Instructions for Speakers and Participants

The whole workshop will take place as Zoom Webinar. Because of the remote format of the session, please respect your schedule which can be found on the programme of the 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.
 

Upload a Backup of your Presentation

Please send a backup of your presentation (powerpoint, etc.) to dycomax2021@esrf.fr, 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.

Usefull tip: Add numbers to your slides so participants can easily refer to them when writing their question in the Q&A.
 

Test your Connection to Zoom

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

In case you encounter any issue with your connection, please contact our helpline (contact details will be available in the invitation e-mail).
 

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.
 

Replying to Questions in Q&A

Attendees will be able to interact during the webinar via the in-meeting Q&A. As a panelist you have access to the Q&A in the Zoom controls at the bottom of the window:
 

• Click on Q&A in the controls at the bottom of the window, you will see the list of questions that have been asked. They will be classed into 3 categories: Open, Answered and Dismissed.
• Click on Answer Live to answer the question out loud during the webinar.
• Click on Type Answer to type out your answer for the attendee. Type your answer and then click Send.
  If you wish to answer the attendee privately, check Answer Privately before clicking Send.
• Hover over a question and click on Dismiss to dismiss the question.

Attendees can upvote questions. In that case, the upvoted questions will appear first in the list of questions, and show a thumbs up icon with the number of upvotes.
 

Help

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

In this section you will find useful and important information on how to follow the 3rd DyCoMax workshop.

Zoom Webinar

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.

However you will be able to ask questions during the webinar through the Q&A:

• Click on the Q&A icon in the webinar controls at the bottom of the window and write your question.
• Q&A questions are visible by all attendees as well as the host and speakers. Your name will appear next to the question.
• If you wish to publish an anonymous question, tick Post anonymously at the bottom of the Q&A window before posting your question.
• The host, or speaker, will reply to your question oraly or by message.

Zoom Meeting

A Zoom meeting allows interaction between the organisers, speakers and participants.

For a pleasant Zoom meeting please follow the instructions below:

• Upon connection to the Zoom meeting, please mute your microphone to avoid unwanted background noise/echoing and keep it muted except when the organiser invites your to speak.
   
• If you have a question you can:
   
  • Use the Raise Hand option: Click on Participants in the Zoom meeting controls, then on Raise Hand.
    The tutorial organiser will receive a notification that you wish to talk.
    Wait for the organiser to ask you to turn your microphone on.
    Do not forget to Lower Hand when you have finished by clicking on Lower Hand in the Participants window, and to turn your microphone off when you have finished talking.
     
  • Write a question in the Chat: Click on the Chat icon in the Zoom meeting controls. Write your question in the chat window.
    Important: By default, the message will be sent to all participants. If you wish to send a private question to the host of the meeting, click on Everyone next to To and select the person you wish to send the message to.