Guidelines for Presenters

1. HOW WILL THE CONGRESS WORK?
The virtual congress will operate on special virtual platform and will be similar to any in-person congress. Presentations will be assembled in sessions according to the Session they were submitted for and will be assigned to a virtual room. Each session will be coordinated by the Chairperson(s). As with in-person congresses, people access their preferred session by entering a room; they only have to click on their preferred session to access the virtual room of their choice.

Presentations will be delivered as prerecorded videos. Presenters should be virtually present during their presentation in order to participate in the live discussion. As with in-person congresses, there will also be a dedicated period for questions and discussion at the end of the session. Attendees will be able to use a Q&A Chat box to ask questions during the presentations. The Chairpersons of the session will select a few questions, depending on the available time, and read them to the presenter who will be able to answer verbally at the end of the session.

Sessions Structure
Session Opening:
Chairpersons will coordinate live each session, by opening the session and introducing all Speakers/Presenters and presentations titles to follow. The list of presentations and speakers will be displayed on the virtual platform’s session information area.

Session Presentations:
All presentations will be delivered as pre-recorded videos to avoid bad internet connection or slow speed. However, Speakers/Presenters should be virtually present during their session to answer questions at the end of the session.  

Live Q&A:
As with in-person congresses, there will be a dedicated period of time for Live Q&A at the end of each session. Attendees will be able to use the available Q&A Chat box to type/ask questions during the session. The session’s Chairperson will select the questions, depending on the available time, and read them to the presenter who will be able to answer verbally.

On-Demand view of the Congress
All sessions will be fully recorded and made available as on demand videos, after the end of the Congress. The video recordings will be uploaded on the virtual platform for 6 months after the congress. In case you do not give your consent to include your presentation on session’s recordings, please select the “I do not give my consent” option in the consent form we have sent you. Pre-recorded presentations will be edited and uploaded to the event’s designated platform from the Congress Organizing Secretariat team and presenters do not have to take any further actions.

2. ROLES DESCRIPTION

Speakers / Presenters:

Although all presentations will be pre-recorded, Speakers/Presenters should be virtually present during their presentation to answer questions at the end of the session.

Chairpersons:
  • Open & introduce the session mentioning the general title of the session, the names of the presenters as well as the title of presentations to follow. All information will be available and easily accessible on the virtual congress platform.
  • Explain to the attendees that a Live Q&A will take place at the end of each presentation and that they may send their questions using the available chat tool.
  • Lead, coordinate and facilitate the discussion during the Live Q&A after each presentation, by selecting the questions, depending on the available time, and read them to the Speaker/ Presenter who will be able to answer verbally.
  • As time allocated to each session is not flexible, chairpersons are kindly requested to conclude the session on time.

3. PREPARING FOR YOUR VIRTUAL PRESENCE

Before the Congress starts:
  • By March 20th, 2022, an invitation for a LIVE test will be send to all Chairs and Speakers/Presenters by the Organising Secretariat, where our technicians will guide you through and highlight all important points of the streaming platform. Alongside, detailed information on how to join “virtual session room” for your participation will be forwarded.
  • By April 1st, 2022, you should have received your registration details and access code, in order to attend the congress as an Attendee through the congress website.

Before the Session starts:

Please make sure to join the “virtual session room” 15 minutes before the beginning of your session.

During the session:
  • The Chairperson will introduce the session (i.e. session’s and presentation’s titles, names and affiliations of the speakers/presenters).
  • The Chairperson should explain to the attendees that a Live Q&A will take place at the end of the session and that they may send their questions using the Live Q&A tool.
  • During the Live Q&A, the Chairperson may select the most important questions, depending on the time available, and ask the speaker/presenter.
  • The private Chat tool will be used by the session Chairperson to privately contact the speakers/presenters if needed. If you need technical assistance, you will be able to inform the platform technician/host using this tool.
  • The time allocated to each session is not flexible, therefore please try to conclude the session on time.
Tips: Test your audio and video as you join; Mute your microphone when not speaking; Position your webcam at eye level and make eye contact as much as possible.

Tips for Live Test & Live Broadcast
For your connection, please follow the recommendations below:
  • A laptop or desktop, a recent version of Chrome, a microphone and web camera.
  • Wired (Ethernet cable) internet connection recommended, but if unavailable, a strong Wi-Fi connection.
  • Ensure a quiet place without interference and avoid areas that have echo.
  • Select a neutral background.
  • Darker color shirts/blouses appear better on camera. Try to avoid busy plaid or patterned outfits.
  • Ensure that you have no window or light behind you and against your camera. Diffused light in front of you will usually work best to avoid shadows.
  • Try to position your camera so that it is just above your eye level and your face is in the center of your camera shot. Ideally place your camera/device on a higher position.
  • Turn off all sound notifications on all your devices. - During live streaming you are kindly requested to close all other applications and windows on your computer.