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| - Please prepare your slides in 16:9 widescreen ratio.
- Please send your slides to events@ecmwf.int in advance of your talk. Even if you intend to share your screen to present your slides, we require a copy as back-up.
- If you would like the technician to share your slides during your presentation, please notify events@ecmwf.int otherwise we assume you will share your screen to present. See note below regarding presentation options.
- If you are providing pre-recorded content, we need to receive an MP4 file at least 24 hours before your talk.
- We plan to publish your slides after your talk and will convert them to PDF format for this purpose. If you would like to provide a modified version of your presentation for publication, please notify events@ecmwf.int
- Presentations will be recorded and will be published online for viewing on demand. If you have any issue with this, contact events@ecmwf.int
- Please be available for the panel discussion at the end of day in which your talk is scheduled.
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Timeline| Deadline | Requirement | Instructions |
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| 4 March | Register for the workshop | If you have not already done so, please complete the registration form | | 14 March | Activate your ECMWF speaker account (if you do not have one yet) and complete your profile by uploading a Provide your biography and photo . | Once we have created your account, a link will be sent to you by email from ecmwf@glasgows.co.uk You will be asked to change your password. Please sign in to your account and complete your profile. Upload Send a short biography (no more than 300 words) and a head and shoulders photo by email to events@ecmwf.int. If you need to return to your account, you can login using this URL: https://ecmwfevents.com/speaker/login If you have presented at a previous ECMWF event, you may already have a speaker account. If you would like to update your profile you can do so using the above login link. | 2 days before your talk or by XX if you are presenting on XX | Presentation slides | Send your slides to events@ecmwf.int in PowerPoint format and 16:9 widescreen ratio |
As you have already provided your abstract, you do not need to add your abstract to the 'Abstract Text' box in your speaker account. Please leave this blank; we will copy your submitted abstract. |
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Guidelines
ECMWF is working with Glasgows, our AV technician partner, to deliver the workshop. The information below will help you get set up in advance whilst also minimising delays on the day.
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- All speakers must join the Zoom meeting to give their presentation (link provided above).
- A technician will be available in Zoom 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 > insert link to follow
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.
- Use a wired internet connection if you can.
- If using WiFi then make sure you are as close as possible to your router.
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Some co-ordinated branded backgrounds specific to this event will be made available. We encourage all speakers to select one to use as a background during their presentation to give a consistent branded theme to the workshop. |
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| title | Presentation options |
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There are three presentation options. - You can present the talk live by sharing your screen.
- 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. If you would like the technician to share your slides, please advise events@ecmwf.int.
- 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. We need to receive pre-recorded content by Friday 11 Februaryat least 24 hours before your talk.
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| title | If you do not have a stable internet connection |
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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. |
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| title | Questions from the audience |
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Talks are 15 minutes plus 5 minutes for 20 minutes including questions/discussion. Please ensure you allow 5 minutes within your time slot for the Q&A. A countdown timer is available in Zoom (see below for more information). 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 workshop to continue discussions and maintain interaction at the event. We hope that talks can be presented live but if you are providing a pre-recorded talk, please ensure the duration is 15 minutes. If you are pre-recording your talk you should still join Zoom for the 5 minute question slot. However if you have scheduling issues and cannot be online to take questions after your talk, please view the recording of your Q&A slot and use the comments on your presentation page to respond to questions and continue discussions. You can also catch up with attendees in Gather.Town. |
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| title | The importance of time |
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Please keep to time, noting the previous point in '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. To help keep an eye on the time for your presentation, we have set up a make use of the timer in the Zoom speakers' room. We recommend 'pinning' the timer before your talk begins. To do this: - Hover or click on the 'Timer' thumbnail
- Click the three dots in the top right of the thumbnail
- Click 'Pin'. This will turn on the pin and keep the 'Timer' thumbnail at the top of your gallery
- To remove the pin, click the three dots again and 'Remove pin'
Depending on the number of people in the call, you may not see 'Timer' in your gallery. If this is the case, click the 'View' button (top right), then click 'Gallery view', then scroll through the thumbnails until you find 'Timer', then follow the instructions above. |
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