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EVTeC2023
Guidelines
Guidelines for Presenters
Presentation Outline
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- 1. Format:
- To accommodate both in-person and virtual attendees, all sessions will be conducted in a hybrid format, combining the session room settings for in-person attendees with Zoom Webinar for virtual attendees.
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- 2. Official language
- English
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- 3. Presentation time
- 20 min total (15 min for presentation, 5 min for discussion)
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- 4. Restricted Activities for Attendees
- Please note that attendees are not permitted to capture any screens or record presentations, share login credentials with others, or copy any conference materials from the virtual venue (such as the Book of Program, abstracts, or proceedings) for distribution to others. Thank you for your cooperation in maintaining the integrity and security of the conference.
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- 5. Virtual Venue “Smart Conference”
- The online conference platform is powered by 'Smart Conference.' To access the platform, please use the email and password you used during conference registration. The platform will open on May 15th.
Prior to the conference
Presenter is required to prepare their presentation slides as below:
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- 1. Format
- Microsoft Office PowerPoint (.pptx)
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- 2. Aspect ratio
- 16:9 (recommended) or 4:3
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- 3. Size of letters and numbers
- 24 points or larger
NOTE:
- a. Presenters are NOT required to submit your presentation slides and videos in advance.
- b. All presenters must ensure that any images, figures, and citations used in their presentation are legally and appropriately sourced, in compliance with copyright laws.
On the Presentation Day
| In-person Presenter | 20 minutes prior to your session (during coffee break) |
You are requested to come and bring your laptop with you to your session room 20 minutes prior to the start of a session (during coffee break). |
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| When you arrive at the session room, please place your laptop on the operation desk next to the podium. Our team will connect your laptop to the switcher so that your presentation can be displayed on the screen and monitor provided. You'll have control over your slides using either a mouse or clicker located at the podium. If your laptop is not allowed to connect to other devices, please hand over your USB flash drive including your slides to the desk. NOTE: “Presenter tools” of Windows or “Keynote” of Mac cannot be used. |
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| Session Starts | Please remain close to the podium. | |
| During your presentation | Check your presentation slides on the monitor of the podium and start your presentation. | |
| Discussion | A chair opens the floor including the virtual venue to any questions. | |
| End | The chair closes your presentation and return back to your seat. | |
| Virtual Presenter | 20 minutes prior to your session (during coffee break) |
You are requested to enter to your virtual session room 20 minutes prior to the start of a session (during coffee break). First, enter the virtual venue (announced later) and select your session room and click the button “Watch the Live Streaming”. Zoom launches and put your display name with your Session ID (e.g., A11-EP_John Smith) on Zoom. |
| An operator contacts you via Zoom, and then the operator checks whether you are able to share your screen and your mic is working. | ||
| Session Starts | Stand by in front of your PC. | |
| During your presentation | You may start your presentation and share your screen after the chair introduces you. | |
| Discussion | Chair opens the floor including the virtual venue to any questions. | |
| End | Chair closes your presentation, and you stop sharing your screen. |
In case of no-show
If you are a no-show and don’t give a presentation during the session, we cannot issue the Certificate of Presentation to you. A pre-recorded presentation video cannot be acceptable without your attendance.
The Young Investigator Awards
The award ceremony will be held at the closing ceremony in May 24. The winners will be contacted by the secretariat before the ceremony by email or will be announced on information board near the check-in desk during the conference.
Guidelines for Chairs
Presentation Outline
-
- 1. Format:
- To accommodate both in-person and virtual attendees, all sessions will be conducted in a hybrid format, combining the session room settings for in-person attendees with Zoom Webinar for virtual attendees.
-
- 2. Official language
- English
-
- 3. Presentation time
- 20 min total (15 min for presentation, 5 min for discussion)
-
- 4. Restricted Activities for Attendees
- Please note that attendees are not permitted to capture any screens or record presentations, share login credentials with others, or copy any conference materials from the virtual venue (such as the Book of Program, abstracts, or proceedings) for distribution to others. Thank you for your cooperation in maintaining the integrity and security of the conference.
-
- 5. Virtual Venue “Smart Conference”
- The online conference platform is powered by 'Smart Conference.' To access the platform, please use the email and password you used during conference registration. The platform will open on May 15th.
Prior to the conference
You can check the final manuscripts of your session in the online platform from May 15. The access link will be announced on the day.
During the conference
| In-person Chair | 20 minutes prior to your session (during coffee break) |
Please visit the check-in desk on-site and arrive at your session room 20 minutes prior to the start of the session (during the coffee break). |
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We will prepare the following materials on the desk of the chair and verify their presence during check-in.
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| If any of the authors fail to appear in the session room before the start of the session, the venue staff will notify you. | ||
| Session Starts | Please ensure that the session begins on time. If there are any technical difficulties with a virtual presenter, or if they are difficult to hear, please notify the organizers by speaking into your microphone. | |
| Discussion | In-person attendees make a question by a microphone in the room. Virtual attendees chat “I have a question” in “Q&A” or use “Raise hand” function of Zoom. You need to check the “Chat" and “Hand” at the bottom of window during session and pick the attendee’s name and allow him/her to talk. The attendee unmutes their microphone and asks questions to the presenter. | |
| Session Ends | Closes the session. | |
| Evaluation | Evaluate each presentation applying the young investigator awards in your session. The evaluation sheet will be found in the chair desk. After your session ends, you MUST hand venue staff over the sheet. | |
| Virtual Chair | 20 minutes prior to your session (during coffee break) |
To ensure a smooth start to your virtual session, we kindly ask that you enter your virtual session room 20 minutes before the scheduled start time (during the coffee break). To access your session room, please first navigate to the virtual venue (announced later) and select your session room. Then, click on the "Watch the Live Streaming" button, which will launch Zoom. When prompted to enter your display name on Zoom, please include your Session ID and name (e.g., Chair_John Smith) for identification purposes. |
| Before the session begins, an operator will contact you via Zoom to check if your microphone is working properly. | ||
We will send you the following materials by email in advance.
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| If some authors don’t appear the session room before the session starts, venue staff report you it. | ||
| Session Starts | Please begin the session promptly at the scheduled start time. If there are any technical issues with a presenter's audio or video, please use your microphone or the chat feature to notify the presenter or the technical staff. | |
| Discussion | In case In-person attendees raise their hands to make a question, venue staff let you know by a microphone. Virtual attendees chat “I have a question” in “Q&A” function of Zoom or use “Raise hand” function. You need to check the “Chat" and “Hand” at the bottom of window during session and pick the attendee’s name and allow him/her to talk. The attendee unmutes their microphone and make questions to the presenter. | |
| End | Closes the session. | |
| Evaluation | Evaluate each presentation applying the young investigator awards in your session. After your session ends, you MUST send it back to the secretariat (evtec2023@ec-mice.com) via email. |