Instructions for speakers
Hybrid rooms use Zoom to connect in-person and online participants. In-person-only rooms do not use Zoom. Speakers do not need to submit presentations in advance.
- In-person-only rooms: Speakers must use the room PC, which is connected to the room's A/V equipment. Presentations can be brought on a USB drive or downloaded from cloud/email. Personal laptops cannot be used.
- Hybrid rooms: In-person speakers may use the room PC or their own laptop. In either case, the presentation must be shared through the Zoom session running in the room and the conference microphone must be used. Adjust the webcam if necessary and check with the Zoom room assistant (“Angel”) that online participants can see and hear you and see the presentation. Please do not close Zoom on the room PC; if it is closed accidentally, inform a conference assistant.
- Online speakers: Connect to the corresponding Zoom session and follow the virtual area instructions.
- Timing: Standard talks last 25 minutes, including 4–5 minutes of discussion. Short talks last 15 minutes, including 2–3 minutes. Timing must be strictly observed.
Instructions for chairs
Chairs of hybrid sessions may chair in person or online. Chairs of in-person-only sessions must be in the assigned room. 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 and use the conference 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.