Instructions for speakers

  • All sessions are live-streamed and support virtual participation, so all speakers must share their presentations through Zoom and use the conference microphones.
  • Online participants must follow the instructions provided in the virtual area.
  • In-person speakers must use the room PC and share their presentations through the Zoom session running in the room. If they wish to use their own laptops, they must connect to the corresponding Zoom session and share their presentations.
  • The PCs have loudspeakers, a webcam, and microphones. Speakers can adjust the webcam to show the area where they will be standing, ensuring visibility on Zoom, and speak close to the microphones.
  • Please verify with the online conference assistant (identified as "Angel" on Zoom) that the virtual attendees can hear you.
  • Standard talks last 25 minutes total, including 4–5 minutes of discussion coordinated by the chair. Short talks last 15 minutes total, including 2–3 minutes of discussion. Strict timing must be observed.
  • Speakers should stop sharing their screens after finishing, to allow the next speaker to start sharing theirs.
  • Please do not close Zoom. If that happens by mistake, please inform a conference assistants immediatly to reestablish the connection.

Instructions for chairs

  • The chairs of hybrid sessions can be in-person or online.
  • 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 Zoom room Angel promptly, so onsite conference staff can assist.
  • Chairs of virtual sessions should follow the instructions provided in the virtual area.
  • Please be in the room at least 10 minutes before the session starts to prepare and inform the virtual Angel that you are taking over.
  • Make sure that the room 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 virtual and in-person speakers, and ensure that in-person speakers copy their presentations to the 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, they will not be able to give the talk later.
  • Introduce the session and the first speaker. Ask the speaker to share the presentation, start the video, and unmute the microphone.
  • Standard talks last 25 minutes total, including 4–5 minutes of discussion coordinated by the chair. Short talks last 15 minutes total, including 2–3 minutes of discussion. 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.
  • Participants may raise their (virtual) hand to ask a question or write it in the chat for you to read aloud. When the discussion period ends, invite the audience to continue 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 schedule.