Information for Presenters, Discussants, and Attendees
Since we have a hybrid format for this year’s conference, below is a list of guidelines, instructions, and suggestions for a smooth conference.
Format of Sessions:
Each paper session lasts for 90 minutes. The papers will be presented in the order they appear in the program, excepting where noted by the Errata sheet (which will accompany the email with the Zoom password). Each paper has a total of 30 minutes allocated.
All participants need to take note that time allocations at all sessions are as follows: 15 minutes for presenters; 10 minutes for discussants, but if they can be briefer, they should be; and 5 minutes for questions immediately following each presenter/discussant. Everyone needs to be aware that it will take some time to toggle between live and virtual participants and it is imperative that sessions are complete in the 90-minute window. Be considerate and observe the time limits so that all participants have equal opportunities to participate. Chairs will keep time and assist in moderating Q&A. Sessions should begin and end on time, as the program is very full.
Presenters:
Please arrive either virtually or in-person to your session at least 10 minutes before the session begins to help get set up for the presentation. Virtual presenters can test their slides, microphones, and video, while in-person attendees get acquainted with the computer and copy their presentation to the computer desktop. There will be a graduate student assistant in the room, along with the chair to help with any technical issues that arise. Please be sure to share your screen via Zoom on the computer when starting your presentation and stay as close as possible to the podium, microphone, and camera so that the virtual audience can see and hear you.
Virtual presentations are handled like any other Zoom meeting, and we will have a screen and speakers so that the in-person attendees can see and hear you. Microphones will be available in the room as well, so that any questions that come from the audience can be heard by both Zoom presenters and attendees. Zoom links are in the PDF program which can be found on the EHA website. The meetings coordinator will email all registered attendees a PDF version of the program and the Zoom password on October 27th. Please be sure to check your spam boxes in case you do not receive it.
Discussants:
Please arrive either virtually or in-person to your session at least 10 minutes before the session begins. If you have slides to show, you should copy them to the desktop computer if you are in-person, and if you are virtual, please test your slides to ensure easy transitions. During your comments, you should ensure that if you are sharing slides you are also sharing them via Zoom. Finally, please keep your comments to 10 minutes or less to maximize time for Q&A for the audience.
Attendees:
For those in-person, please sit socially distant and keep your masks on for the entirety of the panel. You may remove it only to ask questions, and if you do ask a question, locate the microphone in the audience (if available) and speak close to it to ensure that the virtual audience can hear your question.
For virtual attendees, the Zoom sessions will open at least 15 minutes prior, but waiting rooms may be in place. If so, the hosts will let you as soon as they are ready. Please keep your microphones muted at all times unless you are asking a question and do be sure to use the chat function to let the chair know that you have a question. Zoom links are in the PDF program which can be found on the EHA website. The meetings coordinator will email all registered attendees a PDF version of the program and the Zoom password on October 27th. Please be sure to check your spam boxes in case you do not receive it.
Everyone:
If anyone has any questions, concerns, or issues with accessing sessions, please feel free to reach out to the meetings coordinator, Jeremy Land, at Jeremy.land@helsinki.fi whenever necessary. He will try to get back to you as quickly as possible.