Instructions for Session Chairs

The role of a session chair is to chair and manage the technical session in a smooth and on-time manner and to introduce each speaker/presentation to the audience. Technical sessions are moderated and technical support will be provided by a member of the technical team (“moderator”) present in the session’s virtual room.

Session chairs are advised to join the virtual room at least 10 minutes before the session (detailed instructions below). During this setup time, a title slide for the session will be shared on the screen by the “moderator” which shows information such as the title of the session, the title of the presentations and their speakers in the order set in the programme, and the logos of the session’s sponsors. Session chairs will share their microphone/camera during the setup time and will make sure that the speakers are present in the session. Speakers will use the chat function to let the session chairs know that they have arrived. If there are two chairs for a session, they are advised to coordinate their duties beforehand via e-mail or otherwise (at the very latest, this coordination can happen in the setup time).

At the scheduled start time of the session, the session chairs will welcome the audience to the session. After a brief introduction of the title of each presentation and the speaker, each presenter will be able to “join” the stage and share their camera/microphone and screen to start their presentation. At the end of each presentation, the session chairs will read any questions asked by the audience in the Q&A section of Hopin (details below). The speaker will “leave” the stage at the end of the Q&A, but will remain in the session and will be able to type an answer to any unanswered questions in the Q&A section of Hopin. At the end of the session, the session chairs will thank the audience for their participation. 

FAQs

Format: The presentations will be delivered live by the speakers via sharing the presentations on their screens. During each presentation, the speaker will share their camera/microphone and will have control over slide changes.

Videos: Videos must not be embedded in a presentation due to very poor-quality video streaming. If a speaker would like to share a video, they must upload it to YouTube beforehand and have the link ready to share with the audience when it’s time to present. The instructions to do so are provided in the “Instructions for Oral Presentations”.

Where?: Technical sessions will take place in the ‘Sessions’ area on Hopin and in the virtual room assigned to the conference topic for that session. More details on how to use Hopin are provided below.

When?: Full programme is available here: https://eac2021.co.uk/programme/programme-details/

Will the sessions be recorded?: No, we will not be recording any of the technical sessions.

Will there be a Q&A?: Each talk has been assigned a time slot (15 minutes) that includes time for Q&A. Questions will be submitted from the audience using the Q&A function (right-hand side of screen) and will be fielded by the session chairs.

What about pre-recorded presentations?: Pre-recording a presentation is not mandatory; however, doing so would insure against any technical issues that may arise on the day of the presentation (e.g. poor internet connection). If the speaker choose to pre-record their talk, they must upload the YouTube link to the video on ConfTool (detailed instructions are provided in the “Instructions for Oral Presentations”).

What to do if a speaker runs into a technical issue or lose their internet connection?: Technical issues can be addressed and resolved by the session’s “moderator”. If the speaker faces poor or lost internet connection, the session chairs can ask the moderator to play the pre-recorded presentation (as a YouTube video) on the screen and the audience will be able to watch that. If a link to the pre-recorded presentation is not provided by the speaker, the session chair can give a recess until it is time for the next speaker (to adhere to the schedule).

How to enter and use Hopin?STEP 1: Enter the EAC 2021 event on Hopin using the ‘Login & Join event’ button in the email from The Aerosol Society <>. Screenshot of email shown below.

STEP 2: You will be taken to the Hopin website in a browser (Chrome or Firefox are preferred). You can create a Hopin account and profile, in advance of the conference.

STEP 3: You will enter into the Reception page, see screenshot below. In advance of the assigned session, we suggest you navigate to the “Sessions” area on Hopin and familiarise yourself with the layout.

STEP 4: At least 10 minutes before the start time of the session that you’re chairing, navigate to the virtual room assigned to the conference topic related to the technical session (see screenshot of “Sessions” area below). Introduce yourself to the session moderator (technical support) via the Chat function on Hopin (see screenshot below). Start sharing your camera/microphone by clicking ‘Share Audio and Video’. There will be a pop-up window that allows you to test that your camera and microphone are working. Make sure that the title slide for the session is displayed before the audience arrives (this will be done by the moderator). Ensure that the speakers of the session have arrived by checking the Chat function in the session or asking them to confirm their arrival.

STEP 5: Please start the session on scheduled time. The speakers will come onto the virtual stage a few minutes before the scheduled start time of their presentation. The “moderator” will then allow them onto the stage so there may be a small delay of a few seconds in this process.

STEP 6: Please note that session chairs will remain on the stage during the presentations. While on stage, you can use the buttons to (see screenshot below):

  1. Turn on/off camera
  2. Turn on/off microphone
  3. Share a YouTube link (if allowed by the moderator)
  4. Share your screen – you can either share your full screen or a window (we suggest sharing your full screen)
  5. Adjust audio/video settings

STEP 7: After each presentation, session chairs will ask the speaker questions submitted by attendees using the chat function in the session (see screenshot above). Once a speaker is done presenting and responding to questions, they will “leave” the stage by clicking ‘Leave’ in the top right-hand corner (see screenshot above). By doing so, the speaker will no longer be able to share their camera/microphone but they will remain in the session and can respond to any unanswered questions via the chat function.

STEP 8: At the end of the session, click on ‘Leave’ button in the top right-hand corner to get off the virtual stage. You will no longer share your camera/microphone, but will remain in the session. Click on “Sessions” to exit the session and go back to Sessions area.

For more information:
Sessions FAQ: https://hopin.zendesk.com/hc/en-us/articles/360056078592-Session-FAQs
Sessions Tutorial: https://hopin.zendesk.com/hc/en-us/articles/360056080052–5-Sessions-tutorial