16 th Feb. 2021

Presenter's Manual for 55th Annual meeting-online, JSWE
(for poster session)
Organizing Committee for 55th Annual meeting-online, JSWE

1. Overview
This document is compiled for reference for presenters in the poster session.
We note the following three points regarding the poster session in this online conference:
1) Participants can access individual posters (pdf format) from a website of this conference (accessiblefrom March 4th, comments and answers can be posted.)2) During the conference, some zoom rooms are used for showing individual posters with presenters’
explanations on the posters.
3) We have Q & A sessions during the conference. This is considered as the “core time” of the poster
presentation.
Each core time (Q & A) of poster presentation comprises 5 cycles. For each cycle, four presenters will do
Q & A for 16 minutes at the same time (Please see the table below for details).
Poster session no. 1 20 presenters
Chair, staff
Cycle 14 presenters
16 min→(2min)

participants

Cycle 24 presenters
16 minparticipants→(2min)

Cycle 34 presenters
16 minparticipants→(2min)

Cycle 44 presenters
16 min→(2min)

participants

Cycle 5
4 presenters
16 minparticipants

2. Items to be confirmed in advancea. Install Zoom
Install the latest version of the Zoom video conferencing system application.
●Download https://zoom.us/download

Click Download at
Zoom Client for Meetings1b. Operation and device check
Check your system by using Zoom's test service, and make sure that your system is correctly worked.
●

Zoom's test service https://zoom.us/test

Click Join

Click Open Zoom Meetings

Click this ∧ and select Audio Settings, then you can test your speakers and microphones.

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c. Microphone
Presenters should turn the microphone on only in the presenter’s cycle.
It is recommended that you check with other people to see if you can send and receive audio beforehand.
d. Video ON / OFF
Presenters should turn on the video only in the presenter’s cycle.

When there is a red diagonal line, it is muted.
You can change mute / unmute by clicking here.
When there is a red diagonal line, the video is off.
You can turn the video on and off by clicking here.

33. How to attend the session
a. Entering the session
Please connect to the URL of the session you are attending from the "WEB conference room
information for each session" posted on the proceeding download site and enter the meeting password(passcode).
You shall not leak the entry information to others for any reason.
b. How to display your name
You shall display your name as follows.
The display name can be changed even after entering the room (see the figure below).
If your display name is inappropriate, you may be forced to leave the room.
Chair:

Chair_SessionName_FamilyName_Affiliation

Speaker:

Lecture number_FamilyName_Affiliation

Participant:

FamilyName_Affiliation

Right click in your self view and select Rename,then you can change your display name.

c. Prohibition of recording
Recording (including screen capture) and redistributing presentation materials is prohibited unless
you have permission from all parties in advance.
d. Multiple uses in the same room
If multiple participants in the same room connect to a video conference room respectively, if
microphones and speakers are enabled on each device, it will cause echo and howling, so limit the main
device that handles audio to one, and be sure to mute the microphone speaker on other devices. Wealso recommend using a headset.

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e. Q & A session (core time)1) Please enter the zoom room 10 minutes before your cycle.
2) Make sure that you can also check the poster website.
3) Chairs will take questions. If you are asked to answer a question by the chair, please answer to it.
4)A timer is displayed on a screen. Make sure that you finish your answering the question within thetime.
5) Check the poster website even after the Q & A session because some questions may be posted afterthe session.
f.

How to leave the session
When you leave a session, press “Leave” and leave the meeting. If you want to join another session,please enter again with the URL and passcode (meeting password) of the session.

4. Notea.

Securing a place
Ensure a stable and good network connectivity to avoid any trouble during the announcement. Inaddition, please secure a place where there is no problem even if you hear noise or other people'sconversations, there is no interruption due to telephone calls, there is no problem even if you speak
clearly in a relatively loud voice, and people and backgrounds that are not related to the camera are notreflected. We recommend that you use a headset.

b.

Microphone ON/OFFBe sure to mute the microphone when it is not your cycle. Be sure to check unmute during your cycle.

c.

Video ON/OFF
Please turn on the video in principle in order to accurately convey to the participants what you aredoing when you are in your cycle. Otherwise, as a general rule, turn off the video.

d.

Screen sharing at the time of presentation
Zoom allows you to share your PC's screen with other participants at the time of answering a question.
Be careful not to send your personal information when sharing your screen, and it's a good idea tocheck with other people in order to know how your screen is shared.

55. Othersa. Control by Organizer
If a problem occurs during the session, a communication from the monitoring person may be displayedin the chat. If it is determined that there is a problem in the session operation due to the influx of unneededvoice or connection from an unstable network, the monitoring person will mute or force the person to leavethe room.
b. Unexpected/Emergency cases
If the Zoom meeting room becomes unavailable due to any disturbance, etc., the organizer will terminate
the corresponding meeting room. For the URL and passcode of the meeting room in an alternative to thesession, all registered participants will be contacted by e-mail from the e-mail address of the Japan Societyof Water Environment, with the resumption in 5 minutes.
c. Security measures
Please do not leak the login ID and PW to enter the page containing the lecture collection and online
participation information because it will only be available to registered participants who have paid theparticipation fee. In addition, please do not leak the "WEB conference room information (URL andpasscode) of each session" posted. In addition, you must not infringe copyright. As long as you use an open
tool called Zoom, please understand that accidents and troubles that we cannot imagine do not always occur,
participate with due care, and act in a way that does not violate public order and morals.

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