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Chair&Poster Instructions

  • Plenary Talk Chairs
  • Invited Session Chairs
  • Contributed Session Chairs
  • Poster Session

Instructions for Plenary Talk Chairs

General Responsibilities

  1. 1.Introduce the session and the format of the session such as how long the talk will be and how to ask questions.
  2. 2.Introduce the presenter and title of the plenary talk.
  3. 3.Note that the presenter is give 50 min for the talk.
  4. 4.Take questions for the presenter.
  5. 5.Conclude the session and check attendance.
  6. 6.Make sure the time is strictly adhered to the allocated time.

Detailed ZOOM guide

INITIAL ZOOM SETUP:

Please install Zoom in advance and check the Zoom Meeting and Webinar Best Practices and Resources.

HOW TO JOIN THE SESSION:

  1. 1.Enter the Virtual Conference site and find your plenary talk session.
  2. 2.Click on the “Enter Zoom” button at the bottom of the session information.
  3. 3.Chat with the room host to let them know you are the session chair.
  4. 4.The room host will assign you to the co-host role.

DURING THE SESSION:

  1. 1.Please join the session at least 10 min in advance, and test your microphone after joining.
  2. 2.It is recommended that you turn on your video during the session introduction to engage participants. This can be done by selecting video connection when joining a Zoom webinar.
  3. 3.After introducing the session and the presenter, we recommend that you turn off the video so that the attendees can focus on the talk video.
  4. 4.You can manage the attendees by clicking on the “View all attendees” link under the Participants panel.

Instructions for Invited Session Chairs

General Responsibilities

  1. 1.Introduce the session title and format of the Q&A session (10-min recap and Q&A for each presenter).
  2. 2.Inform the attendees how to ask questions (text using a chat function or speak).
  3. 3.Introduce the presenter and title of each talk before each recap.
  4. 4.Note that each presenter is given 10 min for a short recap of the talk and Q&A (A recap should be no more than 6 min).
  5. 5.Take questions for each presenter.
  6. 6.Make sure absolutely no delay on the allocated 10 min for each presenter.
  7. 7.If there are any questions left in "Leave a Comment" at the bottom of the session information on the virtual conference site, collect them and deliver them to the presenter.
  8. 8.Conclude the session and check attendance.

Detailed ZOOM guide

INITIAL ZOOM SETUP:

Please install Zoom in advance and check the Zoom Meeting and Webinar Best Practices and Resources.

HOW TO JOIN THE SESSION:

  1. 1.Enter the Virtual Conference site and find the session.
  2. 2.Click on the “Enter Zoom” button at the bottom of the session information.
  3. 3.Chat with the room host to let them know you are the session chair.
  4. 4.The room host will assign you to the co-host role.

DURING THE SESSION:

  1. 1.Please join the session at least 10 min in advance, and test your microphone after joining.
  2. 2.It is recommended that you turn on your video during the session introduction to engage participants. This can be done by selecting video connection when joining a Zoom meeting.
  3. 3.While a recap is in progress, we recommend that you turn off the video so that the attendees can focus on the talk video.
  4. 4.You can manage the attendees by clicking on the “View all attendees” link under the Participants panel.

Instructions for Contributed Session Chairs

General Responsibilities

  1. 1.Introduce the session title and format of the Q&A session (30-min Q&A for all presenters).
  2. 2.Inform the attendees how to ask questions (text using a chat function or speak).
  3. 3.Introduce the presenter and title of each talk before starting Q&A.
  4. 4.Take questions for all presenters.
  5. 5.Make sure absolutely no delay on the allocated 30 min.
  6. 6.If there are any questions left in "Leave a Comment" at the bottom of the session information on the virtual conference site, collect them and deliver them to the presenters.
  7. 7.Conclude the session and check attendance.

Detailed ZOOM guide

INITIAL ZOOM SETUP:

Please install Zoom in advance and check the Zoom Meeting and Webinar Best Practices and Resources.

HOW TO JOIN THE SESSION:

  1. 1.Enter the Virtual Conference site and find the session.
  2. 2.Click on the “Enter Zoom” button at the bottom of the session information.
  3. 3.Chat with the room host to let them know you are the session chair.
  4. 4.The room host will assign you to the co-host role.

DURING THE SESSION:

  1. 1.Please join the session at least 10 min in advance, and test your microphone after joining.
  2. 2.It is recommended that you turn on your video during the session introduction to engage participants. This can be done by selecting video connection when joining a Zoom meeting.
  3. 3.You can manage the attendees by clicking on the “View all attendees” link under the Participants panel.

Instructions for Poster Session

Poster session uses a function called breakout rooms in Zoom. Separate session for each presenter is hosted, and each presenter manages their time independently just as in off-line poster session.

Please install Zoom in advance and check the Zoom Meeting and Webinar Best Practices and Resources. Be sure to update your Zoom to the newest version.

For Presenter

General guideline
  1. 1.After you are set as a co-host, stay in your breakout room and wait for attendees to enter you room, ask for questions, and move to another presenter’s room.
  2. 2.There is no program chair for the poster session. You need to inform the attendees at your breakout room how to ask questions (text using a chat function or speak).
  3. 3.Make sure you end without delay on the allocated 30 min.
How to join the session
  1. 1.Enter the Virtual Conference site and find the session.
  2. 2.Click on the “Enter Zoom” button at the bottom of the session information.
  3. 3.Chat with the room host to let them know you are the presenter of the poster session. The room host will assign you to the co-host role.
  4. 4.Enter your ‘breakout room’ by clicking the
    5. “Breakout Rooms” and “Join” button at the bottom panel of Zoom.
During the session
  1. 1.Please join the session at least 10 min in advance, and test your microphone after joining.
  2. 2.It is recommended that you turn on your camera during the session. This can be done by selecting video connection when joining a Zoom meeting.
  3. 3.You can share your slides using ‘screen sharing’ function.
  4. 4.You can manage the attendees by clicking on the “View all attendees” link under the Participants panel.
  5. 5.If you need an assistance from the room host, click “Breakout Rooms” and “Ask for Help” button at the bottom panel of Zoom. The room host will enter your breakout room. Chat with the room host.

For Attendees

How to ioin the session
  1. 1.Enter the Virtual Conference site and find the session.
  2. 2.Click on the “Enter Zoom” button at the bottom of the session information.
  3. 3.Enter ‘breakout room’ of your interest by clicking the “Breakout Rooms” and “Join” button at the bottom panel of Zoom.
During the session
  1. 1.After you enter the breakout room, you can ask questions to the presenter either by text using a chat function or speak.
  2. 2.Move to another breakout room by clicking “Breakout Rooms” and “Join” button at the bottom panel of the Zoom.
  3. 3.If you need an assistance from the room host, click “Breakout Rooms” and “Ask for Help” button at the bottom panel of Zoom. The room host will enter the breakout room you are in. Chat with the room host.