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Instructions for Participants and Speakers

Instructions for all Participants

The ESRF User Meeting 2022 will take place remotely from 7 to 9 February 2022 and will be organised with the support of the online event platform FORJ. The tool that will be used by FORJ for all live sessions throughout the meeting will be Zoom.


Table of contents:

Online Event Platform FORJ - Access & Technical instructions

Accessing the platform
 

Please note that the User Meeting event site will be available on the platform from 4th February 2022.

  1. To access the virtual conference, go to: https://www.forj.ai/
  2. Click the LOGIN or SIGN UP button
  3. Log in with your credentials received by email (When you first log-in, you will be prompted to change your password)

Enter the virtual venue
 

The User Meeting 2022 will open on February 7, 2022 at 8:00AM CET. However the attendees will be able to visit the booths on the site event already from Saturday 5th Feburary 2022.
 

Technical advice
 

For a better meeting experience using FORJ:

  • Prefer a desktop PC or a laptop (PC and MAC), avoiding a mobile or a tablet
  • Prefer recent versions of Google Chrome and Firefox browsers avoiding Safari and Explorer browsers.

In the next sections, you will find important and useful information concerning each event, such as: how to connect to Zoom, useful tips during the meeting (taking the floor, asking a question, etc.), how to share slides for speakers, etc. These tips are organised by person status (participants, poster presenter, speaker) and event type.

Platform overview


Access to the various events are done through FORJ at the time of the event. There are three ways to join the event of your choice:

  • From the “Search Event” tool on the top right of the FORJ banner
  • From the programme displayed in the event platform (on the FORJ interface, select “Schedule”, select the day and scroll down to find your event)
  • From the area where the event takes place: Auditorium, exhibitor hall or poster hall.

Chat to all, private chat (1:1), video chat (1:1) are available options in each area of the event and on each booth (poster or exhibitor).

Private chat or video chat: select the person you wish to interact with and a pop-up private window will appear allowing you to engage by text, audio or video.

Need help? Click on the “Live support” button on the upper right corner of the platform or contact the support team at info@forj.ai.


In the "Attendee Guide" you will find the main instructions on how to access the platform and navigate through the different areas of the event site.

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Zoom instructions

The online event platform FORJ uses Zoom for all live sessions. The User Meeting sessions will be organised either as Zoom Meetings or Zoom Webinars. Zoom Meetings with Breakout Rooms will also be set-up for the two poster sessions (see explanations in the Poster section below). The format of each session is described in the UM2022 e-booklet. Sessions will be recorded so that they can be shared to view on demand. Attendees will have access to the Q&A and chat within zoom.


Please be aware that screenshots can be taken during the event and that your photo can be published on the ESRF webpages and social media. If you do not want your photo to be published please:
 

  •  Add an X before your name in the Zoom meeting or webinar so we can identify your photo on the screenshots:
    1.    Once connected to the Zoom Meeting, click on Participants List.
    2.    Click on your name in the list of participants.
    3.    Click on Rename to change your name and add an X before your name.
     
  • Or disable your video during the event.

A Zoom meeting allows interaction between the tutorial organiser(s) and the participants. For a pleasant Zoom meeting please follow the instructions below:
 

  • Turn off your microphone if you are not speaking.
  • Use the Raise your hand option (from the participants list) or the in-meeting chat (from the zoom controls) to indicate that you wish to take the floor.
  • Wait for the host to give you the floor before turning on your microphone. Turn it off after your intervention.

A Zoom Webinar is a lecture-type meeting where a host and/or speaker(s) present a talk to an audience. During the webinar, attendees will not be able to share their video or activate their microphone. They are automatically muted and their video is disabled.

They will, however, be able to ask questions in writing during the webinar by clicking on the Q&A icon in the webinar controls. Once submitted it will appear to all attendees as well as the host and speakers. The host, or speaker, will reply to your question orally or by message.

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Visiting posters

The Poster Sessions will take place on Tuesday 8 February. Two time slots will be dedicated to the poster presentations: from 13:15 to 13:45 and from 13:45 to 14:15 CET to allow presenters of one session to visit the presenters of the second session. Attendees will however be able to visit the poster booths created by the poster presenters at any time outside the poster sessions time slots from Monday 31 January (see below how to access the booths).

One Zoom meeting with breakout rooms is scheduled for each poster session. Each poster presenter will have their own room within the Zoom session they belong to. Participants will be able to interact directly with the presenter and other attendees and to navigate freely between the different rooms during the poster sessions.

From the User Meeting lobby, participants have access to the virtual poster booths and to the two Poster Sessions through the "Poster Hall" tab or the “Programme” tab in the top navigation bar on the event platform.

The Poster Hall & Booths
 

The virtual Poster Hall will present (accessible outside the poster sessions time slots):
 

  • The index of all the posters submitted: this list will help the attendees to find the session in which the poster(s) they are interested in will be presented.
     
  • The list of 10 topics/fields of research:

1.    Click on a specific topic/field of research: the list of posters from that topic/field of research will be displayed by poster session (Poster session 1 on the left and Poster session 2 on the right)
2.    Click on the title of the poster to view the corresponding poster booth
 

  • The Zoom Links for the Poster Sessions 1 & the Poster Session 2

How to visit the posters in Zoom during the Poster Sessions

To join a poster room:

  • Connect to the Zoom meeting of the Poster Session of your choice (available from the virtual event platform FORJ).
  • Click on Breakout Rooms in the Zoom meeting controls at the bottom of the window.
  • Hover over the name of the poster room you wish to enter and click Join.

To change poster room:

  • Click on Breakout Rooms in the Zoom meeting controls at the bottom of the window.
  • Hover over the name of the poster room you wish to enter and click Join.

To leave the poster room and come back to the main Zoom meeting window:

  • Click on Leave in the Zoom meeting controls.
  • Click on Leave Breakout Room. You will be redirected to the main Zoom meeting window.

See the general Zoom instructions above for a pleasant experience through zoom.

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Visiting Commercial Exhibitiors

The Commercial Exhibition will take place on Tuesday 8 February during the coffee breaks. We encourage you to visit the Exhibitor Hall accessible from the User Meeting Lobby at any time starting from Monday 31st of January.

The exhibitors will be present at their booth from 10:30 to 11:00, from 12:30 to 13:15 and from 15:35 to 16:05 (CET). You will be able to:
 

  • Chat with all the booth attendees
  • Private chat with the exhibitor
  • Engage in a 1:1 video or audio call with the exhibitor
  • Leave your business card
  • Connect to a meeting with the exhibitor if he/she provides a meeting link

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Help

If you encounter problem to access the platform, please send an email for live support to: info@forj.ai or use the direct link to live support chat.

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The Plenary Session on Tuesday 8 February, and the User-Dedicated Microsymposia UDM2  & UDM3 on Wednesday 9 February, will take place as Zoom Webinar. Because of the remote format of these sessions, please respect your schedule which can be found on the programme of each event.

As a speaker, you will receive a specific invitation e-mail with a link to join the Webinar as a “panelist”. The other participants (attendees) will be able to join as audience. They will be able to watch the talks and ask questions through a Q&A.


The User-Dedicated Microsymposia UDM1 on Wednesday 9 February will take place as a Zoom Meeting.

The User Meeting will be organised with the support of an online event platform. This document "Speaker Instructions" presents some key items to know before speaking live at an event. Please read it carefully as it reviews important items to watch for, steps for logging in the day of the event, and recommended best practices by the event platform.
 

How to connect to your session


There are two ways you can connect to your session on the day of the event:
 

  1. Use your unique speaker Zoom URL received by e-mail 3 days and also 1 hour before the event
     
  2. Use the Run of Show on the User Meeting event platform:
    1. Connect to the User Meeting event platform using the link to Forj you received by e-mail
    2. Click on Run of Show in the menu at the top of the page. Here you will see all the sessions you will participate to as a speaker

      Run of show
       
    3. Click on "Start Session" under the session you wish to connect to

All details on "How to use the Run of Show page here.

Upload a Backup of your Presentation


Please send a backup of your presentation (powerpoint, etc.) to usermeet, 24 hours before the event at the latest. Your presentation will be used as backup by the Webinar's host, who will be able to share it for you if you encounter video issues during the event.
 

Test your Connection to Zoom


Please test your connection to the Zoom webinar by connecting 30-20 minutes before the start of the event.
 

Disable/Enable your Video & Microphone


Please remember to disable your video and mute your microphone when you are not presenting your talk to avoid unwanted background noise/echoing.

Do not forget to reactivate your video and microphone when it is your turn to present your talk.
 

  • Click on the Microphone icon in the Zoom controls to mute/unmute your microphone.
  • Click on the Camera icon in the Zoom controls to start/stop your video.

The host of the webinar will also be able to mute/unmute your audio if needed.
 

Sharing your Screen


To share your presentation during your talk:

1.    Open your presentation on your computer.
2.    Click on Share in the controls at the bottom of the Zoom window.
3.    Select your presentation from the list of windows available and click Share to share it.


More information on sharing screen options in Zoom.
 

Help


In case you encounter any issue with your connection, please try to disable your video and only use your microphone.

Who to contact for assistance (problem with your connection to the platform, problem with your Zoom link...)?

 

The poster session takes place on Tuesday 8 February and is split in two to allow presenters from a session to visit the posters of the other session: Session 1 from 13:15 - 13:45 CET and Session 2 from 13:45 - 14:15 CET.

If you are interested in presenting a poster, please indicate your request in the registration form and select the topic/field of research to which your poster(s) belong(s).

Table of contents:
 

Virtual Poster booth

The online event platform provides the opportunity to participants to present their work in a virtual poster booth that they create and customize using a variety of elements such as: logos, recorded video, images, text, URLs, resources and files including downloadable PDFs, slides.

Attendees will be able to visit the poster booths from Friday 4th February, at any time outside the poster sessions, during the three days of the event.

Access your booth

  • Register your poster through the ESRF electronic registration form (author(s), title, topic/field of research), but do not upload the poster pdf: all documents (poster file, video) will be uploaded directly in FORJ later on.
    Your PDF must be uploaded only if you wish to participate in the Best Poster Prize.
     
  • As soon as you receive the link to access the User Meeting event site on the event platform, you can start creating your booth in the Event platform.

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Create/customize your booth in the Event platform

  • Log in to the event platform at  https://app.forj.ai/ESRF-UM22

    Tab_to_access_booth_on_Forj.PNG
  • Click on the "My Tradeshows" link in the menu at the top of the page: You will be directed on the page of Your Booth identified with your poster title ("Name")
  • Click on your booth name to get to the booth template
  • Click on "Action" (top left menu) - If no "Action" button, contact the event platform support at info@forj.ai or through the Live Support (upper right menu)
  • In the dropdown list select "Edit Mode On": an "Edit" button appear on each panel of your booth
  • You can now start customising your booth

A poster booth building demo (How-to Video) can be found here. This demo proposes a general overview on adding content, uploading materials (logos, recorded video, images, text, URLs...) and customising the look of the virtual booth.

We suggest that you consult it as soon as possible so that you can already think about the content and visual of your booth, how you can customize it and make it the more attractive possible.

The Booth Manual summarises the instructions. A Booth Building Class is also organised every Tuesday and Thursday at 17:00  CET (link to the class is available here). If you have any questions leading up to your session feel free to use the LiveChat feature (from 15:00 to 23:00 CET) with the platform experts or contact directly the platform for assistance: boothsupport@forj.ai

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Organisation of the poster sessions – How to present your work?

One Zoom meeting with breakout rooms is scheduled for each poster session. Each poster presenter has its own room within the Zoom session they belongs to. As author and presenter of your poster, you will have to go to your poster breakout room within the Zoom Meeting, where you will be able to present your work and interact with other participants.
 

Connecting to your poster session


First check in the programme of the meeting which session your poster is attached to, or check on your poster booth what session is indicated. From the FORJ interface, you can quickly access your booth by searching your title keywords in the search tool (upper right menu). Clicking on the link of your Poster Session will open the Zoom meeting.

Please connect to the Zoom meeting for your poster session before the start of the session and for the whole duration of the poster session.
 

Accessing your poster room

 

  • Click on Breakout Rooms in the Zoom meeting controls at the bottom of the window.
  • Hover over the name of your poster room (“ ##-YOUR NAME”) you wish to enter and click Join.
     

Sharing Slides of your Poster During the Session


Tips for a pleasant visitors experience:

 

  • We recommend you to prepare slides of your poster to share with the other participants during the poster session.
  • Avoid sharing the whole of your poster on one screen as it may not be readable on small screens.
  • Add numbers to your slides so that participants can easily refer to them if they have a question.
     

How to share your slides:

 

1.    Open your slides on your computer.
2.    Click on Share in the controls at the bottom of the Zoom window.
3.    Select your slides from the list of windows available and click Share to share them.

Your slides will only be seen by the participants in your breakout room.

More information on sharing screen options in Zoom.

 

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Help

Who to contact for assistance?

 

Table of contents:
 

The Commercial Exhibition will take place on Tuesday 8 February during the coffee breaks (from 10:30 to 11:00, from 12:30 to 13:15 and from 15:35 to 16:05 (CET)). Participants will be encouraged to visit the Exhibitor Hall accessible from the User Meeting Lobby at any time starting from Saturday 4th February, and to pay a visit to your booth during the coffee breaks of the Plenary session.

You will be able to :

  • Chat with all the booth attendees
  • Private chat with a specific attendee
  • Engage in a 1:1 video or audio call with an attendee
  • Retrieve the business cards left at your booth
  • Propose a meeting with the participants if you provide a link at your booth or in the chat

Virtual Exhibitor booth

The online event platform provides the opportunity to companies to present their products in a virtual exhibitor booth that they create and customize using a variety of elements such as: logos, recorded video, images, text, URLs, resources and files including downloadable PDFs, slides.

In the "Exhibitor Guide" you will find main information on how to manage your booth.

Access your booth

  • Register your booth by contacting the user office
  • The ESRF will send you the access rights to your poster booth via email
  • As soon as you receive the link to access the User Meeting event site on the event platform, you can start creating your booth in the Event platform.

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Create/customize your booth in the Event platform

  • Click on the "My Tradeshows" in the upper menu: You will be directed on the page of Your Booth identified with your booth title ("Name")
  • Click on your booth name to get to the booth template
  • Click on "Action" (top left menu) - If no "Action" button, contact the event platform support at info@forj.ai or through the Live Support (upper right menu)
  • In the dropdown list select "Edit Mode On": "Edit" button appear on each panel of your booth
  • You can now start customising your booth

An exhibitor booth building demo (How-to Video) can be found here. This demo proposes a general overview on adding content, uploading materials (logos, recorded video, images, text, URLs...) and customising the look of the virtual booth.

We suggest that you consult it as soon as possible so that you can already think about the content and visual of your booth, how you can customize it and make it the more attractive possible.

The Booth Manual summarises the instructions. A Booth Building Class is also organised every Tuesday and Thursday at 5:00 PM CET (link to the class is available here). If you have any questions leading up to your session feel free to use the LiveChat feature (from 3:00 PM to 11:00 PM CET) with the platform experts or contact directly the platform for assistance: boothsupport@forj.ai. If you need to attend to a class at a different day and time, please contact useroff.

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