Instructions for Participants_ISASE2024
We appreciate the cooperation of all participants.
On-site venue:
Kyushu University Ohashi Campus
4-9-1 Shiobaru Minami-ku, Fukuoka, Japan 815-8540
https://www.kyushu-u.ac.jp/en/campus/ohashi
Building 5 Design Library
https://www.kyushu-u.ac.jp/f/52542/OHASHI_Eng.pdf
Room No. :
On-site reception: Building5 1F Room 511
Online Room B = On-site Building5 2F Room 524
Online Room C = On-site Building5 2F Room 521
Online Room D = On-site Building5 2F Room 525
For both online and on-site participants:
1. Video conferencing system
We are going to use a video conferencing system, Zoom Meetings. The chair and presenter must install Zoom before the session. Please use the desktop app rather than the web app (browser extension), whose lesser performance may cause interruptions.
Download Zoom: https://zoom.us/download
How to use Zoom: https://support.zoom.us/
2. How to join the sessions
Please join the session by following the steps below.
(1) Select the date of participation from the timetable menu on the left side of the page.
(2) Select the session in which you wish to participate in from the timetable.
(3) Click "Preparation", enter the password that will be sent to you by email on 1st March, 2024.
(4) Clicking "Click here to join the session", Zoom will be launched automatically.
(5) Set your display name for Zoom meetings.
Participants:
Please show your full name. Your cooperation will facilitate the question and answer session. Ex. Taro KANSEI
Presenters:
Please prefix your two-digit presentation number to your full name. Ex. 02: Hanako KANSEI
Session Chairs:
Please add "Room A/B Chair" to your full name. Ex. Room A Chair: Jske KANSEI
Note: The URL to launch Zoom Meetings may be different for each session, even within the same room.
3. Before the session
You can enter the room 10 minutes before the session starts. If you connect before the host, please wait in the lobby.
For online participants:
The presenter should click on the "Share Screen" icon of Zoom and select the presentation software to make a presentation.
The presenter must test the microphone and content sharing before the start of the session.
For on-site participants:
We will stream the Zoom meeting live using ICT facilities available on-site and project it onto a screen at the front of the room. If you are presenting, please do so at the podium at the front of the room and connect to the Zoom meeting on your own PC, using the “Share Screen” function to present any visual aid. (Please note that we will not be able to provide PCs for presenters; please bring your own). Please turn off the microphone and camera on your PC and use the microphone and camera provided on the podium instead.
4. During the session
For online participants:
You can turn on/off the microphone and camera by yourself. However,for the smooth operation of the session, please mute your microphone and turn off your camera except during your presentation or questions. In some cases, staff members may be forced to mute it.
Please refrain from unmuting and applauding after each presentation. It may cause audio problems.
For on-site participants:
We ask both presenters and participants to please mute your microphones and turn off your cameras, and use the microphone and camera we will provide for presentations and questions.
The allocated time for one presentation is 18 minutes. (15 minutes talk and 3 minutes discussion). The session chair will ring the bell three times:
The 1st bell: 3 minutes remaining for the talk (at 12 min.)
The 2nd bell: The end of the talk (at 15 min.)
The 3rd bell: The end of the presentation (at 18 min.)
There are two types of presentations.
(1) Real-time presentation and discussion, recorded (The video will be delivered to the ISASE2024 participants via Zoom Cloud Service after ISASE2024)
(2) Real-time presentation and discussion, not recorded
For sessions containing presentations of both types (1) and (2), we will record the entire session, then delete content with presentations of type (2) before sharing. Thank you for your understanding.
Note: It is not possible to change the presentation type that is already listed in the program on the day of the conference.
5. Question and Answer session
For online participants:
When asking a question, please use the Raise Hand function on Zoom. After you are called by the chair, please unmute the microphone and give your question along with your name and affiliation.
-How to raise hands in Zoom:
Click the "Reactions" icon at the bottom of your Zoom panel, then you will find "Raise Hand" icon.
For on-site participants:
Please also use the Raise Hand function on Zoom to ask a question, as the chair may be participating online. Please use the microphone provided on site to ask your question.
You also can leave your questions in the comments section of Confit. The chat function of Zoom is used for troubleshooting the connection, so please do not use it to ask questions to the presenter. The presenter must check and answer the questions in the comments section of the Confit.
6. Important reminder
Please do not share the links to launch Zoom meetings and video links with others. Do not use screen capture software to record the session.
The Zoom meetings connection will close immediately after the session ends.
Please note that the order of presentation may be changed due to cancellation or trouble.