July 2021

Participant’s Manual for WET2021-online, JSWE
Organizing Committee for WET2021-online, JSWE
1. Overview
This document is compiled for reference for Participant in the WET2021-online.
We note the following three points regarding this online conference: Please confirm the “Image of thepresentation on WET 2021-online” of the WET 2021-online website too.
1) Presenters submit posters in advance, participants can access pre-submitted individual posters (pdfformat) from a website of this conference (accessible from 6th to 12th August, comments and answers
can be posted.)2) On the day, online conference is held using Zoom. Presentations are divided for several sessions.
Presenters make a short oral presentation and have a Q&A time, in the designated session.
3) Q&A time are held in Breakout rooms of Zoom. 4or5 breakout rooms will be prepared for eachQ&A time. The presenters need to be in the designated breakout room at the designated time for thediscussion. Each Q&A time comprises 4 cycles. For each cycle, 4or5 presenters will do Q & A for 15
minutes in their breakout room.
For example: Session No. 1(17presenters)i.

Short oral presentation (60min. about 3min./presenter, 17presenters)ii.

Q&A Time Cycle1(15min), four presenters (No.1-a, No.1-b, No.1-c, No.1-d, No.1-e) haveher/his breakout room and discussion.

iii.

Q&A Time Cycle2(15min), four presenters (No.2-a, No.2-b, No.2-c, No.2-d) have her/his
breakout room and discussion.

iv.

Q&A Time Cycle3(15min), four presenters (No.3-a, No.3-b, No.3-c, No.3-d) have her/hisbreakout room and discussion.

v.

Q&A Time Cycle4(15min), four presenters (No.4-a, No.4-b, No.4-c, No.4-d) have her/his
breakout room and discussion.

For those who make presentation, please also refer to the "Presenter's Manual".
Image of Presentation on the day (in Zoom)

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

Even you already have the Zoom application installed, please check the update of this. Breakout
rooms may not be available in older versions.

Click Download atZoom Client for Meetingsb. 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
Participants must mute the microphone during short oral presentation.
Keep it muted during discussions in the breakout room, except when you ask a question.
It is recommended that you check with other people to see if you can send and receive audio beforehand.
d. Video ON / OFF
Participants should turn off the video during short oral presentation.
During discussions in the breakout room, you should turn ON the video when you ask a question.

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.

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e. Screen display
When the presenter shares the screen, it may be displayed in full screen.
Double-click on the screen to switch between full screen display and standard display.

Double-click on the screen,and screen display switch between
full screen and standard.

Depending on the display mode, the screen display status will be as follows.
Standard

Side by sideStandard

Full screenf.

Multiple participant in a same room
When multiple participants in a same room are connected to a conference room, echo and howling
may occur. We recommend using a headset in this case.

4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 Site" posted on the proceeding download site. Password for this Site isalso posted on the proceeding download site.
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. How to ask a question
There is no discussion time during the short oral presentation.
Discussion is conducted in the next Q and A session (the breakout room).
During discussions in the breakout room, if you have any question, turn your video ON, unmute yourmicrophone and then ask a question. Turn your microphone mute after your question.

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e. Breakout roomIn WET2021-online, discussion will be held at Q&A Time in Breakout room.
Click Breakout Rooms, select a presentation you want to attend, and click join.

To move to another breakout Room, click Breakout Rooms, and you can choose Breakout Room.

To return to main session, click Leave Room and then choose Leave Breakout Room.

6f.

Exiting the Session
To leave from the main session, Click Leave and then Leave Meeting.
To leave the session from Breakout Room, Click Leave Room and then Leave Meeting.

If you want to join another session, please re-enter from the "WEB conference room information foreach session Site"
g. Unforeseen circumstances
If the Zoom meeting room can not be continued due to some kind of interference, the organizer willclose the meeting room. The URL and passcode of the alternative meeting room will be notified by email in 5 minutes to all registered participants from JSWE.

4. Security measures
You must not leak the information of WET2021-online such as "WEB conference room information ofeach session" and Proceedings, as they are only for registered participants.
In addition, you must not act infringing copyright.
Since WET2021-online is using open tool (Zoom), unforeseeable accidents or troubles may occur, you
should participate with great care, and act in a manner that does not violate public order and morals.

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