The online mode of running INDIN’21 raises significant differences with the in-place operation of conferences to which we are all accustomed. On top of the intrinsic differences in format, we are also experimenting with concepts quite new to our community, and the system is admittedly quite complex. So please be patient and relaxed when things are not as perfect as we would like them to be. Here are some guidelines and instructions for session chairs, presenters, and the general audience to run the conference as smoothly as possible and to make it an interesting event for all of us.
Instructions about the platform
QiqoChat is the online platform in which INDIN’21 will take place. All the participants need to access QiqoChat to attend the conference. If you registered in INDIN’21 you should have received an e-mail with a unique personalised link to access the conference. (This link was sent to the e-mail address you used for registration).
The Qiqochat platform is already available for you to start getting familiar with the environment. You are welcome to access it and carry out all the tests that you need to feel comfortable during the conference. Even though the event takes place in Qiqochat, every time you enter a virtual room and you click the join video button in that room, the system opens up a Zoom session. The browser will keep you in the current Qiqo page, but will ask you to launch the Zoom application in parallel. So, we encourage you to download this tool before the conference starts.
When you access the QiqoChat link in your e-mail, you will land in the conference main page. There you will find an Orientation Video that will guide you through the main characteristics of the platform.
Instructions for Session Chairs
- Please join the Zoom session at least 5 minutes before the conference session starts. The Zoom session can be accessed through the left panel in the Qiqochat platform.
- Verify that there is at least one author per paper online to make the presentation and answer questions during the discussion.
- Make sure that you have access to the program of your session and keep it in a window that is easy to access during the session. Mind your local time! If you are not in CEST time zone, we recommend you use the clocks displayed in the QiqoChat page.
- You will be made co-host of the session, just in case. Ideally, you should not need to worry about the technical details as a person from the local team will be there with you. But please be patient if things are not as smooth as expected.
- Turn on your microphone and (ideally) video at the start of the session to introduce it, as well as during the discussions.
- Our technical staff will routinely mute all participants except for the chairperson, the speaker and the participants that engage in the discussion. Anyway, please remind people to mute themselves when not speaking.
- During the presentation and the discussion, keep an eye on the chat window and the participants list to observe if someone raises hand. After the presentation, give them the opportunity to ask a question.
- Keep an eye on the clock at all times. Check if the presenter is taking too much time for her/his presentation. For each paper there is a slot of 20 minutes, 15 of which are for the presentation and 5 for questions and answers.
- Stimulate discussion, if needed. You can ask questions, too, just like in a normal on-site session.
- At the end of each session, there is an extra 10-minute slot to accommodate questions that came in late via Zoom chat or that could not be asked during the 5-minute period after the respective presentation. You can also use this 10-minute slot for an ad-hoc mini panel discussion.
- During this last 10-minute slot, we intend to have a vote among the online audience for the best presentation of the session. Details will be given on a slide displayed by the technical staff.
- Finally note that, additionally, we will hold spatial chat sessions tagged in the program as “Meet Colleagues and Connect with Others”. Any participant, including chairs, speakers and attendees, can use these spatial chat sessions for further discussions.
Instructions for Speakers / Presenters
Instructions for during the conference
- Please be online at least 5 minutes before the session starts to test your audio and video connection and to communicate with the session chair. It is common (even during in-site conferences) for the speaker to introduce themself to the session chair before the session starts.
- The Zoom session can be accessed through the left panel in the Qiqochat platform. Please check the “Instructions about the Platform” (add hyperlink to the previous section) for further information.
- Please keep your microphone off all time except during the presentation and the discussion following.
- Please prepare your presentation materials in advance, in order to be able to quickly access them, when asked by the session chair to share your screen to start your presentation.
- We encourage all participants to have their camera on during the event to have an experience as close to an in-site conference as possible.
- During your presentation, keep an eye on the clock. Make sure you do not take more than 15 minutes for your presentation. After it there will be a 5-minute period for questions about your paper. Moreover, at the end of all presentations of the session, there will be an additional 10-minute slot for additional questions, comments and voting for the best presentation. Please stay in the room until the end of the session to be able to answer and participate.
- Finally note that, additionally, we will hold spatial chat sessions tagged in the program as “Meet Colleagues and Connect with Others”. Any participant, including yourself, can use these spatial chat sessions for further discussions.
Slides and Video Submission Instructions (Before the conference begins)
You as a paper author are kindly asked to produce a set of SLIDES and a VIDEO of your presentation. This video will be used as a backup in case last-minute technical problems do not allow you to give your presentation live. Please note that each presentation, and thus its corresponding backup video, must have a maximum duration of 15 minutes.
You will have to upload your slides and video to the online platform no later than July 9th, 2021. You will soon be notified of how to proceed to upload them. Meanwhile, keep the following format requirements in mind while preparing your presentation
- The size of the file containing the slides should have a maximum file size of 25 MB.
- The size of the video containing the presentation should have a maximum file size of 100MB.
- The recommended dimensions and aspect ratio, which authors may use as a reference are as follow:
- Dimensions: 426 x 240 (240p), 640 x 360 (360p), 854 x 480 (480p), 1280 x 720 (720p), 1920 x 1080 (1080p), 2560 x 1440 (1440p) and 3840 x 2160 (2160p).
- Aspect ratio is 16:9 (the platform auto adds pillarboxing if 4:3).
- Accepted video formats include: .MOV, .MPEG4, MP4, .MPEGPS
Finally, please note that, when uploading your slides/video, you will have to check / accept the terms on the first page of the “Presenter Sign-Up Form”. As indicated above, you will soon be notified of how to proceed to upload your materials to the platform which will be used for the online conference.
Instructions for Audience
- When joining any Zoom session, please use your real name, so that people know who you are. If you access the Zoom session from QiqoChat, Zoom will take the name and affiliation that is included in the username field of your QiqoChat profile. You can update your name and affiliation in said field of your profile in the QiqoChat platform if needed. We encourage you to upload your Photo to your profile.
- When accessing a session your microphone will be automatically muted. Please keep your microphone off all time unless instructed otherwise.
- If you have a question, please use the “raise hand” feature of Zoom (can be found in the participants list) or by typing in the chat.
- Be ready to ask your question when the chair calls you. Remember to unmute your microphone.
- Note that time for questions is limited. But there is an extra 10-minute slot at the end of each session that can be used to raise questions that could not be accommodated after a presentation. Also, this last 10-minute slot will be used for voting for the best presentation. Additionally, we will hold spatial chat sessions tagged in the program as “Meet Colleagues and Connect with Others”. You can use these spatial chat sessions to discuss with any speaker. Furthermore, the QiqoChat platform includes a RocketChat feature, which allows you to reach any person registered for the conference.
- The success of the conference also depends on you. So, use the opportunity to engage in discussions! At the end of each session, we intend to have a vote for the best presentation of the session. Participate in it!