Instructions for Session Chairs
1. Video conferencing system
The chair must install Webex Meetings before the session. Use the desktop app rather than the web app (browser extension), whose lesser performance may cause interruptions.
Download Webex Meetings: https://www.webex.com/downloads.html
How to use Webex Meetings: https://help.webex.com/en-us/n62wi3c/Get-Started-with-Cisco-Webex-Meetings-for-Attendees
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 you wish to participate in from the timetable.
(3) Click on "Preparation" and enter the password that was sent to you by e-mail on Sunday, 6th September, 2020.
(4) Clicking "Click here to join the session" will automatically launch Webex meetings. You don't necessarily need a Webex account.
(5) Set your display name for Webex meetings.
Session Chairs:
Please follow the format "Room 1/2/3/4 Chair" + “your full name”. Ex. Room 1 Chair: Jske CHUO
Note: Each session will be hosted by a staff member, but the chair will also have co-host privileges. The name of the staff member is displayed as "Staff_name". Please check with the presenters and staff before the session starts. The chair will have the discretion to facilitate the session. We anticipate problems such as cancellation of presentations or connection problems, but we ask you to take appropriate measures such as changing the order of presentations.
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.
Ask the presenter to test the microphone and content sharing. Test your microphone and content sharing before the start of the session. (See How to use Webex meetings.)
When playing a video (VOD) presentation, check the "Optimize for motion and video" box.
4. At the start of the session
Please inform the participants of the following at the start of the session.
(1) Room number and session name
(2) Presentation time and bell ringing time
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, as follows;
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.)
(3) Management of the discussion
The question and answer is handled differently for each type of presentation.
- For real-time presentation:
When a participant asks a question, they should use the hand raising function on Webex Meetings. After being called by the chair, they may unmute their microphone and give the question along with their name and affiliation.
- For video (VOD) presentation:
Please remind the participants to leave their questions in the comments section of Confit. The chat function of Webex Meetings is used for troubleshooting of 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.
(4) Mute the microphone during the session.
Please mute 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.
(5) Important reminder
- Please do not share the links to launch Webex Meetings, links to VOD and links to conference papers on the conference website with others. Do not use screen capture software to record the session.
- The Webex Meeting will close immediately after the session ends.
- Please note that the order of presentations may be changed due to cancellation or trouble. If there is a presentation that is cancelled in the session, the following presentations will be moved up.
5. During the session
In addition to facilitating the session, you will be responsible for the (1) timekeeper and (2) playing the VOD presentation.
(1) Timekeeper
Please prepare a device that rings a bell, such as a timer app* on your smartphone or PC, and let the participants know the time through a microphone on the computer running the Webex Meetings. Please remember to unmute your microphone when ringing the bell.
Staff members in charge of all sessions are in the same room and cannot ring the bell. Therefore, we would appreciate your cooperation.
* Web app for timekeeper
http://maruta.github.io/timekeeper/#t1=12:00&t2=15:00&t3=18:00&m=
(2) Playing the VOD presentation
For presentations marked "(2) Video (VOD) presentation" in the session information page, the presenter does not participate in the session in real time.
After introducing the presenter and title of the presentation, please click on the URL of the VOD presentation and share the video on Webex Meetings.
Note: It is not possible to change the presentation type that is already listed in the program on the day of the conference. For example, a "VOD presentation" that did not submit a video file cannot be changed to a "Real-time presentation" and the presentation will be cancelled.