Technical Aspects of Session for Chairs and Presenters

All Presenters

You are encouraged to upload your paper (pdf) and presentation by by the start of the congress. To do so, please follow instructions received in the email.

More specific instructions:

Presenters in Glasgow
You are asked to go to the classroom 10 minutes before your session starts. A member of the organization will be at hand to do the technical checks with you.

Presenters connecting virtually
If you are presenting remotely, the default video conference platform is ZOOM. To enter your session, click on the JOIN ROOM button (which has a video icon) in the SESSION page (where you see the full information on speakers and papers). You will link out to ZOOM. If you are not logged in and try to press the "Join Room" button, you will receive a "denied access" message. Once in this meeting, participants will be able to select the breakout room that corresponds with the session they wish to attend. The breakout rooms will be named for the physical room they represent, for example, Room 201, Room 218, Room 227 and so on. Please refer to the programme to determine which session you should join. Please note thtat finding the correct breakout time room may take a few minutes so please join a few minutes before the session starts. Virtual participants will have permission to join, leave, and re-join the breakout rooms. For information on how to join the breakout rooms, please click here.

To ensure a very successful presentation, we strongly recommend that you log in to our SES 2022 platform on your computer (or laptop) and not any other devices (such as mobile phone / iPad). If you do use other devices, please make sure that you have the ZOOM app downloaded on these.

We suggest each presentation should be around 20 minutes, with 5 minutes for questions and answers. Questions and answers will follow each individual presentation.

Please use Portable Document Format (.pdf) or PowerPoint (ppt.) for your presentations. These should be uploaded on your desktop (or any other suitable position on your computer before your session). You will then be asked to share your presentation when it is your turn to talk. If you have never used the “Share” function on ZOOM before, please let the person who is helping with technical aspects of congress know before the session starts.

By default, the last presenter of the session is the session chair. If you have been assigned to chair your session, please make sure you go to the room at Glasgow or click on JOIN ROOM button (if joining remotely) 10 minutes prior to the start of the session.

The responsibilities of the Chairs are to introduce briefly the session and the presenters, make sure that the time available is divided equally over the papers to be presented, and chair the brief time for discussion following the presentations. In case the scheduled Chair does not attend, the general rule is that the presenter of the session's actual last paper is expected to take the role of Chair, but feel free to some to an alternative agreement on the Chair; as long as you are clear before the session starts. If your session has fewer presentations than expected due to last minute cancellations, you can be a bit more flexible with the time, but bear in mind that the audience might be interested in attending other sessions too.

In a hybrid congress, we encourage the Chair to engage with the ZOOM audience for the Q&A time.

Recording Sessions
Sessions will not be recorded.

Downloading ZOOM
For the best user experience, we strongly recommend that you download / update ZOOM to the latest version. Please allow lots of time to do this – not just before your session is due to start.

A Prerequisite is that ZOOM desktop client is installed on your computer. If you have not got Zoom already installed on your device, please read here.

For those of you unfamiliar with ZOOM, please take a look at the ZOOM learning videos here.

Best Practices for a Good Presentation

  • During a virtual congress, your internet connection is fundamental to ensuring that your presentation can be delivered.
  • Internet/WIFI – please ensure that you have a strong WIFI connection or a hard-wired internet connection if possible. You can check the speed of the internet through (2mbps upload/ 5 mbps download is a minimum requirement)
  • Restart your Router / Modem (optional) – From a performance perspective, restarting your router once a month helps maintain the reliability of your home network.
  • If you are connecting to the internet via your personal hotspot / 4G, please have your phone charger close by.

    Other things to consider:
  • Camera – the computer camera should be directly in front of you – ideally on the same level or a little above your face for the best angle
  • Lighting – the light source should come from in front of you so that the audience can see your face as opposed to a shadow
  • Background noise – to limit background noise, please sit in a room on your own and mute your microphone if you are not presenting
  • Background – If you cannot use a virtual background, we recommend sitting in front of a plain wall when possible, or an area with no moving traffic in the background for the best quality
  • Microphone – We recommend using headphones as they pick up less background noise than computer microphones however, earbuds are more visually pleasing than headsets
  • Laptop charge – please ensure that your laptop is plugged in so as to not lose charge through the recording
  • Applications/programs – please close all other applications to help with internet speed and prevent any distracting notifications and alerts
  • Dress – If you wish for some tips about camera-friendly clothing, experts suggest choosing warm colours such as teal, cobalt, purple and coral. They also suggest avoiding white, bright red and all- black outfits as all three of these colours can pose technical problems. Also, solid colours are best and big patterns are distracting and may clash with your virtual background.
  • Eye contact – Every so often, please look directly at the camera when presenting for eye contact with the audience, as this will help you appear more engaging.