Instructions for Roundtable, Symposium and Workshop Presenters

These instructions are for Roundtable, Symposium and Workshop presenters. As mentioned in the notifications sent earlier to all presenters of the ‘live’ sessions, ACS Audiovisual Solutions will manage all live sessions. The Roundtable, Symposium and Workshop sessions-, will be broadcast ‘live’ on the platform. Please read these instructions carefully and make sure you prepare well.

BEFORE THE CONGRESS STARTS

Prepare

  1. Test your camera & sound on your computer/laptop
    • For the best interaction during the event, we recommend that you use a headset with microphone. 
    • Once you know that the microphone & camera work on the device you are using for the Congress, do not change your settings again until after your presentation.
  1. Stability of your network
    • A wired (Ethernet) internet connection always gives better connection stability than Wi-Fi.
  1. Update your Google Chrome browser
    • All speakers should attend the Congress via Google Chrome.
    • Ensure this browser is installed and fully updated on the device that you will use to attend the Congress.
  1. If you use a PowerPoint presentation, please use the following guidelines:
    • Any presentation slides must be prepared in PowerPoint 2010, 2013 or 2016 (MS Windows with .pptx extension). If you use a programme other than MS PowerPoint, e.g. OpenOffice or GoogleSlides, your presentation must be saved to this format.
    • Macintosh presentations (i.e. KeyNote) cannot be accommodated.
    • Set the PPT slide format in landscape orientation mode (widescreen 16:9).
    • If you use slides as part of your presentation:
      • Use a bold, sans serif font and large enough type for the poster or slides to be easily read on a typical laptop screen or tablet
      • Keep your slides simple: just a few points per slide
      • Include alt-text, audio or subtitle descriptions of all graphs, charts and images on your slides
      • Make sure that you use high-contrast colors for the best definition of your text. Please be aware that red letters or lines are usually not visible.
    • As a general rule, you should not present more than 1 slide per minute. Visual material supports your lecture and should not be the transcription of it.
    • You may include graphics and/or slide-show animation. If the presentation contains movies, they have to be coded using standard Windows codes and must be embedded in the presentation.
    • To avoid any compatibility problems, please do not use special characters (i.e. ", Ö, Ø, ñ, ®, ý, }, { etc.) and please do not use spaces in the name of your presentation or movie files. If your name includes special characters, you may want to create a graphic image of your name and place it on your first slide. Be sure to include alt-text (without the special characters: e.g. if your name is Ølaf, the alt-text would be Olaf).
    • Due to current scrutiny regarding financial transparency, IT IS STRICTLY MANDATORY that you include a disclosure slide at the start of the presentation, even if only to confirm that you have no conflicts of interest to declare. You can find the disclosure sheet by clicking here.
    • If you wish to allow attendees to contact you after the congress, make sure to include your name and email address on the last slide of your presentation.

The disclosure sheet

Familiarize and test

  1. ACS Audiovisual Solutions will send all registered presenters of your Roundtable, Symposium or Workshop a personal login for the platform, by June 30th.
  2. If you have not received this email by June 30th 2021, you can contact Bas van der Velde (ACS): This email address is being protected from spambots. You need JavaScript enabled to view it.. Please check your spam filter before contacting.
  3. The platform is working with SAMBA Live for the virtual live sessions.
  4. Please go to the session you are assigned to and enter the virtual session room.
  5. Select the ‘programme link’, select the day, search the session title in the programme.
  6. Click on ‘Enter talk’ (green button). A window will open in the programme item.
  7. It is possible to share your screen when presenting. This means you will share your PowerPoint presentation (.PPTX) during your presentation. It is not necessary to upload it in advance.
    Picture1
  8. Questions can be asked via the chat (right vertical area in the session room) or via the '?' icon on the left side of the menu.
  9. Moderators: ask the attendees to use the '?' icon at the beginning of the live session
    • The attendees can choose whether they like to ask a question anonymously or not.

    • The questions can be ordered by most recent or by most upvotes.
  1. Action buttons
    Picture2Sorting icon: Questions can be filtered by answered, unanswered or queued for live answer.
Queue for live answer

Select the questions you want to answer. Answer questions live if you want to discuss the answer with your audience. The participants will see which question is currently being answered. This will be displayed as a pop-up on the top left corner for each attendee.

Request a public vote (start a poll)

Start a public vote (poll) on questions if you want your audience to decide on the most important questions.

Edit

Edit the text of the question.

Delete

If you press delete, the question will be deleted.

VIDEO INSTRUCTIONS:

In the video instructions below, you can see how the virtual room of your live session looks like and how the buttons in SAMBA live work. You can compare the live session with a ZOOM WEBINAR; presenters are visible when camera on. The participants are not visible, they can ask their questions via the chat. During the live session, up to 10 persons can be visible. Example: when you are with 4 presenters (and a moderator) you can 'make' a participant visible, for a discussion. The technician will explain this in the 30 minute preparation time (before your session starts).  

https://eventinsight-consultants.gitbook.io/lgd-speakers/instruction-videos/instruction-videos-1/q-and-a-function

There are more icons in the left margin which we did not describe here. Please do not use them.

Any questions, or need for assistance?

Contact HELPDESK via the attendee list the platform of  and ask your question via the private chat function. 

THE DAY OF YOUR PRESENTATION

Before the presentation

  1. Make sure that:
    • Your Internet connection is stable. You can check your internet speed at https://fast.com/
    • Know that a wired (Ethernet) Internet connection always gives better connection stability than Wi-Fi.
    • Your camera and sound are switched on and in good working order.
    • You are presenting from a quiet space/office, with no background noise.
    • The space behind you is as neutral as possible, ideally with a white wall.
    • Focus the camera on your face and make sure your mouth is visible to enable lip-reading.
    • Speak as clearly as possible, and try to keep an even and adequate volume and speed. This ensures that CART and ESL interpreters can communicate your message with attendees who use these services.
    • Please speak in English.
    • Avoid jargon whenever possible: try to make your message accessible to as many people as possible, including non-experts.
    • Try to look at the camera whilst speaking.
    • Avoid low angles, i.e. keep camera at eye level – elevate your computer if necessary.
    • Avoid direct sunlight coming into the camera: front facing natural light is best.
    • You may add extra lighting above or near your laptop or computer if necessary.
    • Make sure you will not be disturbed during the recording of your presentation (please turn off your cellphone/mobile).
  1. Report to the virtual meeting room:
    • 30 minutes before the start of your session.
    • Select the ‘programme link’, select the day, search the session title in the programme.
    • Click on ‘Enter talk’ (green button).
    • A window will open in the programme item.
  1. Meet with the technician, who will further assist you and help you set-up. In the 30 minutes preparation time, you can discuss your wishes with the technician (the order of presenters, when to switch between presenters and when a presenter is being introduced).
  2. As a presenter you can switch on your camera and sound during a live session at all times. Camera and sound on, means you are 'live' and vissible to all participants. 
  3. Moderators: determine who will introduce the presenters and ask the questions during the Q&A. Identify yourself to the speakers. (See also ‘During the presentation.’). When for example all presenters are live, during Q&A (camera and sound on), it looks like the photo on the right.

During the presentation

  1. Moderators: at each session,
    • Explain to participants that they can raise their questions via the '?' icon on the left side of the menu.
    • Announce the speaker(s).
    • Switch off your audio & camera during a presentation. Don’t forget to switch these on again the moment a presentation has ended.
  1. Speakers:
    • During pre-recorded presentations: Switch off your audio & camera during the running of your pre-recorded presentation. Don’t forget to switch these on again the moment your pre-recorded presentation has ended, in order to answer questions from the audience.
  1. Moderators and speakers can communicate with each other via the private chat function.
  1. The technician will record the session for on-demand viewing. Do not press the record button. If you do press it, the recording will be ended.
    Picture3

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