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Important 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.

Slido will be used for questions from attendees. See further information below.

Zoom

https://ecmwf.zoom.us/j/96694264007?pwd=NEdFWDJMTGczdjdJdjdXWVNVWjVYUT09
Meeting ID: 966 9426 4007
Passcode: ecmwf-v

Slido

https://accounts.sli.do/invitations-link#key=e93cdf7ac480f2780938cd5a7f92612c5c371ae6e5700d3b78eea60d0ca37840


Event micrositehttps://ecmwfevents.com/i/0dc126e8-b391-4498-ad3e-487b0932ac30

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.


  • An AV technician will provide a training session for all session chairs on 23 March at 14:00. Please create a Slido account before attending the session. It is free and simple to do: https://www.sli.do/
  • 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.
  • Create a Slido account, it’s free and simple to do: https://www.sli.do/
  1. Use the Zoom link to join the session.
  2. Log in early! Join Zoom during the break preceding the session you are chairing, or if the session is the first of the day, at least 15 minutes before the start. This will allow you time to meet the technician, greet speakers and it also allows us to deal with any last-minute technical issues and talk through how the session will run.
  3. Ensure your video is switched on and your microphone is muted. We will ask you to unmute your microphone at the appropriate time.
  4. Log in to the questions through Slido: https://accounts.sli.do/invitations-link#key=e93cdf7ac480f2780938cd5a7f92612c5c371ae6e5700d3b78eea60d0ca37840
    1. Select ‘log in to your account’
    2. Enter your email and password used to create your account ahead of time
    3. Select ‘Audience Q&A’ in the top tab menu, this is where questions will appear
  • The technician will provide a countdown to announce when the session is live. When the broadcast starts, introduce yourself, the session, and each presenter before their presentation.
  • Encourage the virtual audience to submit questions.
  • Keep track of time allotted for each presenter and feel free to interrupt if they are running over. Whilst at an in-person event, speakers may be able to stretch the timing; that is not the case at a virtual event. The virtual audience will be tuning in to see what they need as specified in the programme and will expect us to be on time. There is a timer in Zoom to help keep an eye on the time for speakers' presentations. We recommend 'pinning' the timer, to do this:
    1. Hover or click on the 'Timer' thumbnail
    2. Click the three dots in the top right of the thumbnail
    3. Click 'Pin'. This will turn on the pin and keep the 'Timer' thumbnail at the top of your gallery
    4. To remove the pin, click the three dots again and 'Remove pin'

    Depending on the number of people in the call, you may not see 'Timer' in your gallery. If this is the case, click the 'View' button (top right), then click 'Gallery view', then scroll through the thumbnails until you find 'Timer', then follow the instructions above.

  • When each presentation is finished, open the Q&A. See below for information about moderating the questions.
  • Be prepared to ask complementary questions if necessary.
  • When you close the session, please remind the virtual audience what is coming up next in the programme.

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.

Some co-ordinated branded backgrounds specific to this event will be made available. We encourage you to select one to use as a background during the session you are chairing to give a consistent branded theme to the event.

  • Virtual background - no text, left
  • Virtual background - with text, left
  • Virtual background - no text, right
  • Virtual background - with text, right
  • How to use a virtual background.


  • As viewers watch the live stream, they can ask questions via the Questions and Comments box.
  • You do not need to monitor the livestream during the session you are chairing. You will see and hear the presenter in the Zoom call.

  • Open the question moderation app (Q2P), preferably using a different device to the one you are using for Zoom.
  • In the Q2P, you will see the questions drop into the Inbox.
  • You can change the order the questions appear in the inbox from oldest to newest or vice versa.
  • You can also opt to see the questions in the order of most “liked”.

  • From here you can create a filtered list for use in Q&A sessions.
  • You can choose to "queue", "reject" or "edit" questions.

  • Queue the questions that you will read out to the speaker during the Q&A. Queuing the questions not only gives a tidy list, but it pushes them to the technician who will display the questions as an overlay on the livestream while you read them to the speaker. To the right is an image of how the livestream looks during a Q&A; it shows chair and speaker with a “queued” question appearing in the frame.
  • Reject any questions/comments that are not relevant.
  • Edit the question, before queuing it, to correct spelling/grammar or to re-phrase the question.

  • You can only see the queued question by selecting the “Queued” page.

Tips for managing questions

  • In the Queued page you can re-order the questions in advance of the Q&A session by selecting the cross and dragging and dropping the questions into the desired order.
  • Use the Queued page view during the Q&A session to see only the filtered questions.
  • Start at the top of the list and once you have answered a question, mark it as “Answered” so it is removed from the list and the next question moved to the top.
  • You can also “Reject” and “Edit” questions from this page view.
  • If there is not enough time to read all the questions that are submitted, ask the attendees to post any unanswered questions on the relevant speaker's presentation page on the microsite.
  • If there are any questions left in the Inbox or Queued pages after a speaker has finished, we recommend you “Reject” them to clear the Inbox and Queued pages ready for the next session.
  • To review the answered questions, select the “Answered” page.
  • If you mark a question as answered by mistake, you can simply move it back to the Inbox or Queued page.
  • To view any questions marked as rejected, go to the “Rejected” page

What are the presentation formats?

  • Speakers have three presentation options.
  1. They can present their talk live by sharing their screen.
  2. They can present live but have the AV technician share their slides. They will need to indicate when to move on to the next slide.
  3. They can pre-record their talk but will still need to join Zoom to respond to questions at the end.

What if a presenter looks like they will take longer than the allotted time for their presentation?

  • Politely interrupt the speaker and tell them how long they have left.
  • Skip Q&A if need be and ask the virtual audience to post their questions on the speaker's page on the microsite.

What if there are no questions for the speaker?

  • Feel free to ask any questions of your own. Or move on to the next speaker if that fits with the schedule.

What if the presenter is a no-show?

  • Continue to the next speaker if they are ready. If the missing presenter arrives late, move them to the last time slot in the session.

Will the sessions be recorded?

  • Yes and they will be published for on-demand viewing.

What to do if a speaker runs into a technical issue or loses their internet connection?

  • Technical issues can be addressed and resolved by the AV technician. If the speaker loses internet connection, go to a break until it is time for the next speaker (to adhere to the schedule).

Technical issues or questions during the event?

For technical questions, please contact Glasgows on:

Any other questions?
Contact events@ecmwf.int

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