Virtual Event Rules/Guidelines
Notes for Presenters
Please,
i) remember the Program is based on US Central Daylight Time (CDT)
ii) arrive before the time of your presentation and be ready
ii) ensure that your pc is plugged to electricity and you have strong, steady Internet signal
iii) check that your camera and speaker/microphone are working
iv) minimize extraneous noise, e.g., by keeping your window (to outdoors and the singing birds, barking dog, or passing truck) closed :)
Zoom Essentials
- Please Use the 'Rename' function in Zoom to appropriately name and identify yourself using Latin script. This facilitates transparency, online safety and smooth operations. Most importantly, ICPC 2024 Participants, Session Chairs and Hosts will need to be able to identify you by reading your name typed in English in the Zoom Meeting.
- If you are a Presenter and your presentation is up next, please send a chat message to your Session Chair and the ICPC 2024 Hosts ("ICPC 2024 Host") to help identify you in the list of participants. The ICPC 2024 Host will enable 'Screen Sharing' for you so that you can share screen to your presentation slides. As per best practices, keep open windows and files in your computer to a minimum (e.g., Zoom window, your presentation, slides, mailbox). From within the Zoom meeting, choose 'Share Screen', then identify and select your 'Presentation slides', and share. If done correctly, there should be a bright green lining around your presentation window. If you have never presented on Zoom before, it is better to practice and familiarize yourself with screen sharing and presenting on Zoom ahead of time. This will prevent delays and ensure that the time allotted to your presentation is not wasted while looking for the file on your pc.
- ICPC 2024 Participation assumes that the cameras are ON for the Presenters, Participants in Discussion, Session Chairs, and Hosts. Other participants are encouraged to have their camera ON for the majority of time; this facilitates a sense of active participation/presence in virtual meetings.
Time keeping: Please try to respect the time allotted to the presentation and Q&A sections. There will be strict adherence to the program times. Session Chairs are expected to notify you 5 minutes before the presentation time is over; ICPC 2024 Hosts will 'Mute' you when it is time for the next Presenter to Share Screen.
All presentations (Oral or Poster) are to be delivered live, i.e. no pre-recorded audio/video may be used.
In keeping with as strict a timeframe as possible, each oral presentation cannot be more than 28 minutes each (23 minutes talk, 5 minutes Q&A). 2 minutes are used to switch between speakers. Each poster presentation cannot be more than 13 minutes each (10 minutes talk, 3 minutes Q&A) to allow time between presentations. Please notify the Presenter 5 minutes before the presention time is over.
Q&A is planned as follows: i) a Digital Raised Hand will designate wish to pose a Question/Make a Comment Orally, ii) alternatively, a Question/Comment may also be posted in the Chat Box. Session Chairs will be introducing speakers, coordinating Q&A, and keeping time. Tip: use space bar to instantly ‘mute/unmute’ yourself during Q&A but wait for Chair to give you the floor.
Use Screen Sharing to upload and start your presentation on Zoom. Please arrive before the time of your presentation and be ready.
Thank you!
Notes for Chairs
In keeping with as strict a timeframe as possible, each oral presentation cannot be more than 28 minutes each (23 minutes talk, 5 minutes Q&A). 2 minutes are used to switch between speakers. Each poster presentation cannot be more than 13 minutes each (10 minutes talk, 3 minutes Q&A). 2 minutes are used to switch between speakers. Notify all of approaching end time 5 minutes before presentation time is over.
Q&A is planned as follows: i) a Digital Raised Hand will designate wish to pose an Oral Question; ii) alternatively, a Question may also be posted in the Chat. Please help facilitate a smooth Q&A session by coordinating as needed between these modes.
You need not worry about hosting the Zoom session (e.g., letting participants in, facilitating screen sharing, etc.), as this will be handled by the student collaborators.
Thank you!
Conference Chair and Student Collaborators
The Conference chair and student collborators will be co-ordinating the event from the Doris B. Hawthorne Conference Room and an office of the Department of Communicative Diosrders. The Zoom session will be projected on a screen in the In-Person Conference room from a pc and there will also be a 3D camera/mic in the room connected to Zoom, as well.
ICPC 2024 Zoom Hosts: Hosts will 'Mute' Presenters when it is time for the next Presenter to Share Screen. In case the Session Chair, fails to notify the Presenter of approaching end time 5 minutes before presentation time is over, then the Host will serve as the person to notify the Presenter.
Please be aware of the unique characteristics of social interaction in cyberspace and be respectful of others. Many may not be used to this modality. There are several available resources to consult on online etiquette.