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IDCC22 Virtual Conference Useful Guidance
Guidance for Delegates
Whova platform access
During week beginning 6th June 2022, you will receive details of your Whova user account. You will then be able to explore the conference platform and create your profile, by adding a short biography and photo. As a speaker, you will be able to experiment with running practice sessions.
A quick guide on how to use Whova Whova Guide.
Sessions will be carried out using Zoom so please ensure you have the application installed in advance.
The IDCC22 organising team will be available at the beginning of each session to help you start. If you experience any technical issues, contact the helpdesks by clicking on the ‘Community’ on the left-hand side menu of the Whova interface and select ‘Inform IDCC22 organizers about an issue ‘. Alternatively, you can email us at firstname.lastname@example.org. We will be constantly monitoring both channels.
General guidance about taking part in sessions
- Everyone has control over their camera and microphone and can speak whenever they wish. We recommend you do not interrupt the speaker. The chair will instruct you how the session is running, i.e. whether we take questions at the end of each talk or at the end of the session.
- By default, people join a session with camera and microphone turned off. To avoid putting pressure on participants' wi-fi, we recommend you keep the camera and microphone off. If you wish to speak, we suggest you switch the camera on - it's nice to see who is talking.
- There is a chat facility for general exchanges e.g. 'you're on mute'.
- Raise your hand to ask questions.
Guidelines for IDCC Session Chairs and Speakers
As a Chair, your role will be to ensure the smooth running of a session and you will receive guidelines about how to do this. We will provide a member of staff to act as Moderator.
Key elements of your role:
- On the day, introduce yourself, the context of the session and how it will run, e.g. questions at the beginning or at the end.
- Introduce each speaker, by stating their name and the organization they work for.
- Invite people who have pressed the 'Raise Hand' button to ask questions.. When taking questions, please encourage people to switch cameras on, introduce themselves then ask the question.
- Ensure everyone keeps to their allocated time.
- You can mute/unmute audio and video of presenters or delegates, or stop sharing screen sharing for speakers, if necessary.
- When the session is over, please click ‘End the meeting for all’ button as the session won't stop automatically.
Additional guidelines for Speakers
- Please arrive to the session a few minutes before it starts.
- Please keep to the allocated time. Papers are allocated 30 minutes, including questions. Lightning Talks get 15 minutes, including questions.
- After the conference, please upload your submission and the talk slides to the IDCC22 repository on Zenodo at https://zenodo.org/communities/idcc22/ .
Quality of discussion and interaction
IDCC is a friendly conference that generates healthy, open debate. We work hard to create a welcoming and open atmosphere. We’ve always aimed to foster an environment where everybody is encouraged to voice their opinions, irrespective of their gender, race, ethnicity and background.