Table of contents
1. General information
2. Information for participants
3. Information for presenters
4. Information for session chairs
5. Annex: beginner with Zoom Platform

General information
During the online conference, we will use Zoom for all conference sessions andmeetings. For the best conference experience, please download Zoom Clientfor Meetings onto your laptop or desktop via https://zoom.us/download (notethat the Web-browser does not offer all functionalities, e.g., virtual background
setup).
The program with all the conferenceon https://cigos2021.sciencesconf.org/program

sessions

canbefoundZoom links for all sessions of the conference were already sent to all ofparticipants, please carefully double check your emails. If necessary, you canwrite to cigos@avseglobal.org to ask for more information or go into the lounge
area. It’s advised to use the Zoom links with your Zoom account to join themeetings about 5 minutes before the start of the session (10 minutes forpresenters and the session chairs). You should test your video camera andmicrophone with Zoom before joining the meeting to ensure that they areworking properly. When presenting or asking questions, we kindly ask you toturn on your webcam. However, during the presentations, we ask only thepresenter to turn on the webcam while others turn it off to keep the focus on thepresentation itself.
Besides the conference sessions, we will also enable a CIGOS2021 Lounge
Area with posters. This lounge area is an open Zoom meeting with no waiting
room. You can join this meeting at any time during the conference to have achat or discussion with other participants. Within the lounge area, we can start
breakout rooms when participants want to chat within a smaller group. Thelounge area is also the place to go for technical support. If you experience any
technical problems, please do not hesitate to contact us through the chat in thelounge area (depending on the question, we might start a breakout room todiscuss the matter).
Remark: To test your connection (video, slides, microphone, virtual
background, etc.), we do recommend you to use this Lounge area that isavailable and supported by our technical moderators between 13h30 and 22h00(local time in Vietnam) during three days: October, 27, 28 and 29, 2021.

Information for participantsWe are happy to welcome you as a participant at the CIGOS2021 online
conference! Besides the participants, every session is composed of presenters,a session chair, and a technical moderator. The technical moderator is the hostof the Zoom session.

Before the session

Ult30 minutes before the session, the technical moderator will start thedesignated Zoom webinar.
When joining a session via Zoom link attached in the invitation email, youwill participate the conference as an attendee.
First access will be given to the presenters and the session chairs.
Once they received their instructions, all other participants are given
access, which typically happens 5 minutes before the presentation
begins.
At the beginning of the session, the session chair will welcome you andintroduce the first presenter.

Discussion
The session chair will mute your microphone during the entire session. In thediscussion after the presentation, he/she can unmute participants.
You can engage with the webinar session by raising your hand for speaking or
putting your Questions for the Speakers in the Q&A. All content-related
questions must be put through these two methods, Raise hand or Q&A. The
chat box can be used for informal interaction such as sending thanks to thespeakers/questioners.

Information for presenters
We are happy to welcome you as a presenter at the CIGOS2021 online
conference! Next to the presenters, every session has a session chair (maybe
two chairs for some sessions) and a technical moderator. The technicalmoderator is the host of the Zoom session; he or she will assign all presenters
and the session chair as the co-hosts of the session. Also, the technicalmoderator will admit participants, keep an eye on the chat, admit anylatecomers, and will help participants with connection problems.
The session chair’s task is to introduce you (briefly; mainly your name andinstitution), to lead the discussions, to give turns, keep an eye on the chat andhe or she is responsible for timekeeping. So, you can concentrate on thecontent and on answering questions.
Regarding the webcam, make sure you enable it upon entry, during yourpresentation, and when you are answering questions. During the presentationsof others, you can disable it.

Before the session

30 minutes before the session, the technical moderator will start thedesignated Zoom webinar.
When joining a session via Zoom link attached in the invitation email, youwill participate the conference as a presenter.
As a presenter, you need to join the session 10 minutes before thescheduled time starts (this also holds for the session chair). Then you will
receive some instructions and you will need to the set virtual background(CIGOS 2021 backdrop to download: please visit “Latest news” on ourwebsite).
Participants start joining the meeting from 5 minutes before the session
begins.

During the session

At the beginning of the session, the session chair will welcome you andintroduce the first presenter. Each presentation should follow the format:
In parallel sessions: 10 minutes for presentation and 2 minutes for Q&A;
In plenary sessions: 25 minutes for each presentation, 5 minutes for Q&A,
so there is still some time for discussion and to switch betweenpresentations.
The session chair will indicate when it is your turn to present, by briefly
introducing you (the order of talks is the same as the one provided in theconference schedule). At that moment, you can start sharing your screen
and give your presentation. Make sure that your webcam is enabled andyour microphone is not muted.
Each Presentation should not exceed its time limit; otherwise the othertalks will have less time. We recommend you to take this time limit into
account when preparing and giving your talk.

Discussion
After each presentation, we will have a live discussion moderated by thesession chair.
All participants can engage with the webinar session by raising your hand forspeaking or putting your Questions for the Speakers in the Q&A. All contentrelated questions must be put through these two methods, Raise hand or Q&A.
The chat box can be used for informal interaction such sending thanks thespeakers/questioners.

Information for session chairs
We are glad that you are chairing a session at the CIGOS2021 online
conference! As a session chair, you will be assisted by a technical moderator,
who takes care of the technical issues. The technical moderator is the host of
the Zoom session; he or she will assign you and the speakers as the co-hostsof the session. Also, the technical moderator will admit participants, keep aneye on the chat, admit any latecomers, and help participants with connection
problems.
Regarding the webcam, make sure you enabled it before, between, and after
the presentations. Your role as a session chair is as the following:

Before the session

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Check who are the speakers of your session.
Please make sure to have the information of each paper to introduce
them timely before each presentation.
Ultimately 30 minutes before the session, the technical moderator will
start the designated Zoom webinar.
When joining a session via Zoom link attached in the invitation email, youwill participate the conference as a session chair.
As session chair, you need to join the session 10 minutes before thescheduled start (this also holds for the presenters). Then you will receive
some instructions and you will need to set virtual background (CIGOS
2021 backdrop to download: please visit “Latest news” on our website).
Participants start joining the meeting from 5 minutes before the session
begins.

During the sessionWhen introducing the session, explain to the participants that they should
ask questions during the presentation in the Q&A session (highly
recommended in the parallel sessions rather than live because the time
for discussion is very limited: 2 minutes after each presentation). For
asking live questions after a presentation, they have to raise hand as all
will be muted by default. In particular, in plenary sessions, there will be
no live questions and answers session between keynote talks but only
after all talks are finished.
Introduce the speakers (very briefly, just name and the university aresufficient)
After introducing the session and presenters, we recommend you turnoff the microphone so that the attendees can focus on the talk video andask the attendees to do it as well. Once that, you can mute allparticipants by clicking “Mute all”.
You can manage the attendee by clicking on the “Attendees” under theparticipants’ panel.

Responsibilities of the session chair in the discussionAs organizers, we would like to ensure a smooth and productive virtualconference.
During the presentation, please keep track of the questions on the Q&A
side-panel on the right of the Zoom window.

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After the presentation, unmute yourself and indicate that the round ofquestions starts. Please make sure to ask orally the questions andaccording to the time when they were first submitted. If there are not manyquestions, feel free to ask some of your own.
Depending on the question, the audience may need to clarify theirquestions. In that case, invite the person who asks the question on thechat to use the microphone and unmute him/her.
If there is time remaining and some attendees raised their hand, unmutethat participant so he/she can ask his question.
Please be mindful of the Q&A time limit. We cannot have delays in one
talk as it will push others behind.
After a question has been addressed, please indicate it is answered andcontinue with the next.
Please collect the unanswered questions, to later provide them to theauthor.

EndingWhen the session is coming to an end, please announce that it is time towrap up the session and thank everyone for his or her contribution as apresenter or attendee.
To ensure that the next sessions will start on time, we urge you not to go
more than 5 minutes overtime. If the discussion is still going on, then you
can ask the audience to continue the discussion in the CIGOS 2021
Lounge Area with posters.

Annex: Beginner for Zoom platform
ZOOM SOFTWARE AND LOGIN
There are two recommended options for using Zoom, a video conferencing software, for attending CIGOS 2021:
1) Zoom Client for Meetings; and 2) Web browsers (e.g. Chrome)
ZOOM CLIENT FOR MEETINGS
Please read the terms and conditions carefully before choosing this option and installing Zoom Client for Meetings
on your personal device(s).
You can download Zoom client for meetings from the following link: https://zoom.us/download

After installing the Zoom client, you can join CIGOS sessions by:Clicking direct to the provided Zoom link from the Agenda with links (which will be sent on October 27,
2021 local time in Vietnam) and select Open Zoom Meetings.

OR open Zoom client and click on the Join a Meeting button on Zoom start-up screen as screenshot below
then enter the provided Meeting ID from the Agenda with links (which will be sent on October 27, 2021
local time in Vietnam).

JOINING FROM A BROWSER
You can also join CIGOS without installing Zoom client by using your web browser (e.g. Chrome). To do so, clicking
direct to the provided Zoom link from the Agenda with links (which will be sent on October 27, 2021 local time inVietnam) then select join from your browser then grant permission to use microphone and camera, enter your nameand join.

Once you entered a session, please select Join with Computer Audio (or Phone Call if applicable)(Zoom client)(Web Browser)

INTERACTION DURING SESSION
You can engage with the webinar session by raising your hand for speaking or putting your Questions for theSpeakers in the Q&A. All content-related questions must be put through these two methods, Raise hand or Q&A.
The chat box can be used for informal interaction such as thanking the speakers/questioners.