Instructions for speakers in hybrid and in-person sessions

  • All sessions are live-streamed and ready for virtual participation, so all speakers must share their presentations through Zoom and use the conference microphones.
  • 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, named as the room. If they wish to use their own laptops, they must connect to the corresponding session's Zoom link and share their presentations.
  • The PCs have loudspeakers, a webcam, and microphones. Speakers should move the webcam to show the area where they will be standing, ensuring visibility from on Zoom, and speak 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 screens after finishing, in order to allow the next speaker to start sharing theirs.
  • Please do not ever close Zoom. If that happens by mistake, please inform any of the conference assistants to reestablish the connection.

Instructions for chairs of hybrid and in-person sessions

  • The chairs of 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 and inform the virtual Angel that you are taking 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 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 for them to give 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 when there are 5 minutes and 1 minute remaining..
  • Ensure that all speakers who are 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 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.