ML workshop - speakers

• 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
  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.

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.

• How to use a virtual background
• Virtual background - no text, left
• Virtual background - with text, left
• Virtual background - no text, right
• Virtual background - with text, right

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. If you would like the technician to share your slides, please advise events@ecmwf.int.
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. We need to receive pre-recorded content by XX

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.

Talks are TBC including TBC for questions/discussion. Please ensure you allow 5 minutes within your time slot for the Q&A. 

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.

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, make use of the timer in Zoom. We recommend 'pinning' the timer before your talk begins. To do this:

1. Hover or click on the 'Timer' thumbnail
2. Click the three dots in the top right of the thumbnail
3. Click 'Pin'. This will turn on the pin and keep the 'Timer' thumbnail at the top of your gallery
4. 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.

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.

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.

Only join Zoom for the session in which you are presenting. You should 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: +44 (0)1772 767750
• Email: ecmwf@glasgows.co.uk

Any other questions?

• Contact events@ecmwf.int