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FAQ - Speakers & convenors

Here you will find a compilation of everything you need to know in detail about speaking and/or convening at the upcoming Ecsite Online Conference

General session information

 

Speakers & Convenors

 

 


 

Which platform will Ecsite use to host the Conference?

Ecsite will use Hopin to host the Online Conference. Hopin is an all-in-one platform where attendees can watch and interact during sessions, explore expo areas and network with each other, either in groups or one-on-one. To get a feel of the platform, watch this short demo video from the Hopin team  https://www.youtube.com/watch?v=EpErMqMyNN4

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What time does the Online Conference start

The Online Conference will take place every afternoon on 9-11 June, from 12.00 to 18.00 CEST.

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What are the technical possibilities for a session in Hopin?

Speakers will be able to share their screen, as well as videos and files. Several people can be on screen at the same time but it should be kept to a minimum as it impacts how many people are able to watch a session (we'll provide more information on this in the coming weeks). A session moderator (aka the session convenor) will decide who is on screen at any given time. Chat and polls will also be available. You can even create a digital whiteboard , such as Miro, to communicate and collaborate easily with others during the session. All sessions will be recorded.

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Can I have a session with a limited number of participants? 

Yes it will be possible, and we will update you on this in the coming weeks. 

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Can I have breakout rooms in my session? 

Yes it will be possible via the link to Zoom in the chat. More details will come soon.

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How can I submit a touring exhibition or showcase a project?

Touring exhibition project showcase calls are open - submit your ideas here! Slots are given on a first-come, first-served basis, with priority for Ecsite members (if you're in the process of applying for membership do let us know. The deadline to apply & benefit from discounts for the Conference was 26 March). For touring exhibitions, please complete this application form and for Project showcase, use this one! For more information on eligibility criteria, please read this short news article.

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What exactly will I have access to after the Conference? 

You will have access to the Sessions, but not to the breakout rooms as they will not be recorded. 

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What is the role of the convenor?

The convenor of a session is the person who makes sure that the session actually takes place on the given time and day and that all speakers are well briefed, show up on time, etc.

Before the Conference, the convenor is responsible for

  • Keeping all session-related details updated in the online programme (abstract, speakers, contributions, outcomes, etc)
  • Making sure there will be no repetition or overlap between presentations
  • Ensuring coherence between the speakers - each speaker should have an idea of what the others are going to talk about
  • Defining in which order speakers are lined up and informed them
  • Attend live or watch the replay of the speakers' technical onboarding to the platform (exact date & time TBD)

During the session, the convenor will

  • Act as a presenter or moderator, making sure the audience have a great experience in the session
  • Take charge of everything that will make the session flow smoothly: checking that everything is in place before the session, reminding participants of social media hashtags, keeping an eye on the time, making sure evaluation forms are filled in…
  • Moderate discussion by adding and removing attendees from screen
  • Answer attendees’ questions in Session Chat

After the Conference, the convenor will

  • Collect and upload the session's legacy (= striking ideas, conclusions, surprises or happenings to be recorded for the future. Include links to resources or presentations stored on external platforms, if applicable).

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What is the role of the speaker?

Before the Conference, speakers will

  • Ask the convenor for all needed information, if not provided well on time
  • Update their profile information (name, job title, organisation) via the online session form
  • Deliver a detailed description of their individual contribution to the session. This detailed information will not be published in the printed programme but will be available on the website.

After the Conference, speakers will

  • Send to the session's convenor all info relevant to build the session's legacy

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Do speakers and convenors pay the Conference fee?

Yes, speakers and convenors pay the Conference fee like all Conference participants.

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Help! I cannot add a speaker (and/or convenor) to my session.

You can find speakers and convenors by typing their first or last name in the dedicated search field of the session. If the person you’re trying to add doesn't appear in the drop-down list, it can be one of two possibilities. Either that person isn't registered as a user on our website (see next question) or that person used a different first or last name that you aren't aware of. Contact them and ask for more details.

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How to add a speaker (or convenor) who isn’t registered yet?

Speakers and convenors need to be registered to be added to session proposals. Please urge them to sign in.

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Can I create an account for another user?

An account is personal and subject to privacy policies. If you cannot get a hold of your speaker, worry not - add their name, job title and organisation to the proposal abstract, together with their contribution to the session. If your session gets accepted, contact the Ecsite Office for help with this speakers' account.

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Where can I find my session(s)?

All your sessions are listed under your Ecsite account profile, click here to check it! You can also take a look at the Conference programme.

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When is the tech run? 

The tech run took place on 14 May. You can now watch the recorded video to help you.

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When can I access the plaftform to get familiar with it? 

You will receive an invitation to test the platform with a mock-up event on 24 or 25 May.

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When will I get my speakers guide? 

More information about these technical details will be sent out on 10 May.

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What are your recommendations for profile picture sizes, and to whom should I send it next?

We recommend using the .png, .jpg, .jpeg or .gif file extensions and 100x100px to 800x800px for the dimensions. 

Note that the maximum size of image and GIF files is 2MB. 

You can then send it to Morgane from the Ecsite team. 

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What advice can you give me before I take the floor?

Before speaking in or moderating a Session

  1. Ensure you're using an up-to-date version of Chrome or Firefox.
  2. Check to make sure Chrome has access to your Camera and Microphone. Mac setup video here and PC setup video here.
  3. Ensure you can access the following website domains to use Hopin (click to expand). You may have to check with your IT department if using a device or network provided by your employer *.hopin.to *.tokbox.com *.pusher.com *.herokuapp.com *.mux.com *.twilio.com
  4. ​Check your browser's and network's compatibility with our streaming software here.
  5. Test your audio (best practice is to use headphones; this eliminates echos and background noise)
  6. Check your video; put camera at eye level (put books under computer if needed)
  7. Silence any distracting notifications on computer & phone (Do Not Disturb)
  8. Have a glass of water nearby
  9. Try not to move your device or rustle any papers while you are speaking

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What can I do in case of a technical problem with my audio and video?

Here are some tips to help you out : 

Check your internet speed and network. We recommend a minimum of 5mbps download and 2mbps upload. Ideally, we like to see 30mbps download and 10mbps upload or higher for the best quality - test your speed here.

Join from a compatible browser. Hopin works best on Chrome and Firefox. Pro tip: Make sure your browser is up to date.  

  • If you are using a VPN (network) or device provided by your employer, ensure your device can access and share your camera and microphone on.
  • Ensure you can access the following website domains to use Hopin. You may have to check with your IT department if using a device or network provided by your employer.
  • Some antivirus software can block your device from sharing your camera and microphone on Hopin. 

 Restart your computer before joining the event. This ensures that there are no other video applications holding onto audio or video for any reason.

Please use headphones when participating on-screen. This will help eliminate echo and feedback.

If you lose sound or can't share your audio/video or screen share, try these steps (in order):

 

For MAC:

 

  1. Refresh your browser.
  2. Quit and relaunch your browser
  3. Clear your cache or join from an incognito or private browser window
  4. Ensure your browser's permissions are granted to have access to your camera and microphone (in Chrome, type into the URL bar: chrome://settings/content).
  5. Ensure your browser has permission to record your screen (open your computer's System Preferences > Security & Privacy > Screen Recording > find your browser in the list and check the box). Then quit and relaunch your browser.
  6. Restart your computer.
  7. Join the event in a different browser (e.g.: switch from Chrome to Firefox).

For PC:

  1. Refresh your browser
  2. Quit and relaunch your browser
  3. Clear your cache or join from an incognito or private browser window
  4. Ensure your browser's permissions are granted to have access to your camera and microphone (in Chrome, type into the URL bar: chrome://settings/content).
  5. Restart your computer.
  6. Join the event in a different browser (e.g.: switch from Chrome to Firefox).

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What can I do in case of a technical problem with my audio only?

Here is what you can do in case of an audio problem: 

Troubleshooting your browser

  1. Restart your computer.
  2. Confirm the program’s volume isn’t turned down or muted. When using browsers like Chrome or Firefox, each tab can be muted individually. Right-click a tab to see its status. The option will say “Unmute tab” if it is currently silenced.

Troubleshooting your device

  1. First, check to make sure Windows is using the correct device for speaker output by clicking on the speaker icon in the taskbar. (Sometimes Windows can switch an output to a different device, unbeknownst to you.) At the top of the pop-up window, you’ll see the name of the speaker currently in use—e.g., Speakers (2-Anker PowerConf). Click on that name to switch to the proper device, if applicable. If using external speakers, make sure they are powered on.
  2. Restart your computer.
  3. Check the speaker icon in the taskbar that the audio is not muted and is turned up.
  4. Ensure that your computer isn’t muted via hardware, like a dedicated mute button on your laptop or keyboard.
  5. Right-click the volume icon and click Open Volume Mixer. Make sure all options are on and turned up.
  6. Plug headphones in to see if that serves a workaround. When participating in a virtual event, we always recommend using headphones.
  7. Right-click the volume icon again and choose Open Sound settings. In the window that opens, find Related Settings, then click on Sound Control Panel. In the Playback tab, confirm that your audio device (likely ‘Speakers’) has a green checkmark next to it. Then click Properties and make sure that Use this device is enabled.

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How can I add a youtube video in my session? 

While in the session, click on the Share Audio and Video Button.

Once you’re on screen, you’ll see the option to Click the YouTube icon at the bottom of the screen.

Then, copy and paste the entire YouTube video URL into the YouTube URL field and click on Share Video.

The video will start sharing for all attendees in the Session.

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Will I be all alone with the attendees? 

No you will not be left alone, a volunteer will join you even before your session starts, and will stay with you for the duration of the session. 

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I want to prepare my presentation, is there a template? 

Yes there is a template, you can find two formats for the slides below. But feel also free to use your own slides if you prefer. 

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Where can I find the recorded speakers tech run video?

The tech run video for speakers is available : Speakers tech run 

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Where can I find the speakers guide?

Please click on this link to find your speakers guide.

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I didn't find my question in this FAQ section…

Don’t worry! Please email communications@ecsite.eu with your question and the communications team will happily answer your question (and perhaps add it to the FAQs!)

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How can I meet more than one person in a private room?

Hopin doesn't allow for private roundtables, but feel free to book one of the three conference meeting rooms to meet up to 15 people at the same time. These meeting room aren't visible in the Conference's platform and they are NOT private. Anyone with a link to the room may access it at any time. The meeting room is not being recorded. Anyone with the link to the meeting room & to this table can edit the reservations at will. The reservations are not curated by the Ecsite team.

Make and check reservations using the following links:

Reserve meeting room #1

Reserve meeting room #2

Reserve meeting room #3

For any questions, please visit the Conference's HelpSpot.

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