Information for presenters

Joining the session

  • Prepare your workspace for the session
    • Minimize distractions, silence any phones
    • Close unnecessary windows/applications
    • Remove or hide any confidential or inappropriate content
    • Disable pop-up notifications where applicable (e.g. Outlook)
  • Check your microphone, Zoom camera and screen sharing
    • If you’re using an external microphone/ headset or camera, make sure to plug them in
  • Connect to the session using the Zoom link on Papercept.
    (If you have the Zoom app installed, open the link using the Zoom app.)
  • We strongly suggest using the Zoom app if you do a live presentation.
  • Click on Join Audio by Computer, enable your microphone, and start your video.
    (If you’re having problems, let the technical Assistant know)
  • Locate the session chair/co-chair
    • Session chairs  and session co-chairs will show up as (Co-host) in the participant list with also a AIM2021 background
  • Locate the session Technical Assistant

Session Technical Assistant will show up as (Technical Assistant with an AIM2021 background) and as (Host) in the participant list

5-10 minutes before the session

  • The chair/co-chair will ask you to do a quick check
    • Follow their instructions to test your microphone, video and screen sharing settings
  • Tell the chair/co-chair whether you want to present live or have the technical Assistant play your pre-recorded presentation;
  • Check that you are listed as a co-host in the participants’ panel
    • If not, ask the technical Assistant to promote you to a co-host
      If you join the meeting after the session has already started, you will need to use the chat panel to communicate with the chair/co-chair, as your microphone will be muted. If you are having trouble contacting the chair/co-chair, please contact the session Technical Assistant (preferably through the chat panel in Zoom).

Before presenting

  • Get your presentation ready
    • Make sure any files you need are on your computer and tested.
      Using offline copies of your files will reduce the risk of connection issues.
      Do not rely on online resources during your presentation
  • Double-check that you do not have any unnecessary/confidential/private files or programs open
  • Start screen sharing if you do a live-presentation
  • Confirm with the chair/co-chair that your screen is visible

  • Unmute yourself if the technical Assistant will play your pre-recorded presentation