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Info
titleImportant notes

You will join a Zoom meeting to chair the session you have been assigned. You will be joined in Zoom by your co-chair, the speakers in your session and a technician. The session will be live streamed to the wider audience, they will not be in Zoom with you and you will not be able to see the audience.

Only join Zoom for the session which you are chairing. You can view the other sessions via the live stream. Do not have the live stream open while you are in Zoom, as this may result in you hearing delayed audio back on yourself.

Questions from attendees will be submitted through a chat facility within the livestream. To view and moderate the questions you need to have a simple link open on the side; we recommend using a separate device if possible. See below for information about the question moderation app (Q2P).

Zoom


Question moderation app (Q2P)


Password: EcmwfQ2p!  

Event microsite

Guidelines

ECMWF is working with Glasgows, our AV technician partner, to deliver the workshop. A technician will handle all the technical aspects of the session (recording the session, playing any pre-recorded content, sharing presenter slides) allowing you to concentrate on introducing speakers, engaging the audience and moderating questions. You will be responsible for turning your own video on and off and muting/un-muting yourself as appropriate. This short guide will help you get set up in advance, whilst also minimising delays and ensuring a smooth and productive workshop.

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titlePre-session responsibilities
  • An AV technician will provide a training session for all session chairs on 8 February XXX DAY, we will contact you with a suggested time slot for you to attend.
  • Please familiarise yourself with the speakers in your session and prepare a short introduction for each presentation. We recommend using the speaker name, affiliation and information from their biography, which you can access from the event microsite, to create your introduction.
  • Familiarise yourself with the programme schedule for your specific session. We will advise which presentations are live vs pre-recorded.
  • If you are not familiar with Zoom, please read through the Zoom guidance below.
  • Be available to the authors/speakers in your session and assist with questions as required. If the questions are out of your scope please forward the question to events@ecmwf.int.
  • Coordinate duties with your co-chair beforehand.

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titleZoom guidance

If you have not used Zoom before

Use a laptop or desktop PC (with webcam and microphone installed). If this is not possible, you can download the app on iPads and other tablets.

  • Join the Zoom test meeting > update link

Follow the instructions to test your video and audio (if your browser prompts you to open Zoom, please click “Allow”). Best results are achieved with a wired headset microphone if you have one. Please do not use a Bluetooth/wireless headset.

Location, location, location!

You will appear in the live stream when you introduce a speaker and during the Q&A, so it is important that your camera set up is good. Find a suitable location, whether at home or in an office please consider the following:

  • If you have a good quality wired headset mic then please use this.
  • Don’t set up in front of a window as the light behind you will put you in silhouette.
  • Find a quiet location.
  • Use a wired internet connection if you can.
  • If using WiFi then make sure you are as close as possible to your router.

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