How to follow the conference

 

Guidelines for Online Presenters:

Each speaker will have 20 minutes for presentation. Please plan your talk for 18-20 minutes to allow for introduction and Q&A session at the end of your talk.
In order to stay in track of time, please ensure that you start and end your presentation on the times indicated in the program.
The working language of the webinar is English.
If you are a presenter, be ready with your presentation slides open in your device when the meeting starts. Please share that document while sharing your screen.

 

The presenters will give their talks using Zoom. Please make sure that you have installed the Zoom app and are able to use it before the conference.

 

  • Please test your computer audio, video and network before the conference. If you would like to test Zoom with us, feel free to contact us at info@icteo.org during the week preceding the conference. You can also test Zoom here: https://zoom.us/test

 

  • Make sure to check-in with the host of your session (on Zoom) 15 min before the session starts

 

  • You will be giving your presentation by sharing your screen. The share screen option can be found at the bottom of the meeting page. Once you click “Share screen”, you’ll be given the option to choose which screen you’d like to share. We recommend sharing only the specific application (eg. PowerPoint) rather than sharing your whole desktop.

 

Guidelines for Video Presenters:

 

  • Presentation time:  15-20 minutes + 3  minutes for Q&A session

  • Session Chair will play all the recorded video of the participants according to the schedule.

  • Each presenter must be in the virtual room throughout the session. After your video has been aired, 3-5 minutes will be allocated for the Question & Answer session.

   Please send your video file in advance by 31 March to info@icteo.org.


Guidelines for E-poster Presenters:

Posters will be presented as e-posters. Each poster may be presented in 1 slide or more (maximum:  6 slides). In addition, if you like, you may send a short video presentation of your poster, max. 8 minutes long.

 

Each presenter must be in the virtual room throughout the session. After your E-poster presentation, 3-5 minutes will be allocated for the Question & Answer session.

 

For those E-poster with short video presentation, please send your poster file and your video in advance by 31 March to info@icteo.org.

 

Instructions regarding your poster file and video:

-Save your poster file in PPT, PPTX or PDF format, video presentation preferably in MP4 format (other YouTube compatible video formats also possible.
-Recommended aspect ratio (equivalent to a widescreen format) is 16×9.
-Please name your poster and video file using your last name.

Poster presenters will be able to interact with the conference participants during the poster session and throughout the conference via the networking tool on the conference platform. More information will be provided closer to the conference.

 

 

Tips for preparing your e-poster:


-Pay attention to clear message and logical layout
-A poster should be easy to comprehend in a couple of minutes
-Make sure that the specific sections (such as the background, methods, results and conclusions) are clearly presented
-Avoid large blocks of text and long sentences
-Supporting images (such as graphs, tables, illustrations, photographs) can be very helpful and are often necessary to display results. Make sure that the images are easy to understand and are not overloaded with information.

All presentations will be accessible through the conference platform, protected by a password which will be provided to all conference participants before the conference.

Please note: be aware of copyright when using media. Do not use any material, which is owned by someone else (audio/video).

 

Technical assistance: please contact info@icteo.org if you have any technical questions or concerns.

 
General Guidelines:

  • The online conference will take place at 14:00-20:00 Malaysia time  (6:00 - 10:00 GMT). Please make the proper time zone conversion to verify the exact time of the online conference.

  • Attendee must have a Desktop/Laptop/Tablet/Smartphone to participate in the online event.

  • A good internet connection is must to avoid technical errors.

  • After your registration, you will receive a meeting invite with personalized user ID for online conference access. Please check your junk mail folder if you do not see this email in your inbox.

  • Please join the conference link 15 minutes early to minimize last minute issues.

  • Kindly check the audio settings of your computer and the application settings in advance.

  • Sit in a quiet location where you will have good network access with no disturbance.

  • When the online conference begins, you will be connected to audio using your computer's microphone and speakers (VoIP). A headset is recommended.

How to use ZOOM

The Zoom Help Center contains loads of useful tips and video tutorials, please visit their page if you’re new to Zoom or need to refresh your memory. We are also happy to help, so don’t hesitate to contact us at  info@icteo.org

 

How to install Zoom

 

  • For easy to follow instructions, please visit the  Zoom support pages or practice by joining Zoom’s test meeting here: https://zoom.us/test
     

How to join a Zoom meeting?

  • You will receive Zoom links in the daily conference programs. To join a meeting, click on the link and open it with the Zoom application.

  • Sign in to your personal Zoom account. We recommend using the Zoom app that you can download to your computer rather than using the browser version of Zoom.

  • When prompted, join with computer audio.

  • Keep yourself muted and the video turned off, unless you’re giving a talk or asking a question. The host of the session has the right to mute your microphone and stop your video if needed.

 

During the meeting

 

How to adjust your view?

  • On the right upper corner of the meeting window you can select the Speaker view or the Gallery view. We recommend using Speaker view to follow the presentations and Gallery view for the Panel discussion.

  • We highly recommend adjusting your Zoom settings:

    • Meeting à Video à select “hide non-video participants”. This way you will not fill your screen with blank squares and will be able to follow the speakers better.

 

 How to ask a question?

  • To ask a question you can use the “Raise hand” function of Zoom. You can find the “Raise hand” button by clicking on the “Participants” icon at the bottom of the meeting window. This will open a sidebar with the list of participants and at the bottom of the sidebar there’s a small hand icon. By clicking on the hand icon once you raise your hand and can lower it by clicking a second time. The host of the session will give you the permission to unmute yourself when it’s your turn to ask your question.