Practical information
On this page you will find helpful tips about Zoom if you are a Keynote, presenter, discussant/chair or a general participant. You will also find the guidelines for paper presentations if you are a presenter or discussant/chair.
- Inquiries about the conference in general are directed to NAFOL.
- Please direct questions about Zoom and Zoom functions to Helene Oestereich.
Conference in Zoom
For the conference we will be using the software Zoom as our digital platform. To join the conference, click on the Zoom link in the program on our web page and sign in. If you have the Zoom desktop app, please use it. The desktop app gives a better user experience, and if you are sharing a presentation it is easier to use. Some computers don’t allow the desktop app, you can then use your browser instead.
When you click on the link to the meeting your browser will open a Zoom-site – if you have the desktop app please click “launch meeting”. If you are using your browser to attend, please click “join from your browser” (see photo below):
Please mute your microphone upon entry and stay muted when you are not talking.
You can at any time during the conference log in and out of the Zoom meeting.
Some tips for the Zoom Meeting function
The main room and the parallel sessions will be in Zoom Meetings.
Add full name and institution
We encourage all participants to add full name and institution when entering the meeting room
To edit this information:
- Click on the small menu in the upper right corner of your Zoom picture
- Choose “Rename”. Se photo below.
Avoid disturbances
We encourage you to set your skype status (or other telephone system) to “do not disturb” – in this way no one can call you and you will not be disturbed during the conference.
Technical possibilities in Zoom Meeting
If you are using the Zoom desktop app you can use your own layout. We suggest you use “active speaker view” when someone is talking, then you’ll get the speaker in focus.
When someone is presenting you can choose to see both the presentation and the participants at the same time by using side-by-side mode. You choose this option when someone has shared their screen.
- Click “View options”
- Choose “Side-by-side mode”. See photo below.
Sit alone
Use your own computer, and don’t sit in the same room as other participants/presenters. If you are sitting in the same room as others you should share one computer or use one computer each with headset on.
Use the mute-function
Turn off your microphone (mute) when you are not talking. If you forget to mute your microphone during someone else’s presentations, the technical team might mute your microphone for you.
Use headset
When presenting the sound quality will be best if you have a headset you can use, for example with a USB-plugin.
Use web camera
The camera can be a built in or external camera. The top part of your screen should be in the height of your eyes. If you are using a laptop you can for example raise the height of your laptop with placing it on a book stack.
Light
Avoid strong light behind you, like a window. You may rather have the light in front of you.
Use the chat
If you have questions or comments, use the chat function in Zoom.
Sign into the Zoom meeting
When you are signing in, click on the link we have sent you. If you have the Zoom desktop app, please use it. The desktop app gives a better user experience, and if you are sharing a presentation it is easier to use. Some computers don’t allow the desktop app, you can then use your browser instead.
When you click the link to the meeting your browser will open a Zoom-site – if you have the desktop app please click “launch meeting”. If you are using your browser to attend, please click “join from your browser” (see photo below):
- Please mute your microphone upon entry and stay muted when you are not presenting.
- Please log in early on the day of your presentation.
- You can at any time during the conference log in and out the Zoom meeting, make sure to have the links available if you need to log out and in again.
Here are some tips for the Zoom Meeting function:
Add full name and institution
We encourage all participants to add full name and institution when entering the meeting room. To edit this information:
- Click on the small menu in the upper right corner of your Zoom picture
- Choose “Rename”. Se photo below.
Avoid disturbances
We encourage you to set your skype status (or other telephone system) to “do not disturb” – in this way no one can call you and you will not be disturbed during the conference.
Technical
There will be a technical team present during the whole conference. If you have trouble sharing your screen, you can send your presentation to us, and we can share it for you. Your presentation can be sent to: Helene Oestreich.
There will be a host in every parallel session, the host can also help sharing presentations if that’s needed.
The technical team can also mute attendees in the conference, stop their video and screen sharing if needed.
Presenting
When you are starting your presentation, please turn on you microphone and start sharing your screen with your presentation. Click on the "Share screen" button.
Remember to check off the box “share computer sound” if you are sharing a video or sound file during your presentation. If not, the participants can’t hear the sound. See photo below:
Co-hosts
If you are a host in the parallel session you have to make sure that the presenters have the rights to share their screen. You can make them co-host when the parallel session has started to make sure they are able to do so.
Choose "Manage Participants".
Find the user you are going to promote, choose “more” and "Make Co-Host"
Sit alone
Use your own computer, and don’t sit in the same room as other participants/presenters. If you are sitting in the same room as others you should share one computer or use one computer each with headset on.
Use the mute function
To avoid disturbing others, please turn off your microphone (mute) when you are not talking.
Use headset
When presenting the sound quality will be best if you have a headset you can use, for example with a USB-plugin.
Use webcamera
The camera can be a built in or external camera. The top part of your screen should be in the height of your eyes. If you are using a laptop you can for example raise the height of your laptop with placing it on a book stack.
Light
Avoid strong light behind you, like a window. You may rather have the light in front of you.
Use the chat
If you have questions or comments, use the chat function in Zoom.
For keynotes
Sign in to the zoom -meeting:
When you are signing in, click on the link we have sent you. If you have the Zoom desktop app, please use it. The desktop app gives a better user experience, and if you are sharing a presentation it is easier to use. Some computers don’t allow the desktop app, you can then use your browser instead.
When you click the link to the meeting your browser will open a Zoom-site – if you have the desktop app please click “launch meeting”. If you are using your browser to attend, please click “join from your browser” (see photo below):
- Please mute your microphone upon entry and stay muted when you are not presenting.
- Please log in early on the day of your presentation.
- You can at any time during the conference log in and out of the Zoom meeting, make sure to have the links available if you need to log out and in again.
Here are some tips for the Zoom Meeting function:
Add full name and institution
We encourage all participants to add full name and institution when entering the meeting room. To edit this information:
- Click on the small menu in the upper right corner of your Zoom picture.
- Choose “Rename”. Se photo below.
Avoid disturbances
We encourage you to set your skype status (or other telephone system) to “do not disturb” – in this way no one can call you and you will not be disturbed during the conference.
Technical
There will be a technical team present during the whole conference. If you have trouble sharing your screen, you can send your presentation to us, and we can share it for you. Your presentation can be sent to Helene Oestreich.
There will be a host in every parallel session, the host can also help sharing presentations if that’s needed.
The technical team can also mute attendees in the conference, stop their video and screen sharing if needed.
Presenting
When you are starting your presentation, please turn on you microphone and start sharing your screen with your presentation. Click on the "Share screen" button.
Remember to check off the box “share computer sound” if you are sharing a video or sound file during your presentation. If not, the participants can’t hear the sound. See photo below:
Sit alone
Use your own computer, and don’t sit in the same room as other participants/presenters. If you are sitting in the same room as others you should use one computer or use one computer each with headset on.
Use the mute-function
Turn off your microphone (mute) when you are not talking. In that way you won’t disturb others.
Use headset
When presenting, the sound quality will be best if you have a headset you can use, for example with a USB-plugin.
Use webcamera
The camera can be a built in or external camera. The top part of your screen should be in the height of your eyes. If you are using a laptop you can for example raise the height of your laptop with placing it on a book stack.
Light
Avoid strong light behind you, like a window. You may rather have the light in front of you.
Use the chat
If you have questions or comments, use the chat function in Zoom.
Maximum session duration: 90 minutes.
The structure of the paper session is as follows:
- The chair/discussant will very briefly welcome the presenters and the audience.
- Each paper is given 20 minutes = 15 minutes for presentation + 5 minutes for clarifying questions.
- The discussant/chair will orally give the speakers a sign five minutes before their time is up.
- After the three presentations (20 x 3 = 60 minutes) the discussant is given up to 15 minutes to sum up and comment on the papers in the session.
- The last 15 minutes are allocated for discussion with the audience.
