Guidelines at ICM2021


Before the conference
  • Check your presenter time by selecting your local time zone in the top menu of the programme.
  • If you haven’t done so already, feel free to upload a photo of you as presenter. The photo will appear when people open your abstract. The photo can be uploaded in Oxford Abstracts.
  • Download Zoom to your computer if you haven’t already. Test your sound and other technical requirements – see guide here: https://support.zoom.us/hc/en-us/articles/201362283-Testing-computer-or-device-audio

Guidelines for oral presentations (symposia)
  • If your abstract is accepted as an oral presentation, you will have 10 minutes for your presentation followed by 5 minutes of Q&A. You will be presenting in a symposium with a maximum of 3 other researchers. The order of presentations follows the order of abstracts in the session as listed in Oxford Abstracts programme.
  • Make sure to log on to the Zoom meeting 15 minutes ahead of your scheduled time in order to check that everyone has arrived and can share their screen for presentations.
  • There will be a technical assistant and a chair present in the meeting as well, to help oversee the timing and Q&A for the session.
  • You will be able to share your screen over Zoom.
  • Make sure your slides are suitable for viewing on a computer, so use a programme such as powerpoint to make your slides.
  • Avoid too much text and too many slides.
  • Make sure you list your name, affiliation, title of the abstract, and your email on the first and maybe the last slide, in order for participants to be able to contact you afterwards if they have further questions.
  • If there is time at the end of a session after all presentations and Q&A rounds, the floor is open for more questions or comments directed at any of the presentations from that session. If there are no questions or comments, the session will end before the scheduled time.

If you have any specific requirements, please write to: icm2020@clin.au.dk.


 

Guidelines for poster presentations

  • If your abstract is accepted as a poster presentation, you will still need to present your research speaking on Zoom. You will have 5 minutes for your presentation followed by 5-10 minutes of Q&A. You will be presenting in a symposium with a maximum of 6 other researchers. The order of presentations follows the order of abstracts in the session as listed in Oxford Abstracts programme.
  • Make sure to log on to the Zoom meeting 15 minutes ahead of your scheduled time in order to check that everyone has arrived and can share their screen for presentations.
  • There will be a technical assistant and a chair present in the meeting as well, to help oversee the timing and Q&A for the session.

  • You will be able to share your screen over Zoom.

  • Your poster will have to be made for viewing on Zoom / a computer, so preferably use a programme such as powerpoint.

  • You do not need to submit your poster presentation to the organisers beforehand. You will show your poster through the screen sharing function in Zoom. 
  • Make 1-2 slides in total.

  • Make sure you list your name, affiliation, title of the abstract, and your email on the last slide, so participants can contact you afterwards if they have further questions.

  • If there is time at the end of a session after all presentations and Q&A rounds, the floor is open for more questions or comments directed at any of the presentations from that session. If there are no questions or comments, the session will end before the scheduled time.

 If you have any specific requirements, please write to: icm2020@clin.au.dk.



Guidelines for Zoom use

  • Mute your microphone: To help keep background noise to a minimum. As a rule, stay on mute when you are not talking.     
  • Position your camera: If you want to use your camera, make sure it is in a stable position, preferably at eye level, and avoid backlight if possible (light should come from in front of you or from the side to best light your face). You are of course welcome to turn off your camera at any time.     
  • Gallery view and speaker view: When you join a meeting, the organizers will pin the presenter(s) so that they will be the only ones visible (speaker view). For discussions and Q&A sessions, the gallery view is preferable so that more participants will be visible.     
  • Be mindful of background noise: If you are presenting or having your microphone turned on a lot during a session, try to find a place with as little background noise as possible.    
  • Chairs and technical assistants: Every Zoom session will have an appointed chair and technical assistant. In the Zoom chat, these will be named “Chair” and “Technical Assistant”. The chair will lead the session, make sure that presenters keep their time and take in questions from participants in the chat or giving participants the floor. The technical assistant will open the Zoom session 15 minutes before the session to test the setup of the presenters and take private chat messages about technical issues from participants.        
  • Asking a question during discussions or Q&A sessions: If you have a question or comment for the presenter during an open discussion or Q&A session, you can either ask the question in the chat for everyone or use the "Raise hand" function in Zoom. If you write your question or comment in the chat, the chair is responsible for reading your question out loud to the presenter. If you use the "Raise hand" function in Zoom, the chair will select you for speaking when it is your turn. We may not get through all questions in a session. All participants are encouraged to take note of the presenter's mail address to get in touch for network and discussion afterwards.
  • Using the chat in general: The chat is meant for questions and comments about the content of any given presentation. Questions related to technical issues may be sent in the chat directly to the technical assistant in a private chat message (see the last bullet on how to). This way, we make sure that the chat mainly contains contents related to the presentation topic.    
  • Prepare materials: If you are presenting during the Zoom session, make sure to have all files ready before the session. We will test your screen sharing function before your presentation. Should the screen sharing function not work, you can send your files to icm2020@clin.au.dk, and the chair and technical assistant will be able to share the presentation for you.         
  • Be your own tech support before the session: You are welcome to test your audio, video and internet connection before your session here https://zoom.us/test.
  • Technical issues: The technical assistant is there to help as much as possible with technical issues. Write directly to the technical assistant in the chat by pressing the down arrow to the right of the text “To: Everyone” in the chat window to select the technical assistant (see Zoom’s own guide).  


General conference guidelines / house-keeping rules

  • Be nice, respectful and understanding.
  • Keep a professional, constructive and polite tone.
  • All questions are welcome, and all perspectives are valued.
  • Be mindful of others
  • Listen mindfully to the person speaking and base questions on the content of their talk.
  • Acknowledge your colleague’s insights
  • Ask concise questions and feel free to follow up with presenters after the talk for further details about their presentation and wider information on the work they do.
  • Phone calls, texting, and email during sessions should be kept to a minimum.
  • Remember to enjoy yourself - make yourself as comfortable as possible.
  • Remember to take breaks away from your screen.