How to use Zoom

General info: 

Below you will find all the information you should need to get the most out of this year’s remote DTP Conference, which will be held via Zoom video conferencing and Slack. Although you may already have experience with using Zoom software, we ask that you please read through all relevant sections below in advance of the conference so that you are familiar with the details of how the conference will be run. If you have any specific questions that are not answered below, please contact us at dtpconf@protonmail.com

Licensing and copyright 

If your talk/poster includes published materials, please ensure that either: a) it is open-access content distributed under a Creative Commons License, b) it is public domain works not protected by copyright, or c) permission is obtained from the publisher. In all cases, please ensure that any published materials are fully cited.  

We would like to make the presentations accessible to the general public after the conference, however, we understand that some researchers may not want their research to be disseminated beyond the conference attendees. You will be asked when uploading your presentation file, whether you would like your talk to be made publicly available. For those who are happy to share their material, your presentations will be made available online under the Creative Commons Attribution 4.0 International License (CC BY 4.0). If your work cannot follow this established open-access licence, please indicate your copyright (e.g. © Authors. All rights reserved).  

Code of conduct 

Please ensure that any materials shared during the conference do not contain content that is unlawful, abusive, or constitute a breach of contract/of confidence or of commitment given to secrecy. 

Please do not share the links to the sessions with non-DTP affiliated people. 

Please DO NOT take screenshots or record without explicit permission from all meeting participants if they feature in the screenshot/recording. Permission must be given by the presenter at the beginning of the talk for you to post about their research online. 

Please treat all conference participants with respect and professionalism. The hosts reserve the right to remove any participants who are considered to have behaved inappropriately from their sessions. 

Getting started: 

To join the conference, you will need a desktop or laptop computer and a reliable internet connection. If you usually use wifi but find it unreliable for streamed data, then we would recommend you set up a wired connection in advance of the conference; this is particularly important for presenters. Zoom can be used on a smart phone, but this will result in a significantly poorer user experience and is not compatible with presenting. You may also want to use a headset. 

If you have not previously done so, please test your setup in advance of the conference here: https://zoom.us/test . A video guide on how to join and configure your audio and video settings can be seen here: https://zoom.us/resources

Joining a meeting: 

If you are participating or presenting you do not need to create a Zoom account.  

The session links will be sent to all attendees with the conference welcome pack and reminders will be sent out 1 week, and 1 day before the start of the conference. Presenters will receive an additional link for the session that they are scheduled to present in. This will provide them with the additional functionality required to present their work. Please DO NOT share the session links with external parties.  

In order to join a meeting, make sure your computer is set up correctly (e.g. webcam is enabled and headset is plugged in). Click on the meeting link or copy and paste it to your web browser:  

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If you see a dialog prompt (below), click Open zoom.us. If you don’t see the prompt, please click download and run Zoom and follow your operating system’s installation process. 

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When joining a meeting please enter your first and last name at the prompt. Once in the meeting, you can use the toolbar at the bottom of your screen to mute and unmute your microphone, switch your camera on and off, and use the chat function to submit a question or comment. Please note that your video and/or microphone may be automatically switched off by the session hosts. Please DO NOT take screenshots or record without explicit permission from all meeting participants. 

To leave the meeting simply click the ‘End’ button in the bottom right corner and select ‘Leave meeting’.  

Participating in a meeting: 

We ask that all attendees mute their microphone and turn off their web cams while the presentations are taking place. For each session, all talks will be given in order and then questions for the presenters will be asked after the last talk has finished. If you would like to ask a question, you can do this during the presentations using the chat function at the bottom of the screen: please ensure you include the name of the presenter you are addressing the question to. You can also ask a question during the Q&A section by using the raise hand function. Once all questions in the chat have been asked the host will unmute participants with raised hands in turn so that they can address their question to the presenters.  

To improve accessibility all virtual sessions will have the option to activate automatically generated closed captions, guidance on enabling this option within zoom calls can be found here

Presenting in a meeting: 

For guidance on presenting live with zoom, check out the Presenting Live article!

Recording your presentation:

For guidance on recording your presentation with zoom, check out the Recording Presentations article!

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