2022 IEEJ Annual Meeting Online Manual
Ver. 2022.3.14

0. How to hold IEEJ Annual Meeting in 2022

IEEJ Annual Meeting will be held on Cisco Webex Meetings (hereinafter referred to as“Webex”). All of the presenters are required to make a presentation through Webex in realtime. Please note that projecting pre-recorded video is strictly prohibited. We do not record
any presentations and do not provide any on-demand services.

To avoid copyright infringement, taking photographs and recording video and audioof this meeting are strictly prohibited.

Sharing information of this meeting (ID, password, and proceedings etc.) with the third

party is strictly prohibited. We also do not allow applicants to transfer his/her participationright to the third party.

Only one person can participate per one application. Applicants are not allowed to see

presentations with others on one screen even if they all pay participation fee.

If the violation about above-mentioned matters is found, we may force violators out of themeeting and claim his/her participation fee.

All of the access information of this meeting are recorded in order to know participants’

information.

1. Equipment for presentation

Presenters are required to prepare following equipment to make a presentation.

*PC or Tablet device

Please make sure that your device meets Webex System Requirements.

https://help.webex.com/en-us/nki3xrq/Webex-Meetings-Suite-System-Requirements*Internet Connection (LAN cable connection is recommended for stability.)*Headset (Recommended / Build-in microphone and speaker are also acceptable.)*Web Camera (Build-in camera is also acceptable.)

2. How to prepare a presentation slide*A presentation slide must be operated correctly on Webex. If you prepare a slide using

Power Point, please prepare PDF file as well as Power Point file in case of need.

*All of the presenters are required to strictly observe The Guideline for Video Contents whenpresenters prepare a slide.

https://www.iee.jp/wp-content/uploads/honbu/31-doc-honb/video_guideline.pdf

1*Please insert “Venue number”, “Name of the session”, “Presentation number”, “Presenter’sname”, “Presenter’s affiliation”, and “Page number/Total number of pages” at the bottom ofeach page. Please divide each item by a slash.
ExampleWeb 3 / Static Apparatus / 5-128 / Taro Denki (Denki Univ.) 15/23

3. Test Connection in advanceIn order to proceed with the Annual Meeting smoothly, please make sure to join Webex

Test Meeting in advance. https://www.webex.com/test-meeting.html
Please check following items when you join Webex Test Meeting.

(1) (A) Enter your name and e-mail address, (B) click “Join”, and you can access Webex TestMeeting.

(A)
(B)

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(2) After joining Webex Test Meeting, your speaker and microphone run correctly.

★You can hear test sound when you click “Test” of the speaker. You can record your voice

when you click “Test” of the microphone. Your voice is reproduced soon after recording. If
you failed to hear your recorded voice, please re-confirm or re-adjust your equipment ortry with spare one.

3(3) After clicking “Join meeting”, a microphone icon appears when you unmute.

(4) Your video appears at the center of the screen when you click “Start Video”.
(5) You can share your file when you click “Share”.
(6) You can send chat when you click “Chat”.

(3)

(4)

(3)

(5)

(4)

*Presenters who cannot solve the problems with Webex Test Meeting can join a testconnection. Please make a registration in advance by following website if you would like tojoin.

https://www.iee.jp/blog/taikai2022_test_application/ (Available from January 21 to February
7)

4(6)

4. How to access Webex and setting system during the Annual Meeting.

In order to access the session, please access “日程表”, the session program, via “個人ページ”, the personal page, for this meeting (https://gakkai-web.net/p/iee/ippan/mod2.php), andclick Webex icon which is located under the session name you would like to join. If you fail tojoin with icon, please enter the meeting number and password to Webex app.

Click this icon
to access the session

Your name shown in Webex is required to set as follows.
“Presenter”_“Presentation number*”_“Your name*”_“Your affiliation (must be shortened)*”*Please replace it with your information.

If you are Taro Denki belongs to Denki University, and has the presentation number “5-128”,

please set as follows.

Presenter_5-128_Taro Denki_Denki Univ.
Please divide each item by an underscore symbol.

The presentation number is not the application number, but the number announced inprogram.

Please make sure to finish setting your name before joining the Webex.
When you join the Webex, please mute and turn the video off, and wait without talking toa staff until your name is called.

Webex may update irregularly. In order to prevent Webex app from unintentional update, werecommend you join the Webex in plenty of time.

The non-latest Webex app may occur a functional difference between you, a chair and astaff. Please make sure that your Webex app is the latest version first, and access the session

via “日程表”, the session program.

55. Arrival Confirmation and Test Connection on the Day of Presentation.

All of the presenters are required to join Webex at the latest 20 minutes before the session

starts. Each Webex is opened by 30 minutes before the session starts.

(If you cannot join the Webex because of some troubles etc. please call the secretariat. Phone
number is announced in “7. How to solve your problems” of this manual.

When a staff calls your name, please unmute and turn the video on, and answer for thequestions asked by a staff. A staff confirms with you (1) whether you are the same as theperson registered as a presenter (2) whether your slide is prepared by following to The
Guideline for Video Contents.

After above confirmation, a staff guides you the slide sharing test. A staff confirms (1)whether your slide is shared correctly, (2) whether scrolling works correctly, (3) Whether

Microphone runs correctly. The time for confirmation is within 2 minutes per one person.

After finishing the test, please stop sharing slide, mute, turn the video off, and wait for yourpresentation turn. Please keep your slide on your own screen in order to share it as soon as
your turn comes.

6. System Setting and Time Management during Presentation.

The presentation is 12 minutes long in total per one person. (Presentation: 8 minutes, Q&A:

3 minutes, Presenter Changing: 1 minute)

When a chair ask you to start your presentation, please unmute, turn the video on, andshare the slide. Please make sure to confirm with a chair whether the slide is shared correctly
before starting your presentation.

A staff starts measuring the time at the same time as you start your presentation. A staff

notifies you of the time left as follows.
6 minutes passed:

8 minutes passed:

11 minutes passed:“2 minutes left.” *“Please finish your presentation.” *“Please finish Q&A.” ** announcing by staff voice.

Both question and answer must be oral. Please unmute and answer the question. Pleasekeep in mind to mute except your presentation time so that your microphone do not pick up
noise.

A chair may turn your video off when a chair cannot hear you clearly. Please continue yourpresentation even if your video turns off unintentionally.

After you finish your presentation, please stop sharing slide, mute, and turn the video off.

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7. How to solve your problems

If you cannot join the Webex because of some troubles etc. please call the secretariat at

the following phone numbers.

090-8733-5374
090-8730-7132

090-8678-4651*Above-mentioned phone numbers are for presenters only and available on the day of theAnnual Meeting.

If you have any inquiries, please contact IEEJ Secretariat at taikai10@iee.or.jp .

*To prevent the spread of covid-19, we have been encouraged the teleworking and staggered

commuting. During this period, any replies might be delayed.

Revision History[March 14, 2022]

・P7：Added phone numbers.

・ALL：Changed the font.

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