Important notes

• If you have not already done so, please complete the registration form.
• Please prepare your slides in 16:9 widescreen ratio.
• Please send your slides to events@ecmwf.int as soon as possible.
• If you would like the technician to share your slides during your presentation, please notify events@ecmwf.int otherwise we assume you will share your screen to present. See note below regarding presentation options.
• We plan to publish your slides after your talk and will convert them to PDF format for this purpose. If you would like to provide a modified version of your presentation for publication, please notify events@ecmwf.int

Links

Guidelines

ECMWF is working with Glasgows, our AV technician partner, to deliver the workshop. This short guide will help you get set up in advance and get the most out of the event, whilst also minimising delays on the day.

Zoom web conferencing platform

• All speakers must join the Zoom call to give their presentation (link provided above).
• A technician will be on hand in the call to help.
• The audience will watch a livestream of the Zoom call; they will not be on the Zoom call and you will not be able to see them.

If you have not used Zoom before

• Download “Zoom Client for Meetings”
  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
  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!

Find a suitable location for your presentation. 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 - consider background noise from family and pets, or people coming into shot.
• Use a wired internet connection if you can.
• If using WiFi then make sure you are as close as possible to your router.

Virtual background

Some co-ordinated branded backgrounds specific to this event will be made available. We encourage all speakers to select one to use as a background during your presentation to give a consistent branded theme to the seminar.

• Blue background_left
• Blue background_right
• Zoom backdrop - text-right
• Zoom backdrop - text-left
• Zoom backdrop - no text-right
• Zoom backdrop - no text-left
• How to use a virtual background

Presentation options

There are three presentation options.

1. You can present the talk live by sharing your screen.
2. You can present live but have the AV technician share your slides. You will need to indicate when to move on to the next slide. If you would like the technician to share your slides, please advise events@ecmwf.int.
3. You can pre-record your talk and send us an MP4 file. You will still need to join Zoom to respond to questions at the end. See note below about deadline for receiving pre-recorded content.

If you do not have a stable internet connection

In order to save bandwidth and processing power, close all unnecessary applications on your device before your presentation starts. If your connection is very unstable, we recommend you pre-record your presentation. There are many ways to record a presentation on your computer and then save an mp4 video file. During your scheduled presentation, we will play your recorded talk. You will still need to join Zoom to answer questions at the end of your presentation. Please note, we need any pre-recorded content at least 24 hours in advance of your talk.

Presentation preparation

Please allow 5 minutes within your time slot for questions.

Recording

The live stream will be recorded and will be published online for viewing on demand by registered participants. If you have any issue with this, contact events@ecmwf.int

Questions from the audience

The event audience will be able to submit questions and comments during your presentation via a chat facility, and the session chair will read the questions to you when you finish your presentation. Any questions that are not covered in the live Q&A will be posted in the “comments” at the bottom of your dedicated presentation page on the microsite. You will receive an email when a comment or question is posted on your presentation page. Please reply to these questions during the week to continue discussions and maintain the interaction at the event.

The importance of time

Please keep to time, noting the previous paragraph on 'Questions from the audience'. The session chair may interrupt you if you overrun. Whilst at an in-person event, speakers may be able to stretch the timing; that is not the case in the virtual world. 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.

What to do on the day of your presentation

1. Use the Zoom link to join
2. Log in early! Join Zoom during the break preceding your talk, or if your talk is in the first session of the day, at least 15 minutes before the start of the session. This will allow us to deal with any last-minute technical issues and talk through how the session will run
3. Ensure your video is switched on
4. Ensure your microphone is muted - we will ask you to unmute your microphone at the appropriate time
5. We may mute your mic again when you’ve finished speaking
6. Ensure your mic is unmuted when you want to speak

Screen share tips

If you have chosen to share your screen, here are some tips to save time when sharing your screen.

• Clean your desktop if you will be showing it
• Turn on Focus Assist mode in Windows to reduce notifications. Or turn on Do Not Disturb mode if you are using a Mac
• Close programmes and applications you are not using
• If you are using the Zoom desktop app, close your web browser. If you need your browser open, close the tabs you are not using
• If you want to draw attention to something on your slides, turn your mouse into a laser pointer
• When you have finished your presentation, end your screen sharing before the Q&A session starts so the audience can see you

Attending as a delegate

Only join Zoom for the session in which you are presenting. 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.

Technical issues or questions during the event?

For technical questions, please contact Glasgows on:

• Tel: 01772 767750
• Email: ecmwf@glasgows.co.uk

Any other questions?

• Contact events@ecmwf.int