Information for Chairs and Co-Chairs

Start setting up the session

• Prepare your workspace for the session
• Minimize distractions, silence any phones
• Close unnecessary windows/applications
• Disable pop-up notifications where applicable (e.g. Outlook)
• Check your microphone, camera and screen sharing
• If you’re using an external microphone or camera, make sure to plug them in
• You can also join a test meeting to verify that your microphone and camera work
• Connect to the session using the Zoom link which will be notified in advance to the chair and co-chairs. (If you have the Zoom app installed, open the link using the Zoom app)
• Click on "Join Audio by Computer", enable your microphone, and start your video (If you’re having problems, let the volunteer know)
• (Please find your account name in the participation list and) Add "(Chair)" or "(Co-Chair)" to your account name which is appeared on the participation list.
• Locate the session volunteer
• Session volunteers will show up as (Volunteer) (Host) in the participant list
• If the current host is an automated moderator, wait for the volunteer to join the meeting
• If you are Chair,
• Identify yourself to the session volunteer as the Chair (The volunteer will grant the Chair co-host privileges)
• Verify that you have co-host privileges. Additional controls will show up on your meeting toolbar (e.g. Security)
• If you are Co-Chair,
• You will be the Chair when Chair does not appear on the list of the participations till starting time of the session.
• Please confirm the instruction for the Chair, and start the session after the volunteer assigning you co-host privileges.

5-10 minutes before the session

There are following 3 categories for the presentation in SII 2021. Please check the technical program and assigned time to each presentation in your session.

• Oral presentation: 15 mins LIVE presentation and 5 mins LIVE discussion

(If any problems with your presentation or network connection occurs, the volunteer will play the presentation video previously submitted by the presenter.)

• Demonstration presentation: 5 mins LIVE or VIDEO presentation and 5 mins LIVE discussion

(If any problems with your presentation or network connection occurs, the volunteer will play the presentation video previously submitted by the presenter.)

• LIVE demonstration presentation: 15 mins LIVE presentation and 5 mins LIVE discussion

(Please inform the presenter 2 minutes before the end of the presentation time.)

• Using the session program, identify the presenters and perform a quick technical check
• Read each paper’s title and ask the presenter to identify themselves to you
• If necessary, repeat the paper title and read the names of the authors
• If nobody responds, make a note and move on to the next paper. Otherwise, continue
• If nobody identifies themselves as the presenter of a paper at the start of the session, be sure to ask again at the start of the presentation slot for that paper.
• Ask the presenter to test their microphone, video, and screen sharing
• If the presenter needs to play a video with audio, remind them to enable desktop audio when screen sharing using the "Share computer sound" option
• Check that the presenters ( will be appeared with their account name + (Presenter) ) are listed in the participant's panel.
• When the presenter has some troubles on network communication and sharing the presentation materials, the volunteer will try to play pre-uploaded video which links on the program on the on-line proceedings. If the volunteer also has the troubles, could you please to play the movie instead of the volunteer?

Before you start

• Let the chair and volunteer know you’re ready to start.
• Consider using one of the Zoom backgrounds provided by SII 2021.
• When it’s time to start and you are ready, please start the session or the event.
• Ask the volunteer to spotlight your Zoom streaming video so it stays as the primary video for all participants
• The volunteer will spotlight your Zoom streaming video while you start the session/introduce speakers
• The volunteer will spotlight the presenter’s video while they are presenting

During / After each presentation

• Please check the Chat on Zoom room during/after the presentation.
• Please select a questioner who posted "I have a question” or “Question", and encourage her/him to speak.

Before closing the session

• Please introduce the discussion can be continued in slido room.