BL2021 Virtual Conference Presentation Guidelines
IMPORTANT: To ensure the proper execution of this virtual conference, please pay special attention to the instructions below. If you have any questions or difficulties following the guidelines, please contact the BL2021 Secretariat at firstname.lastname@example.org.
1. How will the conference work?
The conference will be held on a virtual platform where all registered attendees (including speakers and session chairs) will be able to access the Zoom sessions of the program. Zoom sessions will be managed by the Conferium technical team. Make sure you are registered to the conference. If so, you should have received your access code in the Automated acknowledgment of your registration email. The access code will also be sent in a reminder few days before the conference to all registrants.
We request that speakers (contributed talk-oral and symposium) prerecord and upload their presentations before July 1, 2021 to improve the quality of the delivery, avoid going over time and avoid any technical issue. If you must present your presentation live, please contact the BL2021 Secretariat at email@example.com before July 1, 2021. Posters should also be uploaded ahead of time, no later than July 1, 2021. Speakers and presenters should be virtually present for their entire session in order to answer questions and participate in the discussion. All presentations should be in English.
The virtual conference will be similar to an in-person conference. Oral presentations are assembled in sessions according to a theme, and they are assigned a virtual room. A session chair coordinates each session. All registered attendees can attend all sessions and switch from session to session at will. Participants access the session of their choice by entering a virtual room via a hyperlink.
As with in-person conferences, time is allocated after each presentation for questions and discussion. Participants will be able to use a Q&A box to ask questions during the presentations. The session’s chairperson will then select a few questions, depending on the time allocated for the discussion, and will read them to the presenter, who will be able to answer orally during the session. Attendees will also be invited to use the Raise Hand feature to indicate that they wish to ask their question out loud. Technical staff will activate their microphone according to the chair's request. The presenter will also be able to answer, after her/his session, any remaining questions through the Q&A box.
All sessions will be fully recorded for post-conference streaming so that all registered attendees will be able to revisit the sessions and catch up with the talks they've missed for a period of three months following the conference (until October 9th, 2021). Please note that we automatically assume that presenters accept that their recorded presentation will be made available to participants for post-conference streaming on the BL2021 Conference virtual platform. In case of refusal, presenters need to notify us at firstname.lastname@example.org by July 6, 2021, and the Secretariat will manage the requests.
Posters will be assembled in sessions and accessible online in the program for participants to visit at their will throughout the conference. The question period will take place live by chat, during the poster sessions, in a channel assigned to each presentation. It will also be possible to have asynchronous chat during the entire conference. Details will be sent with your schedule before the Conference.
2. Preparing your presentation
The duration of the pre-recorded presentations must be strictly observed.
Contributed Talk (Oral): The time allocated to each contributed talk is 15 minutes (12’ pre-recorded presentation followed by a 3’ for questions). The question period will take place in livestream following your presentation or at the end of your session. The technical staff will give you access to the discussion and the session chair will lead the question period.
Symposium presentation (Oral): The time allocated to each symposium presentation depends on the symposium. Please contact your symposium organizer to confirm the time. The question period will take place in livestream following your presentation or at the end of your session. The technical staff will give you access to the discussion and the session chair will lead the question period.
Workshops (Oral): Workshops will be held live with open discussion among the participants.
Poster presentation: Poster format, PDF files accepted only. No video presentation is required for poster presentations. No Zoom session.
Posters will be assembled in sessions and accessible online in the program for participants to visit at their will throughout the conference. The question period will take place live by chat, during the poster sessions, in a chat channel assigned to your presentation. It will also be possible to have asynchronous chat during the entire conference. The Posters chat channels are at the bottom of the virtual platform, and channels are identified by number and name followig the same order than in the Poster sessions (alphabetical, see Wednesday and Thursday 4:00 PM in the virtual program).
- Poster size (in/cm): 24 x 36 / 61 x 91.4. Posters can be in landscape or portrait orientation. Conference delegates will be viewing your poster on their computer screen, so please be mindful of the size of your images and fonts.
- Language: All written content on e-posters needs to be in English.
- File format: .pdf
For a pre-recorded presentation, you will have to record yourself narrating a digital version of your presentation. You are free to choose the style of presentation you want, you can decide to record only your slides, yourself or both. It is suggested to use creative methods, e.g. subtitles, animations and video, to enhance your presentation further.
You can use the software or application of your choice to pre-record your presentation. Different tools are available to assist you and enhance your presentation, please find some suggestions below:
- Zoom (step by step guide)
- Microsoft PowerPoint (Instruction video)
- Prezi (Instruction for a video)
- Screencast (information)
Accepted formats are: .wmv, .mp4 or .mov
The following formats are NOT accepted: .ppsx, .pptx, .ppt, .pps
3. Uploading your pre-recorded oral presentation
You must submit your recorded video no later than July 1, 2021.
IMPORTANT: Please use the reference number of your communication to rename your video (alphanumerical code that looks like 214-xxxx-xxx).
When you are ready to upload your presentation to our server, please follow these steps:
a) Access your submitted abstract. Please click on the link below and use the access code provided previously by BL2021 Secretariat.
b) Once you are logged in, click on « Upload your video » on the top menu bar, and follow the steps.
c) At the end of the process, make sure you click on the "Finalise" button to validate your entry or your modifications.
4. Uploading your poster (PDF)
We ask that you submit your poster (PDF) no later than July 1, 2021.
IMPORTANT: Please use the reference number of your communication to rename your poster file (alphanumerical code that looks like 214-xxxx-xxx).
When you are ready to upload your poster to our server, please follow these steps:
a) Access your submitted abstract. Please click on the link below and use the access code provided previously by BL2021 Secretariat.
b) Once you are logged in, click on « Upload your document » on the top menu bar, and follow the steps.
c) At the end of the process, please do not forget to click on the "Finalise" button to validate your entry or your modifications.
5. Preparing for your virtual session
Before the conference starts
In order to enter the platform, make sure you are registered to the conference. If so, you should have received your access code in the Automated acknowledgment of your registration email.
*Please note that the access code will be sent in a reminder few days before the conference to all registrants.
Find your presentation in the online program as scheduled (link coming soon).
Test your Internet speed, we recommend an Internet connection speed of at least 2.5 Mbps. Click here to test your Internet connection speed.
For an optimal experience, a microphone is recommended, preferably a connected headset. We suggest that you participate in the conference in as quiet a place as possible, considering your personal situation. We understand that some intrusions of home life may be inevitable during the conference.
Before the session starts
Please join the virtual session 10 minutes before the official start time. (Find how to access your session in the section «To access the virtual conference»)
A technical staff will be assigned to each virtual session to promote speakers to a panelist role in Zoom when they enter the session, to play pre-recorded videos and assist panelists when needed. A session chair will also be assigned to each session to facilitate and oversee the time and question period.
When entering the session, make sure to identify yourself with your FIRST NAME and LAST NAME and use the Raise Hand feature so that the technical staff can easily find you.
At first, you will enter the Zoom as an Attendee. The technical staff will then change your role to Panelist. This role change will momentarily remove you from the virtual room; however, you will automatically rejoin the session.
During the conference, only panelists (speakers and moderators) will be able to turn on their cameras and share their screens.
Note that as a panelist, when your camera and microphone are on, all participants can see and hear you.
During the session
Please mute your microphone and close your camera when you are not speaking to avoid any interference. Only open them when it’s your turn to speak.
An introduction video will be played until the starting time of the session, when the session chait will do a short presentation.
Pre-recorded presentations will be managed by the technical staff according to the established schedule.
The question period will take place live following each pre-recorded presentation. You will be invited to open your microphone and camera during the question period. During the question period, the screen will be switched to panel mode by the technical staff and both the session chair and the speaker will appear side by side on the screen.
The session chair will lead the question period for the allotted time. Participants will be able to use a Q&A box to ask questions. The session chair will select a few questions and read them to the presenter who will be able to answer orally. During the question period, attendees can also use the Raise Hand feature to indicate that they wish to ask their question out loud. Technical staff will activate their microphone according to the chair's request.
If you need technical assistance, you can contact the technical staff (identified “First name – Conferium”) by using the Chat feature available in Zoom.
Zoom features that will be available for panelists during the session
You will be able to turn your camera on and off yourself. For more information, read: Configuring Audio & Video (ENG)
If you wish to show a slide or other content to all attendees during a session, click on the “Share Screen” button in Zoom interface. Select the window or desktop you want to share. Please do not forget to check the sound box if you share a video. You should not have to use this feature as we ask presenters to pre-record their presentations (videos will be played by the technical staff). But if needed, it will be possible to share your screen (as a panelist).
As a speaker or chair, you will be able to see the list of Participants. The pop-up box separates the audience in two columns: Panelists and Attendees.
The Chat feature will be used exclusively by panelists. The technical staff (identified “First name – Conferium”) will use it to privately contact presenters and the chair. If you need assistance, you will be able to contact them quickly this way.
The Q&A feature will be used by attendees to ask questions. The session chair will choose the most relevant ones to read for speakers to answer during the question period. Speakers will also be able to answer, after their presentation, any remaining questions through the Q&A box (until the end of the session).
You can use the Raise Hand feature to inform the technical staff of your presence when entering the virtual room. During the question period, attendees can use the Raise Hand feature to indicate that they wish to ask their question out loud. Technical staff will activate their microphone according to the chair's request.
6. Conference background for Zoom
An optional virtual background will be available if you wish to hide or standardize your surroundings or display the conference’s image during your presentation. You can download it here. This feature works best with a green screen and uniform lighting to enable Zoom to detect the difference between you and your background.
Please click here for instructions to change the standard background.
We recommend that you do a test beforehand to see which background works better for you, depending on your environment.
Zoom Tutorial: Changing your Virtual background (ENG)
7. To access the Virtual Conference
To access the Virtual Conference and the session in which you are presenting, please follow the steps below.
Step 1: Click on the virtual platform link to join the Virtual Conference (link coming soon)
Step 2: Use the icon ”LOGIN” available on the right of the top menu
Step 3: Enter your email and access code provided by the Conference Secretariat. (Please note the access code will be sent in a reminder few days before the conference to all registrants)
Step 4: A successful login returns you to the schedule of the Virtual Conference
Step 5: Click on the desired session at scheduled time
Step 6: Click on the icon "WATCH LIVE". The Zoom website launches.
Step 7: If required, please enter your email address, first name and last name and click "Continue" to confirm that you wish to enter the Zoom session.
Important: By attending the BL2021 conference you adhere to the code of conduct adopted for the event.