Guide to Running Sessions(For Presenters & Chairs)
P.2

Outline:Presentation & Discussion (before/during/after session time)
P.3 Presentation & Discussion on InfoVaya (before/after session time)
P.4 Presentation & Discussion on zoom (during session time)
P.6 Schedule Outline
P.7 ZOOM Preparation
P.11 Session day
P.18 Remarkable points
P.19 Contact Information1

Outline of Presentation & Discussion (before/during/after session time)
Before session time (May 21, 2021 8:00~(JST))→
Presentation (Video)

InfoVaya（P.3）

Chat-based discussion(comment section)

During session time (May 24~26, 2021) →ZOOM Meeting（P.4～）*If there’s no question on zoom, discussions on InfoVaya may
referred by the chair.
**The question posted on InfoVaya may be brought to theZoom meeting by the questioner who want to have live
discussion with the presenter.

Flow of oral discussion time (same as P.4)
Chat “I have a question” on zoom

Presentation (Video) &Discussion on Zoom

Picked out by the chair
Oral discussion

After session time (until May 27, 2021) →InfoVaya（P.3）
Participants can continue discussions

Presentation (Video)

Chat-based discussion

after the session on Infovaya.

(comment section)
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Presentation & Discussion on InfoVaya (before/after session time)①Presentation and session information①②Text of abstract③Presentation Video③

・Participants can watch the pre-recorded video anytime.

④④Paper (PDF)⑤Presentation Slides (if any)②⑤

⑥Comments (chat-based discussion)⑥

・Participants can write questions anytime.
・Presenters should write the answers for the comments

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Presentation & Discussion on zoom (during session time)
Discussion before session time

Zoom (100min)(InfoVaya)

Session greeting
Presentation (video)

Paper 1
Presentation time (video)
Paper 1
Oral discussion time

Chat-based discussion

12-15min

5min

Oral discussion time
Chat “I have a question” on zoom

Paper 2Presentation time (video)
Paper 2

Oral discussion time

12-15minPicked out by the chair

5min

Oral discussion*If there’s no question on zoom, discussions on InfoVaya may~Paper 3, 4, 5 will continue~

referred by the chair.
**The question posted on InfoVaya may be brought to the Zoom

Session Closing

Break time

meeting by the questioner who want to have live discussion withthe presenter.

4Presentation & Discussion on zoom (during session time)
We are going to use ZOOM Meeting for during session time.
This support document provides step-by-step instructions for presenters andchairs on how to use ZOOM.
Please read this carefully in advance and be prepared.

1. Please make sure of your internet connection environment first.
We recommend using a wired LAN.
2. Find a quiet place as much as possible.
3. Make sure your PC has a camera, speaker and microphone.
4. Use earphones with microphones or headset microphones.
5. Close all unnecessary applications before joining.

5Schedule Outline
Step

PeriodAction

Preparation

In advance

Install Zoom

Test
connection
day (notnecessary)

DetailMake sure that zoom is installed on your PC in advance. Check the function of the microphone and speaker.

There’s a brief connection test and briefing time right before the session break time.

In advanceTestconnection onzoom

However, those who would like to check in advance, we will be having connection test day in advance.
[Test Connection day] May 19, 2021 10:00– 12:00, 18:00-19:00(JST)*URL and Meeting ID will be announced later.
Note: If more than one person join at the same time, you may have to wait for a little. Please keep connecting and wait.

15min prior toyour session

2 min prior toyour session

Testconnection &briefingEnter a room

A staff will be waiting on test connection ZOOM at break time. The information of test connection zoom link will be sent on
May 21 (fri).
Please access zoom to check the connection status, microphone, settings and anything you need to know. The staff will
explain the brief instruction for the session.
After the test connection, all chairs and presenters are required to enter zoom at latest 2 minutes prior to your session
time start. When you login, please change your zoom name as below, so that operator will know who is the speaker/chaireasily.
[For Presenters] “Presenter (program number)_Name” e.g.) Presenter(A1.1)_Hiroshi Fujimoto[For Chairs] Chair(session number)_Name” e.g.) Chair(A1)_Hiroshi Fujimoto

Session day

1 min prior toyour session

Stand-by

About 1min prior to your session start, operator will request you to stand-by, so please stand-by with the video on and themicrophone off.
When it's time to start, operator will tell you "please start session".
Turn on microphone and start the session.

On timeStart

Start your session. Below is the basic flow.
① Chair：Greeting② Chair：Introduction of the 1st presenter③ Operator: Broadcast presentation video with narration④ Live Q&A (Q&A will be conducted by Oral Communication. Support staff will assist the chairs.)*Next presenters will continue as follows.

End of yoursession

FinishAfter the closing remarks of the chair, operator will display the title slide and session is closed.

After thesession

Rating(Chair Only)

Please note that chairs need to fill out score sheet for award as soon as the session finishes. The excellent presentation by
young investigator under the age of 40 (as of March 31, 2021) will be awarded during the closing ceremony.

6Preparation① Install Zoom
If this is first time for you to use zoom, please install zoom in your PC.

Go https://zoom.us/download#client_4meeting
Click “Download”

Zoom will be automatically operated from the next log-in time
Note: Please avoid using smart devise when you make presentation.

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Preparation② Setting1
Please sign in zoom in advance and make necessary setting.

2) Click Setting where shown below at the right-side upper corner.

1) Sign in zoom.

8Preparation③ Setting2
3) Click “Video”, then check the details as below.

4) Click “Audio” and test your speaker and microphone.
Check the details as below.

NOTE: Please set the "Display resolution" of the PC to "Full HD (1920 x 1080)".
9Preparation④ Test connection
There’s a brief connection test and briefing time right before the session break time.
However, those who would like to check in advance, we will be having connection test day inadvance. Please join this test connection. (This URL is different from the session URL)

【Test connection date】 May 19, 2021 10:00– 12:00, 18:00-19:00(JST)*URL and Meeting ID will be announced later.
Reservation is not required. You may join anytime you wish.
Available Language: Japanese or English.

A director will be on standby to assist you. Please understand that in case there are some persons
joined at the same timing, you may have to wait for a while.
Also, you can try self-check option on zoom (Please note that there’s no EVTeC 2021 staff).
https://zoom.us/test[Inquiry]E-mail:evtec2021@jtbcom.co.jp
10Session day①

Session briefing (15min prior to the session)

1. A staff will be waiting on test connection ZOOM at break time. The
information of session briefing zoom link will be sent to thepresenters/chairs on May 21(fri).
2. Please check the connection status, microphone, settings, andanything you need to know.

3. The staff will explain the brief instruction for the session. After thebriefing, please enter the meeting room (refer to next page).

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Session day②

Enter the meeting room (5min prior to the session)

1. Go to the following URL (to be linked to InfoVaya), and login with your email address and password.
https://events.InfoVaya.com/event?id=72

2. After you login, please select the program that you will present/handle session.
Once you moved to the session, please click “join online session” link to launch zoom meeting.

Presentation list

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Session Day③

How to set microphone and video

Please turn the microphone and video on and off by yourself.
About 1 min before the session starts, the director will send a message in chat asking you to stand by.

For chairs, please turn on the video by clicking "Video" button at the bottom left.
When the director send a chat asking a chairperson to start the session, please set microphone on and start the session. Thepresenter should turn on the microphone only when he/she speaks.

*When you login, please change your zoom name as below:[For Presenters] “Presenter (program number)_Name ”e.g.) Presenter(A1.1)_Hiroshi Fujimoto[For Chairs] Chair(session number)_Name” e.g.) Chair(A1)_Hiroshi Fujimoto**While presentation (video), chair and speaker need to turn off the microphone.

Chair13

Session Day④

Basic flow of the session① Chair：Greeting② Chair：Introduction of the presenter③ Operator: Broadcast presentation video with narration④ Live Q&A
Q&A will be conducted by oral communication.
(Support staff will assist the chairs.)※Chair and Presenter are required to set microphone “OFF”, when he/she is not talking.
※For Chairs: If the presenter not showed up to the session, please remain his/her

presentation time as break time, and proceed the session as scheduled.

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Session Day⑤

Discussion on Zoom

The attendee who would like to make question, they will chat “I have a question”.
While discussion, chair need to check the “Chat" at the bottom of window during session.

The chair should pick the attendee’s name and allow him/her to talk. Then, the attendee will unmute themicrophone, and make questions to the presenter. The content of chat can be viewed by all participants.

Ex.: [chair] We have a question from Dr. A about ***, Dr. Yamada, …
[presenter] About *** , …

*For presenters: Please prepare the presentation slide, in case the attendee wants to ask particular part of your slide.
*For chairs: In case there’s no live question, please check the chat area of InfoVaya (P.3).

I have a question.
※Please do not put question detail.

ChairPresenter

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Session Day⑥

For presenters：How to Share Presentation Slide①

1. Please click “Share Screen” button.
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②④

③

2. Choose the powerpoint (or application) file you would like to share.
(*Please note that if you choose screen, your desktop screen will be shared.)
3. Check the “Share sound” checkbox if needed.
4. Click the “Share” button.
17Remarkable points① Microphone ON / OFF
The chair and presenter will put the microphone ON/OFF by themselves, but depends on the situation, operator
may forcibly switch the microphone.
② Presentation time keep

There is no time-keeping clock display on the Zoom screen to show the remaining time. Please check the lecture
time of each performer in advance and manage the time with your own clock. Depending on the situation, the staff
may send you a chat regarding time management.
③ In case of network trouble of chairs/presenters

Chair： Please contact the support staff in by chat. The staff will check with the organizer and act on your behalf.
Presenter: If the problem does not improve after waiting for a while, please switch to the next presenter.

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Contact information
EVTeC 2021 Secretariat
Secretariat:evtec2021@jtbcom.co.jp

Program office: evtec2021-p@jtbcom.co.jp

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