June 2023

Presenter's Manual for WET2023-online, JSWE
Organizing Committee for WET2023-online, JSWE

1. Overview ................................................................................................................................................. 1
2. Items to be confirmed in advance ...................................................................................................... 2
a. Install Zoom (update Zoom for the latest version) ..................................................................... 2
b. Operation and device check ............................................................................................................ 2
c. Microphone ......................................................................................................................................... 3
d. Video ON / OFF .................................................................................................................................. 3
d. Screen display.................................................................................................................................... 3
3. How to attend the session................................................................................................................... 4
a. Entering the session ......................................................................................................................... 4b. How to display your name ................................................................................................................ 4c. Prohibition of recording .................................................................................................................... 4d. How to ask a question ...................................................................................................................... 4e. Breakout room.................................................................................................................................... 5f. Exiting the Session ............................................................................................................................ 6
g. Unforeseen circumstances .............................................................................................................. 6
4. Presentation method and precautions .............................................................................................. 7
a. Securing a place ................................................................................................................................ 7b. Share Screen ...................................................................................................................................... 7c. During presentation .......................................................................................................................... 7
d. Presentation Time ............................................................................................................................. 8e. Q&A Session (In breakout room) .................................................................................................... 9f. Consideration for shared materials, etc. ....................................................................................... 9
5. Informal discussion room ..................................................................................................................... 9
6. Security measures ................................................................................................................................ 9

1. Overview
This document is compiled for reference for presenters in the WET2023-online.
We note the following three points regarding this online conference: Please confirm the“Image of the presentation on WET 2023-online” of the WET 2023-online website too.
1) Presenters submit posters in advance, participants can access pre-submitted individualposters (pdf format) from a website of this conference (accessible from 3rd to 9th July,comments and answers can be posted.)2) On the day, online conference is held using Zoom. Presentations are divided for severalsessions. Presenters make a short oral presentation and have a Q&A time, in the designatedsession.
3) Q&A time are held in Breakout rooms of Zoom. 4or5 breakout rooms will be prepared foreach Q&A time. The presenters need to be in the designated breakout room at thedesignated time for the discussion. 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 1A(18presenters)i.
Short oral presentation (70min. about 3min./presenter, 18presenters)
ii.
iii.
iv.
v.

Q&A Time Cycle1(15min), five presenters (No.1-a, 1A-1-b, 1A-1-c, 1A-1-d,1A-1-e) have her/his breakout room and discussion.
Q&A Time Cycle2(15min), five presenters (1A-2-a, 1A-2-b, 1A-2-c, 1A-2-d,1A-2-e) have her/his breakout room and discussion.
Q&A Time Cycle3(15min), four presenters (1A-3-a, 1A-3-b, 1A-3-c, 1A-3-d)have her/his breakout room and discussion.
Q&A Time Cycle4(15min), four presenters (1A-4-a, 1A-4-b, 1A-4-c, 1A-4-d)have her/his breakout room and discussion.

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 correctlyworked.
●Zoom's test service

https://zoom.us/testClick Join

Click Open Zoom Meetings

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

2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.
When multiple participants in a same room are connected to a conference room, echo andhowling may occur. We recommend using a headset in this case.
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 aquestion.

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.

d. 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.

33. How to attend the session
a. Entering the session
Please connect to the session you are attending from the "WEB conference room informationfor each session Site" posted on the proceeding download site. Password for this Site isalso posted on the proceeding download site.
On this site, you will find a link to the pre-submitted poster viewing site and a direct link toeach venue.
You can view posters and write comments on the pre-submitted poster viewing site. You canalso listen to the audio if it has been submitted.
Please enter the room at least 5 minutes before your session, not your own presentation
begins.
You should not disclose your ID, PW, and other room 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 questions, turn your video ON,
unmute your microphone and then ask a question. Turn your microphone mute after yourquestion.
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e. Breakout room
In WET2023-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.

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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 for each session Site."g. Unforeseen circumstances
If the Zoom meeting room can not be continued due to some kind of interference, theorganizer will close the meeting room. The URL and passcode of the alternative meeting room
will be notified by e-mail in 5 minutes to all registered participants from JSWE.

64. Presentation method and precautions
a. Securing a place
Ensure a stable and good network and a place with as little interference as possible.
We recommend using a headset.
b. Share Screen
Before your presentation, your presentation file (PPT, PDF, etc.) should be opened, butslideshow of PPT should not be begun.
Click Share Screen, select your file and press share, and begin the slideshow.

c. During presentation
Click More and select Show Video Panel and select Hide Non-Video Participants.

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Time display
Providingyourscreen

conditions are as above (ShowVideo Panel and Hide NonVideo Participants),
when someone turn on their
video, their video will be
displayed on your screen.

Optimize for video clip should
be unchecked.

If Optimize for video clip ischecked, the black area may
appear on the audience's
screen as shown below.

d. Presentation Time
The presentation time will be displayed on the screen as video panel of “Timekeeper” during
short oral presentation.
Please make a presentation within the specified time.
Please note that if it is prolonged, the presentation may be forcibly terminated at the discretionof the chairperson.

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e. Q&A Session (In breakout room)
After the oral presentation time, there will be 4 cycles of Q&A Session. Please enter in thebreakout room with the name of your lecture number at the designated cycle. For example, if
your presentation number is 1A-4-e, your breakout room is breakout room “e" at cycle 4 ofsession 1A.
Make presentation again, or discussions in the breakout room.
You can share your screen whole time in your designated Q&A Session breakout room.
f. Consideration for shared materials, etc.
You shall not use the copyrighted work of others without permission, and you shall clarify thesource when quoting.
Presentations at online conferences are considered retransmits by automatic publictransmission.
If the permission is limited by the format of the presentation and the range of the audience, you
may need to re-permit for online conference.
Presenters should be aware that if the content violates the Export Trade Control Ordinance,
online distribution may not be permitted.

5. Informal discussion room
Informal discussion room will be held Concurrently for free discussion at WET2023-online.
You may enter these room from "WEB conference room information for each session Site".
Your display name should be “FamilyName_Affiliation”.

6. Security measures
You must not leak the information of WET2023-online such as "WEB conference room
information of each session" and Proceedings, as they are only for registered participants.
In addition, you must not act infringing copyright.
Since WET2023-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 publicorder and morals.

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