Mar 22 – 24, 2021
ELI Beamlines
Europe/Prague timezone
16th DDFIW

Instructions for Presenters & Chairs

Speakers

  • The time schedule includes 3-5 minutes for questions. Please make sure that you stay in time. The online format of the conference heavily relies on every speaker to respect the schedule.
  • Please identify yourself with name and surname so the participants can recognize you.
  • Talks will take place as Zoom sessions. The audience will be able to watch the talk and type their questions in the chat. We ask the participants to mute their microphone and turn off video during the talk. To ask a question after the talk rise your hand or put your question to the chat. Chair will give a possibility to pose your questions. Unmute yourself and turn on video when asking questions. 
  • If you are not familiar with online Zoom conferences, please join our training session on Friday March 19 at 14.00 CET. The detail about this training session will be send to emails of all speakers in advance.
  • Speakers have to contact by chat or email chairs/managers and confirm their readiness before the session or at least 10 minutes before the talk. Unmute yourself and turn on video when presenting and answering questions.
  • You will screen share of your presentation using the “Share Screen” function in Zoom while presenting. When using the Zoom app, this is simply done by clicking on the green ‘Share Screen’ button at the bottom center of the Zoom screen. Then select the window (for example, PowerPoint) that you would like to share. Please test this ahead of time as additional permissions may be needed on your computer to enable this feature.
  • If you are having bandwidth issues, consider switching off video, and just use your computer’s audio.
  • If you have any questions or concerns please contact Renata Strnadova at renata.strnadova@eli-beams.eu.

Session Chairs

  • The sessions will be held in Zoom’s Webinar format. Zoom roles (co-host, host, panelist) are mapped onto traditional session roles (chair, manager, speaker). Session Managers will be in charge of all technical aspects.
  • Session chairs should join their sessions and contact assistants no later than 10 minutes before the session starts.
  • Please identify yourself with name and surname so the participants can you recognize.
  • Start the session on time. Briefly introduce yourself as the Session Chair. Remind the audience that, if they have questions for the speaker, they can rise the hand or type them in the Zoom chat.
  • If you are not familiar with online Zoom conferences, please join our training session on Friday March 19 at 14.00 CET. The detail about this training session will be send to emails of all session chairs in advance.
  • Mute yourself during each of the presentations. Remember to unmute for time warnings, Q&A, and introducing each subsequent presentation.
  • Give the speaker a verbal notice five minutes before the end of the talk.
  • Questions will come in from attendees via the Zoom chat window. Use your own judgment to select the questions to pose to the speaker. The authors of those selected questions will be asked to introduce themselves and read the questions.
  • Should a speaker fail to appear or in the case of any other technical difficulties please contact the session manager. You may allow for up to 5 minutes for the speaker to rejoin. If the speaker fails to rejoin then recess the session until it is time for the next scheduled presentation. As exception, you may allow to swap the presentations if the speaker has a technical problem which can be resolved during the next talk.
  • For technical support: open the Zoom chat window and chat privately with the Session manager of your session.
  • If you have any questions or concerns please contact Renata Strnadova at renata.strnadova@eli-beams.eu.