical problems. Also, solid colours are best and big patterns are distracting and may clash with your virtual background.
  • Eye contact – Every so often, please look directly at the camera when presenting for eye contact with the audience, as this will help you appear more engaging.