Instructions for Participants

The information as below is provided to assist all participants to have smooth participation in this online conference.

General Instruction 

Once you finish registration, you can access to the participants list, you also have the opportunity to check the program in your own timezone and select the sessions that you are interested in.

At the end of each session, there will be some networking rooms(at the bottom of the page) for panel discussion over the presentations, we encourage the attendees to use these rooms for a maximum of communication.


Instruction of System and Devices

Using ZOOM: please note that ZOOM will be used during this conference period. If you are not familiar with this tool then we highly recommend to test it before the conference, our team is available to help and schedule a live test with you, just send us an email at [email protected]

Setting up your devices: please plug in your laptop charger and have your headphones with microphone near you, when you ask a question or in a networking room to ensure the audience hears you well.

Setting up your camera: the best angle for the camera to capture your face is from the eye-level or a little above. Please get close to the camera but not too close, make sure you are at the center of the frame. The camera should frame your face, neck, and shoulders.

Considering the light: light your face, and darken the space behind you. Natural light is highly advised.

Testing the connection speed: if you share your internet connection with others, you shall ask if they can limit their data consumption. You shall make sure the audience is not looking at a blurry image.

Asking a question: To ask a question during the Q&A time, you just have to raise your hand in ZOOM and wait for the session chair to unmute you. If you are facing a technical issue, use the chat to get help from the technical chair. 

Naming yourself: you shall put your real first and last name as username on ZOOM. Please avoid non-standard nickname. Contact us by [email protected] to know how to rename yourself.


Environment Instruction

Clearing the background: you shall pay attention to your background if you are at home and minimize background distractions for the audience. You can also use a virtual background customized to the conference. Contact us by [email protected] to know how to change your virtual background.

Selecting a quiet place: you shall make sure that you are in a quiet environment: check your room acoustics, ensure there is no background noise, dogs barking, people walking by, and more.

Avoiding distractions: You shall make your environment very simple and avoid any distracting object that you could be tempted to play with or touch while you are speaking to the audience.

 


For Live Presentation

Testing session: we will do a test to make sure basic checks before you go live to session. Using the same set-up and being in the same area during the test and live sessions are highly recommended. Please note that you should have received an email inviting you to schedule a test session at your convenience and you can also book your slot by contact us, the test session will last about 5 minutes.

Being on time: you will be connected about 10 minutes before the first presentation in your session to ensure your connection and device is working.

Presentation time: your presentation will last 30 minutes for the plenary speakers and 25 minutes for the invited speakers, the Q&A part should last 10 minutes for the plenary speakers and 5 minutes for the invited speakers. For the fairness, please notice that it does not exceed 35 minutes for the plenary speakers and 30 minutes for the invited speakers. You shall have a timer near you.

Q&A after session: at the end of one session, there will be a networking room in order to continue the discussion with the participants regarding presentations, your presence in this room would be appreciated to keep a maximum of communication.


For Video Recorded Presentation (Oral)

About recorded presentation: Contact us [email protected] to know how to record your presentation and send it to us before July 15th , 2021.

How to send the record to us: Contact us by [email protected] to know how to transfer your video presentation to us once recorded, please use this email address: [email protected]. Please name your file with your full name and country. Example: First Name_Family name_Country.

Presentation time: Your presentation shall last 12 minutes, with another 3 minutes for the Questions & Answers. Please note that even your presentation is recorded, the Questions & Answers will be live, so your presence in the room is mandatory. For fairness, please note that all recorded presentations exceeding the limits will be cut.

Q&A part: Please keep your slides open and ready to be shared with the audience via ZOOM during the Questions & Answers following your presentation, just in case a question is related to a specific slide that needs to be displayed for a better discussion.

Being on time: You shall be connected 10 minutes prior to the first presentation in your session to ensure your connection and device is working. Even your presentation is recorded, the Questions & Answers sessions are live so basic checks will be made for you too.

Q&A after session: at the end of one session, there will be a networking room in order to continue the discussion with the participants regarding presentations, your presence in this room would be appreciated to keep a maximum of communication.


For Recorded Flash Presentation (Poster)

About recorded presentation: Contact us by [email protected] to know how to record your presentation and send it to us before July 15th , 2021.

How to send the record to us: Contact us by [email protected] to know how to transfer your video presentation to us once recorded, please use this email address: [email protected]. Please name your file with your full name and country. Example: First Name_Family name_Country.

Timing limit: Your flash presentation should not exceed 3 minutes. For fairness, please note that all recorded presentations exceeding these limits will be cut.

Being on time: There will be sessions in the program dedicated to the flash presentations: several presentations will be played in a row than there will be a live Q&A session for all of them, so your presence is mandatory in the flash presentation room

How to send the poster : Please follow this template format  to prepare your poster. Please note that your poster shall not exceed 6 slides. Once ready, please send it to us before July 15th , 2021 by email at [email protected] with a PDF version. Besides, the size should not exceed 25 MB.

Show time of posters: All posters will be uploaded prior to the conference and made available to conference delegates through the Poster area. Delegates will be able to browse through all e-posters, which will be grouped by day-session.

Requirements of Posters:

  1. Organize the poster in a way that it is clear, orderly, and self-explanatory. The poster must cover the same content as the abstract.
  2. Place the title of your paper clearly at the top of the poster to allow viewers to easily identify your paper. Indicate the authors’ names and address information in order to allow interested viewers to contact you for more information.
  3. Avoid abbreviations, acronyms, and jargon. Avoid fuzzy images; make sure all graphics are high-resolution and easily visible.
  4. All posters shall be in English. Do not use special characters to name your file.
  5. It is the author’s responsibility to ensure that each part of the slide show (figures, tables, images, etc.) is free of any third-party rights and is cited correctly.

Q&A Rooms

Meet the speakers of the previous sessions and ask more questions. Each speaker will have her/his own room.

Open Positions Rooms

Discuss with the labs that are offering positions or with possible candidates. Offers and CVs are collected prior to the conference.

Coffee Break Rooms

Meet with other participants at your convenience, and schedule a meeting in one of the Coffee Break rooms