Presentation & Session & AV

Instructions

Zooming into a FLAIRS Conference!

FLAIRS presentations are displayed via Zoom. At the venue there is a computer in each session room (and at the reception - the reception computer is in the main Zoom room, showing what's going on in the reception area). There is a Zoom breakout room for each of the parallel sessions, in which presenters give their talks. The computers in the session rooms project the presenter's shared Zoom screen onto a big screen for attendees to watch. Presenters stand/sit at the front of the session room with their own laptop so that attendees can see and hear the presentation in the normal way, and the remote audience can watch the presentation too. Note that presenters do not have to connect their laptop to the projector - all that happens through Zoom, so there are none the "my computer can't connect to the projector" issues!

In order to give a presentation at the conference, or watch the talks remotely, you have to register to attend the Zoom meeting. You are then provided with a unique link for joining the Zoom meeting (no passcode required). Please use your full name in the Zoom registration (no funky screen names).

Below are checklists for the various categories of attendees; several might apply to you. Read carefully, and get ready to enjoy FLAIRS!

If at any stage you are having difficulties connecting to the conference through Zoom, please contact the AV organizer:

Geoff Sutcliffe: +1 7863613163, geoff@cs.miami.edu

Checklist for Paper Presenters

Have the latest Zoom app installed.
Make sure your laptop battery is charged.
Go to the physical session room.
Connect to your session's Zoom room - in the Breakout Rooms window click on the number at the right to join that room, and confirm.
Talk to the session chair before session starts, to confirm you can share your screen.
Stand/sit by your laptop so that your laptop camera shows your face, and your laptop microphone captures your voice.
Unshare your screen when finished.

Checklist for Poster Presenters

Each poster presenter will be provided with a poster board, 4 feet wide by 3 feet high - just like this. Clips and pins will be available to attach your poster to the board prior to the poster session.
Prepare and print the poster in advance - there are no printing services provided on-site.
Be physically by your poster for the duration of the poster session - people will want to talk to you about your research.
Take your poster down at the end of the session - any left over will be trashed. Don't take the poster board.
Poster teasers (for only those FLAIRS conferences that have a poster teaser session - not all do)
- Send a one-page, landscape format, PDF of your poster teaser to TBA.
- Poster teaser session
  - The session chair will share your slide for you to talk to. You just talk in Zoom.
  - You will have strictly no more than 1 minute to introduce your poster - the session chair will cut you off without mercy at 1 minute.
  - This is your chance to advertise your poster, so that attendees will come to the poster breakout session - be fast, be dynamic, be exciting!

Checklist for Audience

You can watch the presentations via Zoom, e.,g., you can be physically in one session and watch a talk from another session. Or you might be out by the pool :-)
Have the latest Zoom app installed.
Make sure your laptop battery is charged.
Connect to your session Zoom room - in the Breakout Rooms window click on the number at the right to join that room, and confirm.
Enjoy the session

Checklist for Session Chairs

Have the latest Zoom app installed.
Make sure your laptop battery is charged.
Go to the session room.
Make sure the room computer is plugged in, and has wifi connection
Connect the room computer to your session Zoom room - in the Breakout Rooms window click on the number at the right to join that room, and confirm.
Ensure presenters can share their screen.
Ensure the room computer is displaying OK - call organizer if not.
Mute the room computer.
Mute all except the presenter (mute all in the Participants window).
In the unusual event that a presenter is remote, turn on the power speakers.
Monitor time, warn the presenter at 5min, 2min, 0min.
If presenter does not stop sharing their screen, do it for them.
Turn off the power speakers.

Checklist for AV Organizer

Have the latest Zoom app installed.
Make sure your laptop battery is charged.
For each computer NN = 00..04
- Make sure each computer has Chrome and Zoom, with Chrome the default browser
- In Chrome, login to the Gmail account FLAIRS.Conference.NN, password - ask Geoff
- In Zoom, login to the Zoom account FLAIRS.Conference.NN@gmail.com, password - ask Geoff
- In Chrome, goto FLAIRS-XX.info, and do a Zoom registration for FLAIRS, Conference.NN, FLAIRS.Conference.NN@gmail.com (Geoff to approve)
Day before: Set up computers, cameras, speakers, projectors, screens in session rooms and lobby.
- Only the registration desk with computer 00 has a webcam
Each day:
- Start meeting, join meeting on computer 00, make 00 the host, leave meeting
- Create breakout rooms, update name for each session.
- Make computer 00 co-host
In each room each day:
- Ensure the room computer is on, connected to wifi.
- Login to Google on the room computer, using the account FLAIRS.Conference.NN, NN = 00 to 04, 00 is the lobby. The password is, well, ask Geoff. The TFA phone number is Geoff's Google number - ask Geoff. The recovery email is president@flairs.com (that's Geoff). The birthday for each Google account is 01/01/1987.
- Join the Zoom meeting, in gallery mode, full screen, muted, video off, speakers on, hide video panel
- Move to the breakout room. If you need to login to Zoom (shouldn't be necessary but life can be weird) use the Gmail account for that computer, and the password is, well, ask Geoff.
- Test it all with a fake session.
Ensure you are available on phone or email to provide help for remote speakers with difficulties.
- Geoff: +1 7863613163/geoff@cs.miami.edu

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