Virtual Conference Instructions
Instructions to All Participants
1. General
- You should keep connected using Zoom, which is the main platform for JCDL 2020.
- The conference organizer will announce general information through Email. Particularly, to ensure security of the conference sessions, Zoom password will be updated daily and email to all participants ONE DAY prior.
- You can access all conference sessions through our conference navigation page, “Virtual Conference Rooms” (http://2020.jcdl.org/ConferenceRooms.html)
- If you need any support, please visit our Help Desk (http://2020.jcdl.org/ConferenceRooms.html). Feel free to talk to us!
- “5 MINUTE RULE”: if you encounter any unexpected technical issues, login back to the same zoom room in 5 MINUTES. We will not make any special and additional announcement.
2. Downloading Zoom
3. Joining a meeting
JCDL2020 provides a virtual conference rooms (http://2020.jcdl.org/ConferenceRooms.html). You can simply click the link of a room, followed by redirecting to Zoom Meeting application.
You can also join a meeting by using ID and password. As shown in Figs. 1-3, you can join a meeting by typing in the meeting ID and password. Please use your real name in the meeting.
Fig.1 Zoom Join a meeting page
Fig.2 Join a meeting by typing the meeting id
Fig.3 The waiting page for being admitted to the room
4. Audio and Video
After joining in the meeting, you will be asked to choose the audio (see Fig.4). Generally, you can choose “Join with Computer Audio”.
Fig.4 Audio and Video setting
5. Overview of the zoom
After setting the audio option, your screen looks like Fig.5. In this figure, there are several buttons.
- Unmute: unmute yourself.
- Start Video: Open your camera and start a video meeting. There are also some functions by clicking the “^” beside “Start Video”, such as “Choose Virtual Background”, “Video Settings…”
- Participants: open the participants' list.
- Chat: Open the chat window.
- Share Screen: share your screen if you are going to present your research. It is up to the session chair whether you have the option of sharing screen.
- Leave: leave the meeting.
Fig.5 Zoom Control Panel
6. Unmute yourself
By default, all participants will be muted during the meeting. In the Q&A session, you can click “Unmute Me” to unmute yourself. If failed, you can click “Raise Hand” to ask the session chair to unmute you.
Fig.6 You can raise your hand by clicking “Raise Hand” button
7. Change your name
In the participants' list, put the mouse on your name, there is a “More” option. By clicking “More”, you can find the “Rename” button to change your name. Please use your real name in the meeting.
Fig.7 Rename your screen name
8. Chat
By clicking “Chat” in the main window, you can open “Zoom Group Chat” (see Fig.8).
In this window, you can choose to send messages to everyone or someone.
Fig.8 Chat publically to everyone or privately only with the chair
Instructions to Session Chairs/Organizers
1. General
- You have the total control of your session(s).
- The conference organizer will provide a [Session Support] in each session. Session Support staff will set up the Zoom meeting room for you and provide technical support (e.g. play paper videos, resolve unexpected technical issues) throughout your session.
- Session Support will contact you through Email several days before the conference. If you have any requirement, please inform Session Support.
- You should keep connected using Zoom, which is the main platform for JCDL 2020.
- The conference organizer will announce general information through Email. Particularly, to ensure security of the conference sessions, Zoom password will be updated daily and email to all participants ONE DAY prior.
- You can access all conference sessions through our conference navigation page, “Virtual Conference Rooms” (http://2020.jcdl.org/ConferenceRooms.html)
- If you need any support, please visit our Help Desk (http://2020.jcdl.org/ConferenceRooms.html). Feel free to talk to us!
- “5 MINUTE RULE”: if you encounter any unexpected technical issues, login back to the same zoom room in 5 MINUTES. We will not make any special and additional announcement.
2. Downloading and getting familiar with Zoom
3. Managing a meeting
- You can join a meeting by using ID and password. As shown in Figs. 1-3, you can join a meeting by typing in the meeting ID and password. Please use your real name in the meeting. Please note that Zoom password will be updated daily and email to all participants ONE DAY prior.
Fig.1 Zoom Join a meeting page
Fig.2 Join a meeting by typing the meeting id
Fig.3 The waiting page for being admitted to the room
