Instructions for speakes in the hybrid sessions

  • All sessions are live-streamed through Zoom and are ready for virtual presentations.
  • Online participants must follow the instructions in the virtual area.
  • In-person speakers must use the room PCs and share their presentations on the Zoom session open there, name as the room.
  • The PCs have loudspeakers, a webcam, and microphones. Speakers should move the webcam to show the area from where they will be standing, ensuring visibility from Zoom, and talk near the microphones.
  • Please verify with the online conference assistant (identified as "Angel" on Zoom) that the virtual attendees can hear you.
  • Standard talks are 20 minutes, followed by 3-4 minutes of discussion coordinated by the chair. Strict timing must be observed.
  • Speakers should stop sharing their screen after finishing, in order to allow the next speaker to start sharing theirs.
  • Please do not ever close the Zoom. If that is done by mistake, please inform any of the conference assistants to reestablish the connection.

Instructions for hybrid sessions' chairs

  • The chairs of the hybrid sessions can be in-person or online. In-person speakers should follow the above instructions to ensure that the onsite part runs smoothly.
  • If you are a virtual chair of a hybrid session, please make sure that you can communicate with the in-person speakers and guide them through the process. In case of problems, please inform the Angel in the Zoom room promptly so onsite conference staff can assist.
  • Please be in the room 10 minutes before the session starts to prepare it and inform the virtual Angel that you take over.
  • Make sure that the PC is connected to the Zoom room associated with your assigned room. Otherwise, contact the conference support desk in the virtual support room (passcode 112).
  • Coordinate with the Zoom room Angel to verify that the virtual participants can hear and see the room, identify the virtual and in-person speakers and require the in-person participant to copy their presentations to to the conference room PC desktop and verify functionality.
  • If any speaker is missing or has a technical problem, you can move to the next speaker and come back later to check. In case of a no-show, you can decide to take a break if you prefer, but in this case, the time will be lost, and if the missing speaker arrives late, there will be no possibility of giving the talk later.
  • Introduce the session and the first speaker. Ask the speaker to share the presentation, start the video, and un-mute the microphone.
  • Each speaker has 20 minutes for the talk and 3-4 minutes for discussion (unless the chair had previously requested to share the time among more speakers. In this case, they will have 15-18 minutes). Please, warn the presenters at 5 minutes and 1 minute to go.
  • Ensure all speakers speaking away from the PC desk either move closer or use a portable microphone so virtual participants can hear them.
  • The participants may raise their (virtual) hand to ask a question or write it in the chat for you to read it aloud. When the 3-4 minutes discussion period ends, invite the audience to continue the discussion privately and proceed with the next speaker.
  • The Angel can stop sharing any presentation if the speakers forget to do that.
  • Please keep the session on time to be able to close it formally.