- Test session
- Plenary and regular sessions
- Poster session
- Coffee breaks
CARMA 2020 is using Zoom Meetings as platform for the virtual conference. Similar to a physical conference, all plenary and parallel sessions will be conducted in rooms. The only difference is that these rooms are virtual.
Accessing these virtual rooms is as easy as clicking on the corresponding link, which will be provided in the private program page. About one week before the conference, an email will be sent to all participants with their password to access to the private program page and the rooms. If you do not receive it by July 3, please contact us at firstname.lastname@example.org.
To minimize the number of technical issues that may occur, we have set up a Test session so that all participants can enter the rooms and test their configuration.
(July 6th, 11:00 – 16:00 CEST)
This room is similar to the ones that will be used during the conference days.
To test the access to this room:
- Click here to access it for the first time (notice that the link will work only on July 6th).
- When system dialog prompts, click Open link. Alternatively, you can join from the browser, although it is not recommended.
- Enter your name and last name as it appears in the CARMA 2020 registration form.
- Use the password you received by email.
- Click Next
If your computer has a camera, you will see a preview video before you join the meeting. To improve the interaction with other participants, we encourage you to join with the video on.
Once you have joined the meeting, you can see the control buttons at the bottom of the screen.
Keep the audio muted (crossed out mic, as shown in the image above) when you are not speaking to avoid sending accidental noises to other participants. To start speaking, click on “Unmute”.
Plenary and regular sessions
The plenary sessions will be held in Virtual room 1, while regular sessions will be held on Virtual room 1 and 2 simultaneously. Find the link to the session you want to attend in the private program page. See the instructions above (Test session) to learn how to access these rooms for the first time.
To participate in the Q&A and discussion, you may raise your hand by opening the participants panel
and then clicking on the “Raise Hand” button:
Once the session chair has given you the floor, activate the microphone and engage in the discussion.
Regular sessions are moderated by a session chair and technically supported by staff of the CARMA 2020 organization.
Presenters in the regular sessions
Enter the assigned virtual room about 10-15 min before your session starts. Identify yourself to the session chair by writing a message in the chat window. Use the time before the session starts to test you microphone, webcam and powerpoint sharing.
You should keep your mic muted while you are not speaking.
Be prepared before it is your time to present. You should open your PPT presentation in your computer at least 5 minutes before your assigned time to avoid any last minute issue.
At your turn:
- Check your camera is on. You should see this command:
- Unmute your mic. You should see this command:
- Click on Share screen:
and select the screen or the PowerPoint window you want to share. If your presentation includes any video with audio, do not forget to check
- Present your work
- Stick to your 15-minute slot to avoid chair time signs
- After your presentation, the Q&A period starts
- Do not forget to mute your mic after the Q&A period
If you experience technical problems, contact with the CARMA 2020 staff in the room.
Session chairs in the regular sessions
Enter the virtual room 15 minutes before the session you chair starts. CARMA 2020 staff will welcome you.
Before the session starts, identify the presenters of the session. Let CARMA 2020 staff know if any presenter is missing. If the authors sent a recorded presentation, the CARMA 2020 staff will play it at the missing presenter turn.
Start the session on time and state the ground rules at the beginning of the session:
- Each paper has 15 min for presentation and 5 minutes for Q&A.
- Attendees should ask for the floor by raising their hand.
- Attendees should mute their mics during the presentations.
To get the session started, ensure you have your camera and mic on. Your command buttons should show as follows:
Then, introduce yourself, the session and the presenters. After that, give the floor to the participant presenting the first paper.
Monitor the clock. Presenters who appear to be off-track for completion on time should be cautioned with “5 minutes”, “1 minute”, and “Stop” to help alert presenters to their timing. You may do this by voice (remember to activate your mic). Note that observing stated time limits shows respect for other presenters and for the audience.
Once in the Q&A time, you should keep the participants panel open so you can see who rose their and and are asking for the floor.
In turns, give the floor to the attendees who asked for it and encourage discussion. If the discussion takes more time than expected, suggest attendees to meet during the coffee break.
When the time of the Q&A is over, move to the next presentation.
Finally, close the session on time.
Reminder: there will be a CARMA 2020 staff member at your session to aid you with any issue. They will be listening to the room and you may also contact them with a private chat.
Session chairs are kindly requested to join a WhatsApp group to have an instant contact method with the organizing committee. The link to this group will be sent by email to session chairs.
The poster session will start in Virtual Room 1 with the projection of the One-Minute Madness videos prepared by the poster authors to all participants. After that, poster presentations will be held in different rooms simultaneously (Virtual room 2 to 12). Find the link to the session you want to attend in the private program. See the instructions above (Testing the Virtual room) to learn how to access the room for the first time. The presenters of the posters (one per room) will act as co-host of the virtual room.
Attendees are kindly requested to mute their microphones when entering these rooms. Feel free to activate your mic and webcam to ask the author details about their poster and participate in the discussion.
Participants may transit freely from one room to another during the poster session time.
Presenters in the poster sessions
Enter the assigned virtual room about 5-10 min before your session starts. Use the time before the session starts to get ready for presenting your paper: Open your poster or PPT presentation and share it with the room. Also, test your microphone and webcam.
Once the session starts, wait for participants to arrive. Engage in a conversation and introduce your work to the attendees who enter your room.
All interactions in these sessions are informal. You should share a poster or a short presentation (3-4 slides) to be used as support material. Be prepared to repeat this presentation as new participants join the room during the session.
You should not leave your room during the assigned session time, since participants will be changing from one room to another. If the room is empty in some moment, participants may arrive later.
Before the beginning of the session, the CARMA 2020 staff will enter the room to give you “co-host” privileges in the room. This will allow you to mute a participant if they forget to mute their mic and insert some accidental noise in the room. To do so:
- Open the list of participants
- Then, find the participant who is making noise:
- And click on the Mute button next to his/her name (it appears when your mouse is over the name)
For assistance from the CARMA 2020 organizing committee in your room, you are kindly requested to use the instant messaging groups of the poster session. The link to join it will be sent to presenters in the poster sessions.
Some virtual rooms will be open during the Coffee break. Participants may randomly join one to network and engage in conversations with other participants. Find the link to the coffee break rooms you want to attend in the private program.
See the instructions above (Test Session) to learn how to access these rooms. Attendees are kindly requested to mute their microphones when entering these rooms, as a conversation could have already started. Feel free to activate your mic and webcam to participate and interact with other participants.
Participants may transit freely from one room to another during the assigned coffee break time.
Frequently Asked Questions
Who should I contact if I encounter technical problems when connecting to CARMA 2020?
You may contact by email to email@example.com. Additionally, there will be a CARMA 2020 staff member at each regular session to solve any existing doubts.
How to share my presentation (ppt file) during my session?
- Before your meeting, open the Power Point file in your computer.
- Mute notifications and close any personal or sensitive documents. This way, you do not have to worry about accidentally sharing private or distracting information.
- During the meeting click on “Share screen” button at the meeting controls.
Notice that when you share a specific application, others cannot see anything other than the shared application. For example, if you have your browser and PowerPoint open and you choose to share PowerPoint, they cannot see the browser tabs you have open.
My webcam does not work during the session
- Leave the virtual room
- Close any programs that are accessing the webcam (Example: Zoom, Skype, Instant Messaging software, webcam software, etc)
- Make sure the webcam is plugged in
- Rejoin the virtual room
How can I get a presentation certificate?
Presentation certificates will be sent to all participants after the conference, by 14 July. Contact us at firstname.lastname@example.org if you have not received it after this date.
How can I get an attendance certificate?
Attendance certificates will be sent to all participants after the conference, by 14 July. Contact us at email@example.com if you have not received it after this date.
What can I do if I cannot find the email sent with the access to the platform?
Send an email to firstname.lastname@example.org and write in the subject “Urgent access to the platform”. We will send you the access information as fast as possible.
Is it possible to obtain an invoice or receipt for the conference payment?
Send an email to email@example.com including your name and the details of the institution receiving the invoice.
When are the papers published? In which publication?
Papers and abstracts will be published in the conference proceedings. They will also be accessible in the conference website, linked in the program.