JCFMA14

Presenters
Guidelines【Contents】
P1～

Zoom tutorial

P11～

Oral Session

P12～

Poster Session

P13～

Troubleshooting

Installing Zoom
Create a ZOOM accountEnter ZOOM’s website and clickto create an account.

https://zoom.us/

Download the ZOOM application

The sign-in screen will pop up after the application is successfully installed.
https://zoom.us/download#client_4meeting2

Zoom Update
Zoom desktop client (PC, Mac, or Linux)
In order to verify new features of Zoom, please make sure to upgrade yourZoom to latest version.

①Sign in to Zoom desktop client②

English interface

Japanese interface③3

Equipment Requirement
Equipment for online meeting
ComputerNetwork

CameraSpeaker

Microphone

Testing your video and audio
You can test your video camera and audio with Zoom before joining the meeting to ensure
the camera is working properly.
・Testing your camera
・Testing your device audio
Screen name setting
Please make sure to change your screen name with full name and affiliation forrecognition. Users can change their name even after join the meeting.
Screen name format
Presenters【Presentation number (Last name)】e.g. A-4 (Ouyang)*Please check your presentation number in the final program.

Click the Participants button at the bottom of your screen. Hover over your name,click More, and choose Rename to change your screen name displayed to otherparticipants.

A-4 (Ouyang)
English interface

A-4 (Ouyang)Japanese interface

4Participant controls
View

⑧Chat

①

②

③

④ ⑤ ⑥

⑦Japanese interface①

Mute/Unmute：Mute and unmute your microphone.

②

Start Video/Stop Video: Turn on and off your camera.

③

Participants： See who's currently in the meeting④Chat：Access the chat window to chat with other participants.

⑤Share Screen：Start a screen share (if the host allows). You will be able to selectthe desktop or application you want to share.

⑥

Reactions： Meeting reactions, nonverbal feedback, and Raise Hand allow you tocommunicate issues or feedback to the host or presenter without disrupting themeeting⑦

Leave：Leave the meeting while it continues for the other participants.

⑧

View：Switch between Gallery view Speaker view.
• Gallery view lets you see thumbnail displays of participants, in a grid pattern,which expands and contracts as participants join and leave the meeting.
• Speaker view will switch the large video window between who is speaking
with 3 or more participants in the meeting.
5Microphone and camera
Most of the computers come with a microphone and camera which is enough for joining
a Zoom meeting. However, we would like to recommend chair and presenters to preparea headset (headphones comes with microphone) for a better online presentation.
HeadsetParticipants are muted automatically after entry the meeting room. Please only Unmute
yourselves when your name are called by chair during the Q&A session.

Japanese interface

You could test the speaker &microphone after joining
Click “Audio settings” fordetailed adjustments.

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Virtual Background
Virtual BackgroundYou could upload your virtual backgrounds in addition to the backgrounds currently uploaded.
Example: If your camera is set to 16:9, an image of 1280 by 720 pixels or 1920 by 1080 pixels
would work well.

upload your own virtual backgrounds↓

Japanese interface

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Screen Sharing
Steps
Open the presentation file at desktop before clicking Sharing Screen.
1. Follow the steps down below to share your presentation file. Please make sure to switch to fullscreen mode if you are using PowerPoint while presenting.
2. Remember to stop the screen sharing once your presentation has finished.

①Presentation file②
Select the presentation file you just opened.

③
If there is a video or audio clip inside your presentation,
make sure to tick this box.

④⑤
Stop the screen sharing once
your presentation has finished8Screen Sharing
Japanese interface①③発表の際に音声が含まれる動画がある場合、必ずチェックを入れてください。

④②共有したいファイルやアプリをクリックしてください。

⑤
発表が終了した際に、「共有の停止」をクリックしてください。

9Notification for presenters
There will be a staff in each room, please do not hesitate to contact us if you haveany questions.
1. Attendance confirmation
Please make sure to enter the meeting room 10 minutes before the session start.
2. Undisturbed space
Please avoid joining the meeting in a place where audiences could easily hearother’s conversation or phone rings (such as offices or cafés). Also, please always
be aware of the battery of the device you will be using.
3. Environment with good internet connection
Serious time–lag might happen if the internet connection is not strong enoughespecially during screen sharing. If you are presenting in a place with a weakinternet connection, turning off the camera might help a little bit with the time-lag.

4. Audio echo
If Multiple computers with active audio in the same conference room, it will cause
the echo easily. Please use a headset if you are in the same room with multiple
participants/presenters. Also, remember to mute yourselves after talking.

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Oral session
10 mins before the session starts

Entry/Attendance check

Rename your screen name into【Presentation number (name)】*Please check your presentation number in the final program.
Contact the information down below if presenters are not able to join the session on time.
Welchat(China): Chen13524577248 陈智明TEL.(Japan): 090-9449-5863 （唐木）3 mins before the session starts

Announcement by staff

The staff will start sharing screen with the information about session title and notification.
Session starts

Chair greetings

The chair will announce when the session starts.
Presentation starts

Plenary talks
Invited talks

Presentation and Q&A

40 minutes (35 min. for talk and 5 min. for Q&A)
20 minutes (15 min. for talk and 5 min. for Q&A)

The first bell is 2 minutes before the end of talk; the second bell is the end of talk; the thirdbell is the end of presentation.
• Please start your presentation after the chair announces.
• After the presentation, the chair will ask the floor to raise hands if they have any questions.
• Presenters could unmute themselves to answer the questions.

Staff
W. Toyama (A univ.)

Session closed

Announcement /Leave

The chair will close the session when the time is up. Presenters could either leave the meetingrooms or stay to join the up coming session. Please make sure to change your screen name intoaudience after your present session.
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Poster session
During the poster session, each presenter will join a breakout room with the name of

their poster number. Audience will be able to choose the breakout room they want toattend. Please stay at your breakout room and wait for the audience to join.
Presenters can use all the ZOOM meeting functions inside the breakout room aswell(such as chat or screen sharing)
After join the poster session, the system will automatically transfer each presenter totheir breakout room. If does not, presenter could join the breakout room bythemselves. Please double check the room name(poster number) before you join.

③②②

Join P2-01?

Join

YESNO

③

English interface①

You could ask for help after join the breakout room, the staff will enter your breakout
room as soon as possible.

12Troubleshooting• Cannot hear other participants’ voices / own’s voice cannot be heard
1. Check the correct microphone and speaker have been selected.(GuidelinesPage6)
2. Check the on/off switch on your own’s headset.
3. Please contact the staff via chat if the problem still not being solved.
• Not able to turn on the camera or microphone
1. Turn on app permissions for your camera in your device.
2. Example：For Windows users• Audio echo
1. If Multiple computer with active audio in the same conference room, it willcause the echo easily. Please use a headset if you are in the same room withmultiple participants/presenters. Also remember to mute yourselves aftertalking.

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