Instructions for speakers
Hybrid rooms use Zoom to connect in-person and online participants. Each room has a PC that is permanently connected to the projector and audio system. Laptops cannot be connected directly to the projector.
- In-person speakers using the room PC: Bring your presentation on a USB drive, or download it from the cloud or email. Share it through the Zoom session already running on the room PC.
- In-person speakers using their own laptop: Join the room's Zoom session from your laptop and share your screen. Mute your laptop microphone and speakers to avoid echo.
- All in-person speakers: Adjust the room webcam if needed. Stay near the table where the omnidirectional microphone is placed. Ask the Zoom room assistant ("Angel") to confirm that online participants can see you, hear you, and see your slides. Do not close Zoom on the room PC. If it closes by accident, enter the Zoom support room or find a conference assistant.
- Online speakers: Join the Zoom session for your talk and follow the instructions in the virtual area.
- Timing: Standard talks last 25 minutes, including 4–5 minutes of discussion. Short talks last 15 minutes, including 2–3 minutes of discussion. Timing must be strictly observed.
Instructions for chairs
Chairs of hybrid sessions may chair in person or online. Chairs of virtual sessions should follow the virtual area instructions.
- Before the session: Be ready at least 10 minutes before it starts. Make sure all speakers are present and in-person speakers have copied or downloaded their presentations to the room PC.
- Hybrid sessions: Inform the Zoom room assistant (“Angel”) that you are taking over as chair. Make sure in-person speakers share their presentations through Zoom, stay close to the omnidirectional microphone, and check that online participants can see and hear the room. Ask the Angel for onsite assistance when needed.
- During the session: Introduce each speaker and keep the session on schedule. Standard talks last 25 minutes, including 4–5 minutes of discussion; short talks last 15 minutes, including 2–3 minutes. Warn speakers when 5 minutes and 1 minute remain.
- Discussion: Coordinate questions from the room and, in hybrid sessions, raised hands and chat on Zoom. Make sure both in-person and online participants can hear the discussion.
- Missing speakers or technical problems: The chair may proceed to the next speaker and return later if time allows, or pause the session as appropriate.
- Do not close Zoom on a hybrid room PC; if it is closed accidentally, inform a conference assistant.