easa

This page aims to guide you through your participation in the online day of the conference, showing you how to access Zoom/streaming links and session recordings, with some guidance regarding remote presentation, questions and support.

The online day will take place on Thursday, 18 July 2024. Online access will also include the keynote and plenaries during the face-to-face days (23-26 July) of the conference.

Entering/navigating the conference

To access the conference online head to the EASA2024 homepage and ensure you are logged in. Only logged-in, paid-up delegates will be able to see the links to the Keynote, Plenaries and the ‘Enter Virtual Room’ buttons on the panel pages.

Under the banner heading Programme, you will find the timetable.

The timetable is where you will see all events, plenaries, panels, labs and roundtables in a chronological display. Click items to expand and see the detail. Alternatively use the other buttons to filter the panel/roundtable content (not keynotes, meetings, social etc) based on Format.

• For example, to find roundtable P201 click Formats → Roundtable and then scroll the filtered list. Click on the panel/roundtable header to expand to read abstracts.
• Use the participants tab to see a list of all delegates, which you can search (or filter by role); mouseover a name to see a pop-up showing name, institution, and links to the panels/papers they are involved in. (Through Logged In, Manage Account you can add a portrait/avatar and a short biography, too.)
Click the Papers button to see a full list of all papers, or click the Serendipity button to load a random selection of five papers each time.
• Use the search icon to search the full programme.
• To filter to see only online content, go to the programme and click on 'filter' then 'Online'

• When logged in you can ‘star’ (favourite) panels/roundtables you are planning to attend, so you can easily find them on the day by clicking on the ★ icon in the programme view. (If you star a paper, a hollow star will be added to its panel.)

Accessing the Zooms

We will NOT email out Zoom links: all sessions will be accessed via the website. Logged-in, paid-up delegates can see ‘Enter virtual room’ buttons in the panel explorer, specifically in the header of the panel page. Click that button to enter the zoom for that panel. Make sure you are clear about the time zone – you can click the timezone button on the programme to avoid any confusion. Otherwise all times will be Central European Time CET (UTC+1).

Volunteers and staff will open the rooms, so panel convenors do not need to worry about logging into zoom and starting the session, just head to the programme and join the session from the links available there.

N.B. If you are running Ad-block or other privacy software and cannot see the blue buttons once logged in, disable those extensions for the nomadit.co.uk domain.

Some tips when entering a zoom session

1. Remember to keep yourself muted if/when you are not presenting, to avoid any feedback.
2. When presenting, try to use headphones or a good microphone.
3. You can choose whether or not to have your camera on; bear in mind that the convenor will spotlight you when presenting your paper.
4. There will be volunteers in the session you can reach out to for technical support in the chat; there is also a live chat widget on the website which can also give support.

How to ask questions online

Convenors will communicate at the start of the session how they’d like to take questions from online participants. This can happen in two main ways:

• Writing questions into Zoom chat
• Using the ‘raise hand’ function in Zoom (when asked, you then pose your question orally)

Remote presentations

We recommend any colleagues presenting remotely to pre-record their presentation and send to convenors in advance, as:

• Connections can be unpredictable or consistently too poor to deliver a clear, audible presentation.
• Issues can arise on the day which can delay the panel.

Authors can still present live, but they should try to check their connection speed before the conference and decide whether live/recorded is best based on this information.

Advice to convenors

We recommend the following for convenors to keep in mind:

• Enter the room and Zoom 15 minutes before the session starts, meet the volunteer,  who can make you co-host of the Zoom session.
• Check all speakers are present before you start.
• Decide how questions will be taken before the panel starts and communicate this to attendees: raise hand function, raising hands on camera, chat questions, a combination of these.
• Open the session with a few introductory remarks, greet everyone, introduce yourselves and any other significant actors in the panel (discussants, volunteer etc).
• Give participants a reminder of the conference twitter hashtag (#EASA2024) to encourage reporting on your panel.
• Introduce the panel topic (if necessary); introduce/invite people to present
• Keep time and alert presenters to running out of time.

Prompt discussion:

• Try to ensure the widest participation is achieved. Avoid using names of people you know during questions/discussion time - those whose names you do not know may feel marginalised
• If a question and answer become a dialogue that excludes the rest of the panel and make it impossible to ask other/further questions, please interrupt and suggest colleagues continue that particular line of discussion later.
• Thank the speaker(s) and try to close the panel with a conclusion that references all the papers and their contribution to the panel's theme.
• End the Zoom session or ask the volunteer to do so.

Recording policy

The conference will make panel recordings of the online panels available to delegates to view at a time that suits them, giving better access for remote participants and those who missed particular panels for various reasons. If your panel does not wish to be recorded at all, you can ask the volunteer to NOT begin recording at the beginning of the session. Alternatively you can ask the conference administrators to delete the recording later. Presenters can also ask for the recording to be paused while they are presenting. (Please remind the volunteer to restart the paused recording for the next presenter!) However where possible we'd like panels to be recorded.

Recordings will appear embedded on the panel page a couple of hours after the session ends, visible only to delegates. A couple of months after the conference, we may contact you to enquire whether the recording is to be deleted, retained for delegates, or made more widely available.

Viewing panel recordings

The conference will make panel recordings of the online panels available to delegates to view at a time that suits them, giving better access for remote participants and those who missed particular panels for various reasons. Recordings will appear embedded on the panel page a couple of hours after the session ends, visible only to delegates. Find the video beneath the panel’s (paper) abstracts. Click to expand and watch. The videos will remain in place for at least two months.

Social media

See here for the conference Twitter, and Facebook page. The conference hashtag is #EASA2024.

Online help

If you have problems logging in or navigating to an event while on EASA2024's website, you can contact us via the live text chat - a chat bubble/button in the bottom right corner. A member of our team will assist you.

Lastly, online networking and chat

Experience shows that only a low percentage of delegates used online chat/networking in virtual conferences we ran during lockdown, so we probably won't make a space available for you where you can chat online with other delegates. If we do, you will need to be logged-in on the conference website. Look for ‘Conference chat’ in the conference menu. When the page loads follow the instructions to see the chat space. You can post in the general channel, send direct messages to others who have logged in, and create new channels for discussion - perhaps relating to a specific panel/roundtable or topic. Any problems reach out for support by posting your query into the tech support channel in that chat space/page.