Online Speakers & Attendees Guidelines

The Zoom meeting ID and password will be provided on July 20

Online Speaker Guidelines

Pre-Meeting Checklist

• ✅ Confirm Your Time Slot
  • • Double-check your presentation time (all times are in Beijing Time, UTC+8). Adjust for your local time zone if needed.
• ✅ Update Zoom
  • • Ensure you’re using the latest version of Zoom to avoid technical issues.
• ✅ Grant System Permissions (macOS Users)
  • • Go to System Preferences > Security & Privacy and enable access for:
    • - Camera
    • - Microphone
    • - Recording (if applicable)

Allow Camera Access

Allow Microphone Access

Allow Recording Access

Tip: Test your setup early using Zoom’s "Test Speaker & Microphone" tool.

On Meeting Days

• Joining the Zoom Meeting
  • • Open Zoom and click Join A Meeting.
  • • Enter the Meeting Room ID and password when prompted.
  • • Name Format: Full Name-Country (e.g., Xiaolan Bao-China).
    • - ⚠️ Important: Incorrect names may delay or prevent entry.
      
• Waiting Room & Approval Process
  • • After joining, you will enter a waiting room.
  • • Only registered Online Attendees will be admitted.
    • - The moderator will verify your identity before granting access.
    • - Approval may take longer time if the session is in progress.
• Before Your Session Starts
  • • Log in 30 minutes early to ensure smooth entry.
  • • Mute your microphone immediately upon joining.
  • • Set your phone to silent mode before your presentation.
• During the Session
  • • Stay muted unless speaking.
  • • Do not leave until your presentation and Q&A are complete.
• Backup Preparation
  • • Upload your PPT to your personal center beforehand in case of technical issues.
  • • How to upload: Please refer to the oral presentation guideline.

During Your Own Presentation

1. Camera & Screen Sharing
   • - Turn on your camera before your presentation begins. Your live feed will be shown during the moderator's introduction.
   • - Keep your camera on during the Q&A session.
   • - You may start sharing your screen while the moderator introduces you.
2. Timing
   • - Staff will track time for all presentations.

     Keynote speech	60 minutes session, 45-50 minutes presentation, 10 minutes Q & A
     Invited talk	30 minutes total incl. 25 minutes presentation and 5 minutes Q & A
     Selected talk	15 minutes total incl. 12 minutes presentation and 3 minutes Q & A
     Flash talk	5 minutes

     * The above durations are general guidelines. Actual presentation times may vary by symposium depending on the number of presenters. Please refer to the detailed program for specific allocation per talk.

3. Troubleshooting
   • - If technical issues arise (e.g., no audio/video, network problems), follow the moderator or IT staff’s directions.
4. Important Reminders
   • - Avoid using PPT Speaker Mode—your notes will be visible to the audience.
   • - Remember to stop screen sharing after your presentation.

Tips for Online Presentations

• Simple Background
  • • Choose a quiet, distraction-free environment.
  • • Use a solid-colored background for a clean look.
  • • Align your screen to minimize visual clutter.
  • • Ensure any background lines are parallel to the screen edges.
• Camera & Framing
  • • Position your webcam at eye level for a natural perspective.
  • • Avoid low camera angles—frame yourself straight-on.
  • • Look directly into the camera to maintain "eye contact" with viewers.
• Lighting
  • • Maximize natural or artificial lighting in the room.
  • • Face light sources (e.g., a window or soft lamp) to avoid shadows.
  • • Prevent backlighting to ensure your face is clearly visible.
• Appearance & Attire
  • • Dress in business casual or smart casual clothing.
  • • Avoid headphones; use your computer’s built-in microphone.
• Engagement Tips
  • • Conceal your chair’s backrest to minimize distractions.
  • • Nod occasionally during Q&A to show active listening.

Tip: Test your setup beforehand to refine framing, audio, and lighting!

Online Attendee Guidelines

Pre-Meeting Checklist

• ✅ Session Time Check
  • • All session times are displayed in Beijing Time (UTC+8). Please convert to your local time zone accordingly.
• ✅ Update Zoom
  • • Ensure you’re using the latest version of Zoom to avoid technical issues.
• ✅ Grant System Permissions (macOS Users)
  • • Go to System Preferences > Security & Privacy and enable access for:
    • - Camera
    • - Microphone
    • - Recording (if applicable)

Allow Camera Access

Allow Microphone Access

Allow Recording Access

Tip: Test your setup early using Zoom’s "Test Speaker & Microphone" tool.

On Meeting Days

• Joining the Zoom Meeting
  • • Open Zoom and click Join A Meeting.
  • • Enter the Meeting Room ID and password when prompted.
  • • Name Format: Full Name-Country (e.g., Xiaolan Bao-China).
    • - ⚠️ Important: Incorrect names may delay or prevent entry.
      
• Waiting Room & Approval Process
  • • After joining, you will enter a waiting room.
  • • Only registered Online Attendees will be admitted.
    • - The moderator will verify your identity before granting access.
    • - Approval may take longer time if the session is in progress.
• Meeting Etiquette
  • • Mute your microphone and turn off your camera upon entry.
  • • Join from a quiet location to minimize background noise.
• Q&A Session
  • • To ask a question, please use the 'Raise Hand' feature or type your question in the chat.