Introduction

Timeline

24 hours before your talk

Links

Guidelines

ECMWF is working with Glasgows, our AV technician partner, to deliver UEF2021. This short guide will help you get set up in advance and get the most out of the event, whilst also minimising delays on the day.

Zoom web conferencing platform

• All speakers must join the UEF Zoom call to give their presentation (link provided above).
• A technician will be on hand in the call to help.
• The audience will watch a livestream of the Zoom call; they will not be on the Zoom call and you will not be able to see them.

If you have not used Zoom before

• Download “Zoom Client for Meetings”
  Use a laptop or desktop PC (with webcam and microphone installed). If this is not possible, you can download the app on iPads and other tablets.

• Join the Zoom test meeting
  Follow the instructions to test your video and audio (if your browser prompts you to open Zoom, please click “Allow”). Best results are achieved with a wired headset microphone if you have one. Please do not use a Bluetooth/wireless headset.

Location, location, location!

Find a suitable location for your presentation. Whether at home or in an office, please consider the following:

• If you have a good quality wired headset mic then please use this.
• Don’t set up in front of a window as the light behind you will put you in silhouette.
• Find a quiet location - consider background noise from family and pets, or people coming into shot.
• Use a wired internet connection if you can.
• If using WiFi then make sure you are as close as possible to your router.

Virtual background

Attached are some co-ordinated branded backgrounds specific to this event. We encourage all speakers to select one to use as a background during your presentation to give a consistent branded theme to the event.

• UEF2021_Speaker-backdrop-right.png
• UEF2021_Speaker-backdrop-left.png
• How to use a virtual background.

Presentation options

There are three presentation options.

1. You can present the talk live by sharing your screen.
2. You can present live but have the AV technician share your slides. You will need to indicate when to move on to the next slide.
3. You can pre-record your talk and send us an MP4 file. You will still need to join Zoom to respond to questions at the end.

If you do not have a stable internet connection

In order to save bandwidth and processing power, close all unnecessary applications on your device before your presentation starts. If your connection is very unstable, we recommend you pre-record your presentation. There are many ways to record a presentation on your computer and then save an mp4 video file. During your scheduled presentation, we will play your recorded talk. You will still need to join Zoom to answer questions at the end of your presentation. Please note, we need any pre-recorded content at least 24 hours in advance of your talk.

Presentation slides

Upload your slides to your speaker account 24 hours ahead of your talk. This ensures the technician will have a copy as a back-up. If you are unable to make this deadline, please inform events@ecmwf.int as soon as possible with the time your presentation will be available.

Note: We plan to publish your slides in PDF format after your talk. If you would like to provide a modified version for publication, please inform events@ecmwf.int

Recording

The live stream will be recorded and will be published online for viewing on demand. If you have any issue with this, contact events@ecmwf.int

Questions from the audience

Apart from the lightning talks, please allow 5 minutes within your time slot for questions. The event audience will be able to submit questions and comments during your presentation via a chat facility, and the session chair will read the questions to you when you finish your presentation. Any questions that are not covered in the live Q&A will be posted in the “comments” at the bottom of your dedicated presentation page on the microsite. You will receive an email when a comment or question is posted on your presentation page. Please reply to these questions during the week to continue discussions and maintain the interaction at the event.

The importance of time

Please keep to time, noting the previous paragraph on 'Questions from the audience'. The session chair may interrupt you if you overrun. Whilst at an in-person event, speakers may be able to stretch the timing; that is not the case in the virtual world. The virtual audience will be tuning in to see what they need as specified in the programme and will expect us to be on time.

Twitter

If you use Twitter, we encourage you to add your Twitter username to your presentation slides so that participants can tag you if they post tweets relating to your presentation. Also, don't forget to tag ECMWF in your tweets and follow the hashtag #UEF2021.

What to do on the day of your presentation

1. Use the Zoom link to join
2. Log in early! Join Zoom during the break preceding your talk, or if your talk is in the first session of the day, at least 15 minutes before the start of the session. This will allow us to deal with any last-minute technical issues and talk through how the session will run
3. Ensure your video is switched on
4. Ensure your microphone is muted - we will ask you to unmute your microphone at the appropriate time
5. We may mute your mic again when you’ve finished speaking
6. Ensure your mic is unmuted when you want to speak

Screen share tips

If you have chosen to share your screen, here are some tips to save time when sharing your screen.

• Clean your desktop if you will be showing it
• Turn on Focus Assist mode in Windows to reduce notifications. Or turn on Do Not Disturb mode if you are using a Mac
• Close programmes and applications you are not using
• If you are using the Zoom desktop app, close your web browser. If you need your browser open, close the tabs you are not using
• If you want to draw attention to something on your slides, turn your mouse into a laser pointer
• When you have finished your presentation, end your screen sharing before the Q&A session starts so the audience can see you

Attending as a delegate

Only join Zoom for the session in which you are presenting. You can view the other sessions via the live stream. Do not have the live stream open while you are in Zoom, as this may result in you hearing delayed audio back on yourself.

Technical issues or questions during the event?

For technical questions, please contact Glasgows on:

• Tel: 01772 767750
• Email: ecmwf@glasgows.co.uk

Any other questions?

• Contact events@ecmwf.int

Links

Guidelines

ECMWF is working with Glasgows, our AV technician partner, to deliver UEF2021. This short guide will help you get set up in advance, whilst also minimising delays on the day.

Zoom web conferencing platform

You will join this virtual event as a chair using Zoom. You will be joined on the Zoom call by the speakers in your session and a technician. The Zoom call will be live streamed to the wider audience, they will not be on the Zoom call with you and you will not be able to see the audience.

If you have not used Zoom before

• Download “Zoom Client for Meetings”

Use a laptop or desktop PC (with webcam and microphone installed). If this is not possible, you can download the app on iPads and other tablets.

• Join the Zoom test meeting

Follow the instructions to test your video and audio (if your browser prompts you to open Zoom, please click “Allow”). Best results are achieved with a wired headset microphone if you have one. Please do not use a Bluetooth/wireless headset.

Location, location, location!

As you will appear in the live stream when you introduce a speaker and during the Q&A, it is important that your camera set up is good. Find a suitable location for your presentation. Whether at home or in an office please consider the following:

• If you have a good quality wired headset mic then please use this
• Don’t set up in front of a window as the light behind you will put you in silhouette
• Find a quiet location - consider background noise from family and pets.
• Use a wired internet connection if you can.
• If using WiFi then make sure you are as close as possible to your router.

Virtual background

Attached are some co-ordinated branded backgrounds specific to this event. We encourage you to select one to use as a background during the session you are chairing to give a consistent branded theme to the event.

• UEF2021_Speaker-backdrop-right.png
• UEF2021_Speaker-backdrop-left.png
• How to use a virtual background.

Speaker introductions

On the presentation pages of the virtual event platform, you will find speaker biographies to help with introductions.

The importance of time

Apart from the lightning talks, speakers have been asked to allow 5 minutes for questions within their allotted time. Please keep presenters on time and feel free to interrupt if they are running over. Whilst at an in-person event, speakers may be able to stretch the timing; that is not the case in the virtual world. The virtual audience will be tuning in to see what they need as specified in the programme and will expect us to be on time.

What to do on the day

1. Use the Zoom link to join the session.
2. Log in early! Join Zoom during the break preceding the session you are chairing, or if the session is the first of the day, at least 15 minutes before the start. This will allow us to deal with any last-minute technical issues and talk through how the session will run.
3. Ensure your video is switched on and your microphone is muted. We will ask you to unmute your microphone at the appropriate time.
4. Log in to the question moderation app (Q2P). We recommend you use a separate device for the Q2P to the one you use for Zoom.

Attending as a delegate

Only join Zoom for the session in which you are chairing. You can view the other sessions via the live stream. Do not have the live stream open while you are in Zoom, as this may result in you hearing delayed audio back on yourself.

Question moderation instructions

As viewers watch the live stream, they can ask questions via the Questions and Comments box. You do not need to monitor the livestream. This is just to explain how it works.

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In the Q2P, you will see the questions drop into the Inbox

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You can change the order the questions appear in the inbox from oldest to newest or vice versa. You can also opt to see the questions in the order of most “liked”.

 From here you can create a filtered list for use in Q&A sessions. You can choose to:

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• Queue the questions that you will read out to the speaker during the Q&A. Queueing the questions not only gives a tidy list, but it pushes them to the technician who will display the questions as an overlay on the livestream while you read them to the speaker. Below is an image of how the livestream looks during a Q&A; it shows Chair and speaker with a “queued” question appearing in the frame.

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• Reject any questions/comments that are not relevant.

• Edit the question, before queuing it, to correct spelling/grammar or to re-phrase the question.

You can only see the queued question by selecting the “Queued” page.

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You can re-order the questions in advance of the Q&A session by selecting the cross and dragging and dropping the questions into the desired order.

Use this page view during the Q&A session to see only the filtered questions.

Start at the top of the list and once you have answered a question, mark it as “Answered” so it is removed from the list and the next question moved to the top.

You can also “Reject” and “Edit” questions from this page view.

If you have questions left at the end of the Q&A session, ask the person to post them on the speaker's presentation page on the microsite. If any questions left are not relevant for the following session, we recommend you “Reject” them from the queue to clear it ready for the next session.

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To review the answered questions, select the “Answered” page.

From here you can move questions back “To Inbox” or “To Queued” if they have been marked as answered by mistake, or you want to refer to them again in another session.

To view any questions marked as rejected, select on the “Rejected” page

Technical issues or questions during the event?

For technical questions, please contact Glasgows on:

• Tel: 01772 767750
• Email: ecmwf@glasgows.co.uk

Any other questions?
Contact events@ecmwf.int

Timeline

Links

Guidelines

You will be allocated a page on the virtual event platform which will contain your poster, abstract, biography and introduction video. This will be available for viewing throughout the workshop. The comments field at the bottom of your page can be used as a blog for you to interact with participants about your poster. The link to the workshop hub will be sent to you closer to the time of the workshop.

You will see from the programme that there are two poster sessions which have been scheduled to accommodate different time zones.

The poster sessions will take place in the Gather.Town platform. Your poster will already be pre-loaded on the Gather.Town, please stand by your poster during the sessions. Please visit the virtual event platform for guidelines on using Gather.Town.

Any questions?
Contact events@ecmwf.int

How to I upload my biography and photo?

• Log in to your speaker account
• Select My Profile

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• Complete your bio

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• Upload your photo and select the blue Update Profile button.

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How do I upload my slides?

• Log in to your speaker account
• Select My Resources

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• Click Edit

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• Upload your slides

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the virtual workshop on "Connecting global to local hydrological modelling and forecasting: scientific advances and challenges” on 29 June - 1 July 2021.

To be kept informed of updates to the instructions and links, please login and watch these pages using the 'Watch' link in the top right of each page (the link is only available once you are logged in).

Instructions and links