Instructions Virtual Platform

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Introduction

1. Instructions for all Attendees
1.1. Profile Settings
1.2. Programme View
1.3. Session Attendance
1.4. e-Posters Gallery
1.5. Meeting Hub
1.6. Networking Function
1.7. Live Support

2. Instructions for e-Poster Presenters
2.1. How to be prepared
2.2. Presentation practice
2.3. Going live

3. Instructions for Oral Presenters and Keynote Speakers
3.1. How to be prepared
3.2. Presentation practice / rehearsals
3.3. Going live

4. Instructions for Session Chairs / Moderators
4.1. How to be prepared
4.2. Rehearsals
4.3. Going live

5. Instructions for Exhibitors


Introduction

Please read carefully the following introduction, containing useful info and clarifications before you proceed. The Conference Virtual Platform is a very intuitive portal that will only take you a few minutes to get used to. Nevertheless, we recommend that you read the instructions below, which will help you understand all of its features. Kindly note that:

? The platform is already online, so feel free to log-in and experiment with it.

? You may log in by entering your email address, and either the password that you used during your registration or the personal PIN that will be sent to you a few days before the conference.

? The use of a computer, preferably with a large screen, is strongly advised in order for you to enjoy an optimal experience. Mobile phones and tablet computers are not recommended.

? Before you log-in, be sure that no other software (such as Skype, Viber, GoToMeeting, etc.) is using your devices at that moment.

? We highly recommend the use of Google Chrome for any virtual event that uses embedded video calls. Experience indicates that it is by far the most compatible option compared to other browsers. Updating it to the latest version is also a good idea, as is setting your browser on full screen mode for optimal results.

? This is a virtual event, which means that most and foremost you will need a strong internet connection. A connection of at least 2Mbps is recommended for watching the conference, and at least 8Mbps of wired connection for presenters and chairs.

? It is preferable to connect from a private network as opposed to a public one that is being used by several people, because if someone decides to make excessive use of the internet by streaming high definition video or uploading large files at the same time, it will severely affect your speed and overall ability to attend the conference. Make sure that you advise everyone who shares your network to respect that during the days of the event.

? Our platform uses Zoom for the scientific sessions. Make sure that you are logged in from a network that allows the use of Zoom. Some corporate or university networks employ restrictive firewalls, if that is the case you may prefer to access the conference from a different location.

? At the conference opening day, you can log in as early as 60 minutes before the start (we target opening at 09h00 Eastern European Summer Time). Once you have done so, you are counted as a delegate, attending the Conference virtually, even if you leave before the start or at any time during the Conference (whether or not due to an internet connection failure). We encourage you to log in timely and not to do this last minute.

? There are rules and conditions for the Virtual Conference, set by the Organizers, which can be found in this page. Please make sure you have read these.

? If the online platform is not allowing you to log-in, in the first day of the conference, try clicking on the Forgotten your password/PIN? link. If you still have trouble logging in, you should contact Mr. Alkis Polyrakis at apolyrakis@convin.gr.

? When you participate online, other delegates will be informed about your participation as you will be visible in the Meeting Hub.

Following the introduction above, you should definitely read the instructions for all attendees and then any additional section / topic applying to your role(s) in the scientific programme by clicking on the link(s) below.


1. Instructions for all attendees

1.1. Profile Settings

The first time that you log in to the platform, you will be asked to select your camera and microphone. If you have multiple input devices, you will need to choose the one that you prefer using during the event. Although the use of a camera and microphone is not required, they will definitely enhance your experience, as they will allow you to socialize with other attendees.

In addition to your hardware setup, the first time that you access the Platform you will be presented with your settings. In here, you can fill in your profile and select which of your contact details will be visible to other delegates. When you are done, just click on the Update button. Note that you can change your settings at any point you wish during the event, by clicking on your initials on the top right and selecting My settings.

1.2. Programme View

When that is done, you will be presented with the Timeline screen. On the left side of your screen, you can see the conference programme. All sessions are displayed in chronological order, based on the timezone that you selected in your settings. Clicking on a session block will display its information on the right-hand side:

In this Timeline screen, you can also use the Filter field to search for a specific session. There is also an advanced option if you wish to refine your search. The star icon next to the title of each session that will add it to your favorites. If you star some sessions, then you can toggle their appearance by clicking on the star icon next to the filter field.

1.3. Session Attendance

The first session of each day will always be a brief video with instructions on how to use the platform. You may watch at any time, and as many times as you wish. A red line will indicate the exact point in time in which we are viewing the Timeline. As soon as it is time for a session to begin, you may click on the Join button to access it.

The session broadcast will begin automatically on your browser. During the session, you may use the Q & A panel to submit questions to the speakers. In parallel sessions, the chairs may also ask the audience at some point to turn on their microphones to have a panel discussion.

Note that speakers may bundle attendee’s questions by theme. Speakers may also postpone answering questions if answering the number of questions exceeds the time frame of their Session. Note that you can enlarge the presentation window by clicking on the arrows icon on the top right.

If for any reason the session is not displayed correctly in your browser, you also have the option to click on the link below the presentation window to watch it in the Zoom client.

1.4. E-Poster gallery

The E-Poster gallery is an excellent way of displaying all the e-posters of the conference. You can access them, read them and even download them at any time you wish.

If there is a poster session underway, and you see a red dot on the presenter, it means that they are online and you can then request to join the “virtual room” for a short presentation by clicking on the Join Queue button.

Make sure that you do not leave the queue, otherwise you will need to request it again. Several attendees can attend a poster presentation simultaneously; it is up to the presenter to decide how many and at what time intervals they will be accepted. You can use your microphone to discuss with everyone in the presenter’s virtual room, and here is also a Discussion Forum if you prefer to do it in writing.

Just like with sessions, you can select your favorite posters by starring them. The difference between the E-Poster gallery and a Poster Session that takes place during a particular day and time, is that the gallery includes all of the e-posters.

1.5. Meeting Hub

The Meeting Hub is a very powerful feature that attendees can use to communicate with each other. Through this module, you can:

  • type a name to search for an attendee OR use the Advanced Search to filter by country or other parameters
  • send a request to connect with an attendee and as soon as they accept it, you can chat with them at any point during the conference or you can request a video call.

1.6. Networking Function

The Networking Function is another way of letting our delegates network with each other. The difference in this case is that you are all randomly allocated in virtual rooms, in groups of four. As soon as you join a conversation, you can stay until the time expires or leave for a different group. This feature is a lot of fun, and it is meant to be relaxing and memorable for everyone involved.

1.7. Live Support

Should you run into any technical difficulties, you can try to refresh your browser or log-out and log-in again. Failing that, you can always click on the red icon on the top right to start a Live Support request. Our staff will be happy to assist you with any difficulties that you may be facing. Please make sure that you use the Live Support function and not the session’s Q&A feature for technical questions.

1.7. Exhibition Area

During the Exhibition hours, you may visit our Virtual Exhibition by clicking on the Meet Exhibitors button on the right.

Feel free to browse through the companies, read about them and download their material. If an exhibitor is online, you will see a red dot next to their picture and you can then request a live meeting or a live chat with them by clicking on the respective buttons:


2. Instructions for e-Poster presenters

2.1. How to be prepared

Before you proceed, make sure that you have read the Presenters Information, which includes all useful info related to your e-poster presentation, the Introduction and the Instructions for all attendees sections. As an e-poster presenter, you will have some additional features when you log in to the platform compared to regular attendees.

2.2. Presentation practice

In the Timeline, locate look for the date & time of the Poster Session that includes your poster. Note that you can click on the View E-Poster session link to see the entire list of posters that it contains, or on the View my Presentation button to go directly to your virtual room.

When you click on that button at any point before the session, you will see a Start Practice Presentation button. Make sure that you practice your presentation at least several days before the event. Click on the button, and in a few seconds you will see your camera view and three buttons: Microphone on/off, camera on/off and share screen. Start your Powerpoint presentation, and then click on the share screen button.

If there were any people in your virtual room now, they would see your presentation and your camera view on the top right. Click on End Presentation for All when you are ready to end it.

2.3. Going live

During the conference, when people ask to enter your virtual room you will hear a distinctive sound and their names will be displayed in the Queue menu on the right. You will need to admit them to your virtual room by clicking on Accept.

It is up to you to decide whether you would like to wait for a few minutes in case more people join. You can run your 4-minute presentation as many times as you wish during the poster session. People will discuss with you either by microphone or by chatting in the Discussion Forum. Know that your e-poster will be visible during the entire conference in the Poster Gallery.


3. Instructions for authors of accepted papers, invited sessions panellists, plenary and keynote speakers

3.1. How to be prepared

Before you proceed, make sure that you have read the Presenters Information, the Introduction and the Instructions for all attendees sections. As a presenter, you will have some additional features when you log in to the platform compared to regular attendees.

You will receive a Zoom invitation email for every session in which you have a role. You do not need to keep that e-mail; you must attend the conference via the Virtual Platform, as that’s the only way for you to have access to all of the features.

3.2. Presentation practice / rehearsals

The conference rehearsals will take place on Tuesday, 15 September 2020. You are strongly recommended to attend them. You will receive instructions by email.

If you choose to not attend any test sessions before the event, the organizers will not be held responsible for any difficulties you may face during the conference.

3.3. Going live

During the conference, in the Timeline, look for the date & time of the Session where you are presenting. Click on the Preview button. A few minutes before the session begins, click on the Join as Panelist button to launch your Zoom client.

If the host has started the session, you will join it, otherwise you will need to wait until they have.

Note that clicking on the Join as Panelist button opens a new tab on your browser which refers to Zoom Meetings. You will not be needing that tab, therefore you can close it. In addition to Zoom, you will need to keep an eye on the Conference Platform. Therefore, we suggest arranging the windows so that they are both visible, at least when you are not presenting.

It is imperative that you keep an eye on the timer. Even though you and the rest of the panel are already in the session, the session is not broadcasted to the rest of the attendees before the countdown reaches zero. At that point, the chair will begin addressing the delegates and introducing the first speaker. When it is your turn to present, you will use the Unmute and Start Video buttons on Zoom to address the audience, and then click on the Share Screen button to share your screen.

Please be sure to keep your camera and microphone off when other panelists have the floor.

During the session, attendees will be sending their questions via the Q & A panel. Those questions will be displayed on the left side of your browser. As soon as all presentations are finished, the chairs will address some or all of the questions to the speakers. If you wish, you can also decide to answer some of the questions that are addressed to you in writing.

There are two more panels on the Platform screen during a session, that are only visible to the panelists. The Presenter Chat is a chat box where the chairs, presenters and room technician can converse. Post here if you require assistance or if you wish to bring something to everyone’s attention.

The Control Room Chat is similar to the Presenter Chat, with the exception that it is also supervised by the Technical Manager.


4. Instructions for Session Chairs / Moderators

4.1. How to be prepared

Before you proceed, make sure that you have read all the previous sections. As a Chair, you will have some additional features when you log in to the platform compared to regular attendees.

Just like oral presenters, in the Timeline, you will need to look for the date & time of the Session where you are chairing.

Click on the Preview button. A few minutes before the session begins, click on the Join as Panelist button to launch your Zoom client. If the host has started the session, you will join it, otherwise you will need to wait until they have.

Note that clicking on the Join as Panelist button opens a new tab on your browser which refers to Zoom Meetings. You will not be needing that tab, therefore you can close it. In addition to Zoom, you will need to keep an eye on the Conference Platform. Therefore, we suggest arranging the windows so that they are both visible.

It is imperative that you keep an eye on the timer. Even though you and the rest of the panel are already in the session, the session is not broadcasted to the rest of the attendees before the countdown reaches zero. At that point, you and the other session chair will begin addressing the delegates and introducing the first speaker. When it is your turn to talk, you will use the Unmute and Start Video buttons on Zoom to address the audience.

Please be sure

  • to keep your camera and microphone off when other panelists have the floor, unless you are conversing with them
  • to ask the other speakers to turn their equipment on and off according to the session flow.

4.2. Rehearsals

The conference rehearsals will take place on Tuesday, 15 September 2020. You are strongly recommended to attend them. You will receive instructions by email.

If you choose to not attend any test sessions before the event, the organizers will not be held responsible for any difficulties you may face during the conference.

4.3. Going Live

During the session, attendees will be sending their questions via the Q & A panel. Those questions will be displayed on the left side of your browser. As soon as all presentations are finished, you may address some or all of the questions to the speakers. There are two more panels on the Platform screen during a session, that are only visible to the panelists.

The Presenter Chat is a chat box where the chairs, presenters and room technician can converse. Post here if you require assistance or if you wish to bring something to everyone’s attention. The Control Room Chat is similar to the Presenter Chat, with the exception that it is also supervised by the Technical Manager.


5. Instructions for Exhibitors

The Virtual Platform features an Exhibition Area, where companies may display their material and even have live meetings with interested attendees. Please let us know which members of your staff intend to man your virtual booth and send any material you would like to display to Mr. Harry Tzanavaris (htzanavaris@convin.gr). You can also schedule a rehearsal session with us, in order to familiarize yourself with the process.

During the conference, locate the Virtual Exhibition block on the right and click on the My Virtual Stand button:

Participants who enter the Exhibition Area will now see that you are online and may request a meeting with you, other by camera & microphone or by chat. When that happens, you will hear a ‘ping’ sound and you will see one of more people in your queue on the right:

Click on the Start Video or Start Chat button to begin your meetings. These meetings are one-on-one.