Session Personnel and Organization
Session Personnel: Roles & Responsibilities |
| Session Host (convener) |
- Responsible for leading the session, introducing each presenter, inviting questions and leading discussions
| Student Helper |
- Responsible for timekeeping, monitoring questions in Whova chat and/or using ‘hand-raise’, liaising with the session chair
- Admit presenters to the room before the session begins and manage the waiting room (opening the session to presenters and delegates)
- Monitor for technical issues and report to technical support when needed
- Turn off microphones when needed
| Conference Technical Support |
- Open and closes the Whova session
- Share a welcome slide at the beginning of the session
- Play the pre-recorded videos
- Available throughout the session to resolve all technical issues reported by the student helper or by delegates
- Responsible for recording the live session
Session Organization and Logistics |
All sessions will take place on Whova. Registered delegates will log in and join the Whova session directly from the link sent by the secretariat of the conference in emails.
| How does a session run? |
Plenary talk agenda
① The host makes an opening speech and introduces the author and the title of the report. (1 minute)
② The prerecorded video of the report will be played or the author makes a live report.
③ Once the video is over, the author turns on the camera and microphone; the author who makes a live report keeps the camera and microphone on.
④ The host starts the Q&A session.
⑤ Participants who want to ask questions click the "raise hand" button, and the host (or the volunteer) invites the participants to turn on the camera and microphone in the order of hand raising. Participants ask questions, and the author answers. The host should strictly control the time, and the entire Q&A session should not exceed 4 minutes.
⑥ When the conference report on August 22 is over, the host invites all the participants to turn on their cameras and take a group photo.
① The host makes an opening speech and introduces the first author and the title of the report. (1 minute)
② The prerecorded video of the report will be played or the author makes a live report.
③ Once the video is over, the author turns on the camera and microphone; the author who makes a live report keeps the camera and microphone on.
④ The host starts the Q&A session.
⑤ Participants who want to ask questions click the "raise hand" button, and the host (or the volunteer) invites the participants to turn on the camera and microphone in the order of hand raising. Participants ask questions, and the author answers. The host should strictly control the time, and the entire Q&A session should not exceed 3 minutes.
⑥ When the Q&A session is over, the host introduces the next author and report (1 minute) and repeats the above process.
⑦ At the end of the meeting, the host makes a concluding speech.
① The host makes an opening speech, introduces the poster meeting to which session of the conference it belongs and its total duration, and invites the participants to ask questions about the posters of this session in the order of abstracts submitted (2 minutes). To refer to the submission order, please click HERE.
② Participants who want to ask questions click the "raise hand" button, and the host (or the volunteer) invites the participants to turn on the camera and microphone in the order of hand raising. Participants ask questions, and the author answers. The host should strictly control the time, and the entire Q&A session should not exceed 3 minutes.
③ When the Q&A of the poster is over, the host invites the next questioner and repeats the above process.
④ At the end of the meeting, the host makes a concluding speech and reminds the participants that there is a poster area in "whova" where participants can read the poster files, watch the authors’ videos, and message with the authors.
⑤ If the author has applied for the ECS Virtual Poster Competition, please make sure that the author participates in the poster Q&A session, and his/her performance in this session will be one of the judging criteria in the competition.
① The leader makes an opening speech and introduces the basic situation of the route.
② The video of the route is played.
③ Participants who want to ask questions click the "raise hand" button, and the leader (or the volunteer) invites the participants to turn on the camera and microphone in the order of hand raising. Participants ask questions, and the leader answers.
④ The video of the route continues and the above process is repeated.
⑤ When the video and together with it the Q&A is over, the leader makes a concluding speech.
The arrangement of the short course is basically similar to that of the oral(invited) talk session. The presenter can decide how to perform.
| IMPORTANT: |
- The host of the conference, the field trip leader, the presenter and the participants should enter the Whova room 30 minutes in advance.
- While in the room, "microphone" and "camera" are off by default. When necessary, volunteers will invite you to turn on the microphone and camera.
- There will be volunteers in each room to assist the conference host to check the author's attendance and feedback to the LOC (local organizing committee).
- We kindly remind you that please do not take photos or record the screen in the conference.