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.
General participants: Helpful tips about Zoom

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):

Illustrasjon som viser det som står i avsnittet over. PNGPlease 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:

  1. Click on the small menu in the upper right corner of your Zoom picture
  2. Choose “Rename”. Se photo below.

Illustrasjon som viser det som står beskrevet i avsnittet over. PNG

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.

  1. Click “View options”
  2. Choose “Side-by-side mode”. See photo below.

Illustrasjon som viser hvordan man får side by side. PNG

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.

Presenters, chairs and discussants: Helpful tips about 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):

Illustrasjon som viser det som står i avsnittet over. PNG

  • 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:

  1. Click on the small menu in the upper right corner of your Zoom picture
  2. Choose “Rename”. Se photo below.

Illustrasjon som viser det som står beskrevet i avsnittet over. PNG

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:

Illustrasjon som viser plassering av share sound. PNG

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".

Illustrasjon som viser knappen Find the user you are going to promote, choose “more” and "Make Co-Host"

Illustrasjon som viser knappen 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: Helpful tips about 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):

Illustrasjon som viser det som står i avsnittet over. PNG

  • 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:

  1. Click on the small menu in the upper right corner of your Zoom picture.
  2. Choose “Rename”. Se photo below.

Illustrasjon som viser det som står beskrevet i avsnittet over. PNG

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:

Illustrasjon som viser plassering av share sound. PNG

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.

Guidelines for paper session

Maximum session duration: 90 minutes.

The structure of the paper session is as follows:

  1. The chair/discussant will very briefly welcome the presenters and the audience.
  2. 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.
  3. 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.
  4. The last 15 minutes are allocated for discussion with the audience.