2020 CETC - Instructions for participants
The conference will be run as a Zoom webinar. This note goes over the schedule structure and presentation organization.
Links for registration:
- General audience: use this link.
- Presenters: you will receive an invitation to participate as a panelist and should use that link to participate.
More detail provided below.
Presentation structure
Each session includes either three or four papers.
40 minutes will be allocated to each paper:
- 30 minutes of presentation,
- 10 minutes for questions.
Participant roles and definitions
All participants in a Zoom webinar are divided into three roles by the platform: panelists, attendees and host. This is a terminology created by zoom.
- Panelists: all conference presenters and organizers.
- Can share their webcam and speak at any moment.
- Can type answers to any question submitted by attendees in Q&A field.
- New: Conference presenters can also request promoting their co-authors to panelists. If you need, send a request to the moderator (host) of your session.
- Attendees: anyone else.
- Can only submit questions in the Q&A field and participate in the chat.
- Cannot share their screen and can only speak if allowed by moderator.
- Host: the role of host will be taken by the moderator of the active session.
- The host has all the privileges of panelists but can also mute or kick out any participant.
- A host can also nominate a co-host, who has the same rights.
We will also use the following terminology for this document:
- Active presenter: the person whose paper is been presented at a given moment.
- Session participants: all people whose papers are part of the active session.
- Moderator: one of the organizers, who will be assigned to run each session.
Access:
- Presenters.
- You will receive an email from Zoom inviting you to be a panelist in the conference.
- You should use the email contained in the email! If you use the link meant to the general audience you will not be able to share your presentation nor speak.
- Make sure you do the following 20 minutes prior to your session:
- Enter the webinar through your panelist link,
- Have the presentation open in your computer.
- Have your webcam and microphone ready.
- Attendees:
- Register through the public access link provided above.
- Registration approval is automatic.
- You will receive an email with a link to enter the webinar.
- Moderators:
- Please enter the Webinar at least 20 minutes prior to your sesssion to make sure everything is setup.
- You will be granted the role of host upon entry:
- If this is the first session of the day, the original creator of the event can make you a host.
- If this is not the first session of the day, the moderator from the last session can pass along the role of a host to you before your session.
- If your session is followed by another one with a different moderator, you should grant the host ability to the new moderator.
- To grant the role of host you simply click on a participat person in the list of participants and choose “Make host”.
- Do not leave the Webinar if you are still the host. This will close the Webinar.
- While you are the host, you can name someone else as a “co-host”. This person will have the same privileges as you.
How to behave in a session:
- Active presenter.
- Have slides loaded in your computer.
- Choose to “Screen share” at the start of your time.
- Pause a couple times for clarification questions from session participants.
- Session participants.
- You should behave similarly to a discussant. You are expected to take a more active role in asking questions during presentations in your session.
- Please ask questions!
- Longer questions can be left to Q&A section.
- Feel free to comment or answer questions from the attendees in the Q&A section.
- Attendees.
- Can submit questions through Q&A field at the bottom of the screen.
- These questions will be addressed in the Q&A section, if time allows.
- Can participate in a chat room throughout the talk. Any inappropriate talk will lead to exclusion.
- Can comment and upvote on all other open questions submitted by others.
- Moderator.
- Presents speakers.
- During Q&A section, reads unadressed questions by attendees in the Q&A field.
- Dismisses all unanswered questions at the end of a talk to clear the list.
General Observations
- The presentations will not be recorded.