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Speakers and Chairpersons’ guide

If you are taking part in a live session as a speaker or chairperson, you must read the instructions below.

You will access the session by using the Speaker Portal AND the Conference platform (PheedLoop), while attendees will access it through the Conference platform only.

Session structure

- Introduction by Chairperson
- Display of consecutive pre-recorded oral presentations (Technical Assistant)
- Group Q&A time slot

Preparing for your virtual session

I am a Chairperson

In EU-ISMET2021, your performance as session chair will be crucial to promote interactions, facilitate knowledge exchange and guarantee the most enriching experience to attendees. Chairs are asked to:

- Introduce the topic and the session (e.g., 2’ introductory speech)

- Forward attendees’ questions uploaded through the chat during the Q&A time slot and facilitate discussion. We recommend having presenters introduce themselves and share some highlights from their presentations at the start of the discussion and having at least a few questions for the entire group and individual speakers in case the audience needs time to start engaging.

- Make sure that activities adjust to scheduled timing, so attendance to parallel sessions is feasible.

The role of the chairperson will be crucial to ensure dynamic fruitful sessions.

Guidelines for Speakers, Chairpersons, and Technical Assistants

You should access both the Speaker Portal (to find the Zoom links and access as a panelist) and the Conference Portal (to access the chat).

Go to the Speaker Portal

If you are a speaker or chairperson, you will receive a link to access the Speaker Portal. This is where you can see all sessions you are associated with and find Zoom links to them. To access them, just click on the Zoom link of your session. There, you will be able to switch on your microphone and video and share your screen.

You will be able to join your session 5’ in advance.

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Please check that you have logged in to Zoom with the same email address where access to the speaker portal was sent.  If you would like to use another email address to log in, please contact us.

Go the Conference Portal (PheedLoop), click on ‘Sessions’ and select the one you want to access. WARNING: The PheedLoop portal will recognize you as a speaker of that session and will ask you to join as one. Do not insert the required link on the box (B), as opening two Zoom links is not possible.

Once in the session, you will see attendees’ questions on the right-hand side of the sessions’ screen (A).

Further guidelines

Mute yourself when you are not speaking. Unmute yourself when is your turn (A).

All participants must disable their cameras and micros when the Technical Assistant will be sharing the screen (B).

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Chairs

Once the session starts, the Chairperson will be given the role of co-host.

As a co-host, he/she will be able to manage participants:

  • Mute and unmute panelists
  • Stop panelist's video
  • Ask a panelist to start his/her video
  • Spotlight a Video