Instructions for Participants and Speakers

The ESRF User Meeting 2021 will take place remotely on 8 to 10 February 2021. The tool that will be used for the different events throughout the meeting will be Zoom:
 

  • Tutorials on Monday 8 will be organised as Zoom Webinars or Zoom Meetings depending on the format of the tutorial.
  • The Poster Session on Monday 8 will be organised as a Zoom Meeting with Breakout Rooms (one room per poster).
  • The Plenary Session on Tuesday 9 and the User-Dedicated Microsymposia on Wednesday 10 will be organised as Zoom Webinars.
  • The Commercial Exhibition on Tuesday 9 will be organised as a Zoom Meeting with Breakout Rooms (one room per exhibitor).

Below you will find important and useful information concerning each event such as: how to connect to Zoom, usefull tips during the meeting (taking the floor, asking a question, etc.), how to share slides for speakers, etc.

Please read through the following instructions carefully, depending on your status (participant, poster presenter, speaker) and the event you will attend.
 

! IMPORTANT: Please be aware that screenshots can be taken during the event and that your photo can be published on the ESRF webpages and social media. If you do not want your photo to be published please:

  • Add an X before your name in the Zoom meeting or webinar so we can identify your photo on the screenshots:
    1. Once connected to the Zoom Meeting or Webinar, click on Participants List.
    2. Click on your name in the list of participants.
    3. Click on Rename to change your name and add an X before your name.
  • OR disable your video during the event.
     

In this section you will find useful and important information concerning the different events of the User Meeting 2021 for:
 

  1. Tutorial Participants
  2. Poster Session Participants
  3. Plenary Session and UDM Participants
  4. Commercial Exhibition Participants

Tutorial Participants

Tutorials will be organised as a Zoom Meeting or Zoom Webinar, depending on the format of the tutorial. You can check the Tutorials page to find out the format of each tutorial.
 

Zoom Meeting


A Zoom meeting allows interaction between the tutorial organiser(s) and the participants.

For a pleasant Zoom meeting please follow the instructions below:
 

  • Upon connection to the Zoom meeting, please mute your microphone to avoid unwanted background noise/echoing and keep it muted except when the organiser invites your to speak.
     
  • If you have a question you can:
     
    • Use the Raise Hand option: Click on Participants in the Zoom meeting controls, then on Raise Hand.
      The tutorial organiser will receive a notification that you wish to talk.
      Wait for the organiser to ask you to turn your microphone on.
      Do not forget to Lower Hand when you have finished by clicking on Lower Hand in the Participants window, and to turn your microphone off when you have finished talking.
       
    • Write a question in the Chat: Click on the Chat icon in the Zoom meeting controls. Write your question in the chat window.
      Important: By default, the message will be sent to all participants. If you wish to send a private question to the host of the meeting, click on Everyone next to To and select the person you wish to send the message to.
       

Zoom Webinar


A Zoom Webinar is a lecture-type meeting where a host and/or speaker(s) present a talk to an audience.

During the webinar, attendees will not be able to share their video or activate their microphone. They are automatically muted and their video is disabled.

However you will be able to ask questions during the webinar through the Q&A:
 

  • Click on the Q&A icon in the webinar controls at the bottom of the window and write your question.
  • Q&A questions are visible by all attendees as well as the host and speakers. Your name will appear next to the question.
  • If you wish to publish an anonymous question, tick Post anonymously at the bottom of the Q&A window before posting your question.
  • The host, or speaker, will reply to your question oraly or by message.

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Poster Session Participants

The Poster Session will take place on Monday 8 February from 5:00 p.m. to 6:00 p.m. (Central European Time) as Zoom meetings using the Zoom Breakout Rooms feature.

One Zoom meeting will be scheduled for each field of research and topic. Inside each meeting we will create a room for each poster submitted where the author will present their poster. You will be able to interact directly with the author of the poster and other attendees.

Inside the Zoom meeting for the field of research (or topic), you will be able to navigate freely between the different rooms.

Zoom breakout rooms for poster session
 

How to Navigate between Poster Rooms


To join a poster room you must :

  1. Connect to the Zoom meeting of the field of research (or topic) of your choice. Links to each Zoom meeting will be communicated by e-mail a few days before the event.
  2. Click on Breakout Rooms in the Zoom meeting controls at the bottom of the window.
  3. Hover over the name of the poster room you wish to enter and click Join.

An index of all the poster rooms will be displayed in the main Zoom meeting window, to make navigation between rooms easy for you.

To change poster room:

  1. Click on Breakout Rooms in the Zoom meeting controls at the bottom of the window.
  2. Hover over the name of the poster room you wish to enter and click Join.

To leave the poster room and come back to the main Zoom meeting window:

  1. Click on Leave in the Zoom meeting controls.
  2. Click on Leave Breakout Room. You will be redirected to the main Zoom meeting window.

On the main Zoom meeting window you will find a reminder of the above instructions to navigate easily between poster rooms.
 

Inside a Poster Room


For a pleasent Poster Session please follow the instructions below:

  • Turn off your microphone when you are not speaking to avoid unwanted background noise/echoing.
  • If you have a question you can write a question in the Chat:
     
    • Click on the Chat icon in the Zoom meeting controls.
    • Write your question in the chat window.
    • Important: By default, the message will be sent to all participants. If you wish to send a question to the poster presenter, click on Everyone next to To and select the person you wish to send the message to.

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Plenary Session and Microsymposia Participants

The Plenary Session on Tuesday 9 February, and the User-Dedicated Microsymposia on Wednesday 10 February, will take place as Zoom Webinars, a lecture-type meeting where speakers will present talks to an audience.

During the webinar, attendees will not be able to share their video or activate their microphone. They are automatically muted and their video is disabled.

However you will be able to ask questions during the webinar through the Q&A:

  • Click on the Q&A icon in the webinar controls at the bottom of the window and write your question.
  • Q&A questions are visible by all attendees as well as the host and speakers.
  • Your name will appear next to the question. If you wish to publish an anonymous question, tick Post anonymously at the bottom of the Q&A window before posting your question.
  • The host, or speaker, will reply to your question oraly or by message.

Top

Commercial Exhibition Participants

The Commercial Exhibition will take place on Tuesday 9 February as a Zoom meeting using the Zoom Breakout Rooms feature.

Inside the Zoom meeting we will create a breakout room for each exhibitor where they will present their company. You will be able to interact directly with the exhibitors and other attendees.

Inside the Zoom meeting you will be able to navigate freely between the different rooms.

Zoom breakout rooms for commercial exhibition
 

How to Navigate between Exhibitor Rooms


To join an exhibitor room you must :

  1. Connect to the Zoom meeting. The link to the Zoom meeting will be communicated by e-mail a few days before the event.
  2. Click on Breakout Rooms in the Zoom meeting controls at the bottom of the window.
  3. Hover over the name of the exhibitor room you wish to enter and click Join.

An index of all the exhibitor rooms will be displayed in the main Zoom meeting window, to make navigation between rooms easy for you.

To change exhibitor room:

  1. Click on Breakout Rooms in the Zoom meeting controls at the bottom of the window.
  2. Hover over the name of the exhibitor room you wish to enter and click Join.

To leave the exhibitor room and come back to the main Zoom meeting window:

  1. Click on Leave in the Zoom meeting controls.
  2. Click on Leave Breakout Room. You will be redirected to the main Zoom meeting window.

On the main Zoom meeting window you will find a reminder of the above instructions to navigate easily between exhibitor rooms.
 

Inside an Exhibitor Room


For a pleasent Commercial Exhibition please follow the instructions below:

  • Turn off your microphone when you are not speaking to avoid unwanted background noise/echoing.
  • If you have a question you can write a question in the Chat:
     
    • Click on the Chat icon in the Zoom meeting controls.
    • Write your question in the chat window.
    • Important: By default, the message will be sent to all participants. If you wish to send a question to the exhibitor, click on Everyone next to To and select the person you wish to send the message to.

Top

The poster session will take place on Monday 8 February from 5:00 p.m. to 6:00 p.m. (Central European Time) as Zoom meetings using the Zoom Breakout Rooms feature.

One Zoom meeting will be scheduled for each field of research or topic. Inside each meeting we will create a room for each poster submitted. It is therefore very important that you chose your field of research (or topic) correctly when submitting your poster.

Zoom breakout rooms for poster session

As the author and presenter of your poster, you will automatically be added to the room corresponding to your poster, where you will be able to present it and interact with other participants. Therefore please connect to the Zoom meeting for your poster session for the whole duration of the poster session.
 

Before the event


Before the event you will need to :

Connecting to your Poster Breakout Room


A few days before the event, you will receive an e-mail with the link to attend the Zoom meeting for your field of research.

Inside this meeting you will find multiple rooms: one for each poster submitted. The name of your room will be your poster number followed by the title of your poster. Please note that due to a limited number of characters, your poster title might be truncated. Other participants will be able to enter and leave any room at any time.
 

Sharing Slides of your Poster During the Session


It is highly recommended that you prepare slides of your poster to share with the other participants during the poster session.

Avoid sharing the whole of your poster on one screen as it may not be readable on small screens. Instead, we suggest to separate information from your poster into a couple of slides.

Usefull tip: Add numbers to your slides so that participants can easily refer to them if they have a question.

How to share your slides:

  1. Open your slides on your computer.
  2. Click on Share in the controls at the bottom of the Zoom window.
  3. Select your slides from the list of windows available and click Share to share it.

Your slides will be seen by all the participants in your room only.

More information on sharing screen options in Zoom.
 

Help


In case you encounter any issue with your connection, please try to disable your video and only use your microphone.

The Plenary Session on Tuesday 9 February, and the User-Dedicated Microsymposia on Wednesday 10 February, will take place as Zoom Webinars. Because of the remote format of these sessions, please respect your schedule which can be found on the programme of each event.

As a speaker, you will receive a specific invitation e-mail with a link to join the Webinar as a “panelist”. The other participants (attendees) will be able to join as audience. They will be able to watch the talks and ask questions through a Q&A.
 

Upload a Backup of your Presentation


Please send a backup of your presentation (powerpoint, etc.) to usermeet, 24 hours before the event at the latest. Your presentation will be used as backup by the Webinar's host, who will be able to share it for you if you encounter video issues during the event.

Usefull tip: Add numbers to your slides so participants can easily refer to them when writing their question in the Q&A.
 

Test your Connection to Zoom


Please test your connection to the Zoom webinar by connecting 30-20 minutes before the start of the event.

In case you encounter any issue with your connection, please contact our helpline (contact details will be available in the invitation e-mail).
 

Disable/Enable your Video & Microphone


Please remember to disable your video and mute your microphone when you are not presenting your talk to avoid unwanted background noise/echoing.

Do not forget to reactivate your video and microphone when it is your turn to present your talk.
 

  • Click on the Microphone icon in the Zoom controls to mute/unmute your microphone.
  • Click on the Camera icon in the Zoom controls to start/stop your video.

The host of the webinar will also be able to mute/unmute your audio if needed.
 

Sharing your Screen


To share your presentation during your talk:

  1. Open your presentation on your computer.
  2. Click on Share in the controls at the bottom of the Zoom window.
  3. Select your presentation from the list of windows available and click Share to share it.

More information on sharing screen options in Zoom.
 

Replying to Questions in Q&A


Attendees will be able to interact during the webinar via the in-meeting Q&A. As a panelist you have access to the Q&A in the Zoom controls at the bottom of the window:
 

  • Click on Q&A in the controls at the bottom of the window, you will see the list of questions that have been asked. They will be classed into 3 categories: Open, Answered and Dismissed.
  • Click on Answer Live to answer the question out loud during the webinar.
  • Click on Type Answer to type out your answer for the attendee. Type your answer and then click Send.
    If you wish to answer the attendee privately, check Answer Privately before clicking Send.
  • Hover over a question and click on Dismiss to dismiss the question.

Attendees can upvote questions. In that case, the upvoted questions will appear first in the list of questions, and show a thumbs up icon with the number of upvotes.
 

Help


In case you encounter any issue with your connection, please try to disable your video and only use your microphone.