Updated Instructions for Presenters of Talks at ECVP2021(15/08/21)
Please pay particular attention to the updated Instructions highlighted in RED
1.

Please check the particular Talk Session in which you will be presenting your talk. If you don’t knowthat already, check the Programme on the website https://ecvp2021.org/programme Then, click on theparticular Session, and click within the Session to see the presenters and their Abstracts. This will also
tell you the order of the talks in your Session. If you are not sure which Session you are in, you can
use the “Search” tab to locate your Abstract by name, title or email.

2.

If you discover that you have a time conflict, please notify the Chair of your session immediately. Aminor conflict may be resolved by changing the order of the presentations within your allotted session
schedule. A major conflict (i.e. being away from Internet on the day of your session) can only beresolved by contacting your Chair and working out a solution that will involve a speaker replacement.

3.

Please note the names and email addresses of the Chair and Co-chair of your Session, as they will be
introducing you and moderating the questions at the end of your talk.

4.

As you will be aware, your Talk should be given live from your location. If you have any problems
with doing an on-line talk, please let us know as soon as possible.

5.

Make sure that you have a good internet connection. If you have ever experienced problems with yourinternet connection in the past, please find an alternative location where the internet is more reliable.

6.

Prior to the meeting, you will receive email from ZOOM providing you with a personal link to yourtalk session. The easiest way for you to join your session will be to click on this link directly from theemail or copy the link to your browser. Following the link will take you directly to your Zoom Channel
with the correct “Panelist” settings.

7.

Please note the time shown in the ZOOM invitation will always be the time at which your Zoom
room OPENS on a given day. This will typically be 11:00 CEST.

8.

This is NOT the time you are asked to join the channel. Please refer to the specific time yoursession is due to start. This will either be 13:00, 15:00 or 17:00 CEST. Check the online programme toconfirm.

9.

During the meeting itself (as well as at the Practice Session) we would like you to arrive at least 15
minutes before the scheduled start time.

10. Alternatively, you can join sessions via the online ECVP programme. Next to each session in theprogramme there will be a large ZOOM button. When you click this link, you will be prompted for thedaily ECVP password which will be sent to all ECVP 2021 attendees via Eventbrite. Please note, if you
use this method you must connect to ZOOM using your pre-registered credentials. Otherwise, when
you join the session, you will not have the necessary privileges.
11. Whichever method you use to join your session, please enter that Zoom Channel with yourmicrophone and video turned OFF.
12. We will be using three different Zoom channels for the regular Talk Sessions. (Think of these as“Lecture Theatres”). If you click on your Zoom Channel earlier in the day, you might find that aKeynote Lecture or a different Talk Session will be on-going in your Zoom channel - in other words, itwill be using the same Lecture Theatre. If you wish to stay with that Session, please turn off yourmicrophone and video. Don’t worry, when your Session is about to start, your Chair and Co-chair andall six Speakers will take over.
13. During your Talk Session, you will be given Webinar Zoom privileges as “Panelists”. This will enable
you to “Share Screen”, and have your Microphone and Video ON while you are giving your

Talk. Please mute your microphone apart from when you are actually giving your Talk. (All otherattendees at your Session will enter with their audio and video turned OFF.)
14. After you have been introduced by the Session Chair, you should click on screen share to show yourPowerPoint or Keynote presentation. Please join the online session at least 15 minutes prior to the startof your session. We expect all speakers to remain in the Zoom room during the entire session and toturn off their microphones except when they are giving their Talks.
15. Practice Sessions: In order to ensure that your Session proceeds smoothly at the meeting and that
there are no technical issues, there will be a Practice Session on the same day and at the sametime as your Talk Session at the meeting, but a week beforehand. You have already been sent thisinformation.
16. On or before August 16th you will receive email from ZOOM providing you with a personal link toyour practice Zoom Channel. The easiest way for you to join the Practice Session will be to click on
this link directly from the email or copy the link to your browser. Following the link will take you
directly to your Zoom channel with the correct “Panelist” settings in exactly the same way as outlined
above for your actual Talk (points 6-8).
17. If you are UNABLE to be present at the time of the Practice Session please contact your Chair/Cochair immediately. It is very likely that they will be able to arrange an alternative time for you to havea Zoom meeting to make sure that your presentation works and to answer any other questions.
18. The timing of your talk is very important. You will have 12 mins to present your findings and thenthere will be 3 mins of questions from the on-line audience. The Chair will give you a warning after 10mins to tell you that your have 2 minutes left. At 11 mins, the Chair will ask you to go straight toyour conclusion slide to ensure that your presentation does not overrun. Please practice yourpresentation before the meeting to make sure that it will not overrun the allocated 12 mins.
19. Please make sure that the text size and other features in your presentation are optimised for viewing on
people’s home computer screens rather than on a projection screen in a lecture theatre.
20. If you have movies (with/without audio) in your presentation, please make sure that these can beshown without undue delay. You should try these out in your Practice Session.
21. Please note we intend to record all talk sessions and make them available for downloading afterwards.
If you are not happy about this, please raise it with your chairs ahead of time.
If you have any questions, please do not hesitate to ask us using the email address: talks@ecvp2021.org orby getting in touch with your Chair or Co-chair.
Mark Greenlee and Brian Rogers

Sent on behalf of the ECVP2021 Organising Committee:
Tiziano Agostini, Marco Bertamini, Claus-Christian Carbon, Cristina de la Malla, Dražen Domijan, MarkGreenlee, Michael Herzog, Brian Rogers, Katherine Storrs, Ian Thornton & Sunčica Zdravković
15h00 (CEST) = 09h00 (EDT, New York, Toronto); 14h00 (BST, London); 16h00 (RTZ, Moscow and ISTIsrael); 22h00 (JST, Tokyo); 23h00 (AEST, Sydney).
17h00 (CEST) = 11h00 (EDT, New York, Toronto); 16h00 (BST, London); 18h00 (RTZ, Moscow and ISTIsrael); 24h00 (JST, Tokyo); 01h00 (AEST, Sydney).