[Plenary Speakers] [Parallel Speakers] [Poster Presenters] [Session Chairs]
Plenary Speakers
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All plenary talks are scheduled for 25 minutes (20 minutes talk + 5 minutes questions), except for the four summary talks on Friday (20 minutes talk, no time for questions). Please make sure that you stay in time. The online format of our conference heavily relies on every speaker to respect their schedule.
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Talks will take place as Zoom Webinars. Speakers (known as “panelist” in Zoom lingo) and session chairs/managers will have direct access to the Zoom room. The audience will be able to watch the talk and type their questions in the chat.
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Please plan to join your session up to 30 minutes and no later than 15 minutes before your session time (not your presentation time). You will join the Zoom room where you will be able to test your video, audio, and screen sharing before the beginning of your session. We ask that you switch off your video and mute when you do not present. Further details about how to join your live session will be sent soon. You will receive an explicit Zoom invitation to join by email as a speaker (panelist) in your session - make sure to save this invitation which contains a unique link for every speaker.
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You will screen share 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.
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We request that all speakers upload their slides on Indico 24hrs before their talk. To do so, please click on “My Contributions” on the left menu, and from there on “Presentation Materials”. Include page numbers on your slides so attendees can reference them when asking questions.
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If you are having bandwidth issues, consider switching off video, and just use your computer’s audio.
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Contact us if you have any questions or concerns.
Parallel Speakers
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All parallel talks are scheduled for 20 minutes (15 minutes talk + 5 minutes questions). Please make sure that you stay in time. The online format of our conference heavily relies on every speaker to respect their schedule.
-
Talks will take place as Zoom Webinars. Speakers (known as “panelist” in Zoom lingo) and session chairs/managers will have direct access to the Zoom room. The audience will be able to watch the talk and type their questions in the chat.
-
Please plan to join your session up to 30 minutes and no later than 15 minutes before your session time (not your presentation time). You will join the Zoom room where you will be able to test your video, audio, and screen sharing before the beginning of your session. We ask that you switch off your video and mute when you do not present. Further details about how to join your live session will be sent soon. You will receive an explicit Zoom invitation to join by email as a speaker (panelist) in your session - make sure to save this invitation which contains a unique link for every speaker.
-
You will screen share 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.
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We request that all speakers upload their slides on Indico 24hrs before their talk. To do so, please click on “My Contributions” on the left menu, and from there on “Presentation Materials”. Include page numbers on your slides so attendees can reference them when asking questions.
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If you are having bandwidth issues, consider switching off video, and just use your computer’s audio.
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Contact us if you have any questions or concerns.
Poster Presenters
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The poster session is scheduled for Tuesday June 2, from 7.30 to 8.50am (CDT). This corresponds to 14h30-15h50 CERN time.
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Please prepare your poster in landscape format (either A0 or 16:9), so that it can more easily fit on the screen during the poster session.
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Each poster will have its own Zoom meeting room (with a unique meeting ID) to allow interactions with the other attendees. Each presenter will have to individually book this room using CERN’s Zoom license. Detailed instructions will be sent soon.
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We ask that you please upload the PDF of your poster on Indico by Sunday (May 31st) 6pm (CDT), to allow participants to view it in advance. To do so, please click on “My Contributions” on the left menu, and from there on “Presentation Materials.”
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We encourage you to also upload a 3-minute video on Indico, highlighting the contents of your poster. To do so, please click on “My Contributions” on the left menu, and from there on select the title of your poster. The preferred format for the videos is mp4. Please upload your video a few days before the Poster Session, preferably at the same time when you upload the poster.
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We will have a best poster competition and 5-minute flash talks for the winners during the Plenary Session on Friday at 9.55am (CDT). The presenters of the winning posters will be notified by the end of Wednesday.
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Contact us if you have any questions or concerns.
Session Chairs
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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.
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Session chairs should join their assigned rooms 30 minutes, but no later than 15 minutes before the session starts. You will receive an explicit Zoom invitation to join by email as a session chair in your session - make sure to save this invitation which contains a unique link for every session chair.
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Prepare ahead of time: make sure that you have a timing device available to you, and familiarize yourself with Zoom.
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Start the session on time. Briefly introduce yourself as the Session Chair. Remind the audience that, if they have questions for the speaker, they should type them in the Zoom chat. Questions will be selected and read by you.
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Mute yourself during each of the presentations. Remember to unmute for time warnings, Q&A, and introducing each subsequent presentation.
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Give the speaker a verbal notice five minutes before the end of the talk (i.e. after 15 minutes for plenary speakers, after 10 minutes for parallel speakers).
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Please adhere to the times listed in the schedule so that simultaneous sessions are as closely synchronized as possible. Many attendees move from session to session in order to hear specific presentations.
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Speakers must be asked to stop when their allocated time is up: be courteous, but firm. Sessions must end on time.
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Questions will come in from attendees via the Zoom chat window.
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Use your own judgment to select the questions to pose to the speaker.
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Read the question aloud and allow the speaker to answer.
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Should a speaker fail to appear or in the case of any other technical difficulties then 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 and notify the conference chairs.
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For technical support: open the Zoom chat window and chat privately with the Session manager of your session (listed as “Host”, we will provide the name a few days before the session).
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Contact us if you have any questions or concerns.
