The event will be hosted using Zoom Meetings for the talks and Social/Networking sessions and Microsoft Teams for posters, announcements, online chat and break rooms. You should have received an invitation to join the Team; please make sure you can access the Team prior to the conference. If you do have any technical difficulties please email Physics (IOP) Conferences Team led by Claire Garland, who will be available to help with technical queries. Please email firstname.lastname@example.org. The conference is being managed by the Institute of Physics (IOP) Conferences Team led by Claire Garland, who will be available to help with technical queries.
The link to join the online sessions held on Zoom will be sent along with your final joining instructions. The email will be from email@example.com so please look out for this in your inbox!
- You can test your connection at https://zoom.us/test
- Check the latest version of Zoom via the Download Centre
- We encourage you to download the Zoom App if possible, to take advantage of the full zoom experience.
- Please ensure you have downloaded the Zoom app or have tested Zoom in your web browser if you have never used Zoom on that device before. Where possible, we strongly encourage participants to use the app rather than accessing through a web browser since this provides the full Zoom experience.
- Please join the meeting 5 minutes before the session is due to start.
- Input your full name and organisation (abbreviated as necessary) to fit within the 64 characters allowed in Zoom (and if you wish, your preferred pronoun) as your profile name – since we will be relying on this information to give participants access to the meeting.
- You are welcome to keep your camera switched on throughout the meeting.
- Please keep your audio muted unless you are presenting or invited to speak – if you fail to do so the IOP reserves the right to mute you.
- Since the meeting is online, please use the reaction button in zoom to applaud or like the talk. This shows up as a reaction overlayed on your video.
- Subtitles and closed captioning are available.
- The conferences team will be online for the duration of the webinar. If you have any technical issues during the talk, please send a private message in Zoom or email firstname.lastname@example.org. The team can be identified as they will have IOP as their prefix.
- We hope it would never to come to this, but the organisers reserve the right to dismiss anyone who is disrupting the meeting.
The programme for the event can be found online via the meeting website and is organised as follows:
- Keynote talks: 50 minutes plus 10 minutes for Q&A.
- Track A and B Contributed Talks: 20 minutes plus 5 minutes for Q&A.
- Track C Contributed Talks: 12 minutes plus 3 minutes for Q&A.
- All talks will be recorded unless an exception is requested by the speakers.
- The session chair will introduce each speaker. Several of the talks have been pre-recorded. Please allow a few seconds delay for these talks to be launched.
- At the end of each session, the chair will invite questions. Questions can either be posted in the chat during the talk, or participants can raise their hand at the end of the talk to ask a question verbally.
- To raise your hand, please go into the participant list, click on the ellipsis (…) and you should see an option to raise your hand. The chair will invite you to speak – Please remember to unmute yourself.
- Breaks: there are several breaks built into the programme for your convenience. During these breaks, please make sure your audio is muted. You may also wish to turn off your camera.
The posters, online chat, conference announcements and break rooms will be held in Microsoft Teams. Please make sure you can login to Teams prior to the start of the session. If you experience any difficulty, please email email@example.com as soon as possible.
- There will be four poster sessions and poster presenters will be available during the allocated session in Microsoft Teams. Please refer to the Poster programme to see the sessions and when presenters will be available.
- Each poster has a separate channel in Teams e.g. P-A-001, P-A-002 ... which corresponds to the poster programme.
- To view the poster, please click on the channel and navigate to the Files tab at the top of your screen.
- During the allocated session, the presenter will start a meeting in their channel. To join, please click on the Join button on that channel. Please note that only poster presenters should create meetings in their channels.
- Poster presenters only: Please make sure you start the meeting at the beginning of your session. To start the meeting, click on the Meet button in the top right corner of your screen in your channel.
- There will be up to 8 posters per session, meaning there will be 8 parallel meetings that participants can join and leave freely during the session. Each poster session has been scheduled to be 60 minutes in length, which should be sufficient time for attendees to visit each poster in the session.
Chat, conference announcements, break rooms
- You can join an existing meeting in one of the break rooms, by clicking the Join button on the corresponding Teams channel.
- Teams can also be used to create a private chat or private meeting with one or more participants, by clicking on the Chat or Call icons, respectively, on the left hand side of the Teams app and then adding the corresponding participants to the Chat or Call.
- Conference announcements will be posted in the Teams channel: Conference - Announcements.
- This is a private Teams site, under the IOP organisation, such that only registered conference attendees have access.
- Only the administrator can add new members to the team.
Participants can direct-message each other in the Chat window, if they would like to start a private conversation with another participant or with a group of participants. These chats do not require channels to be created, allowing free-form interaction between participants.
A summary of the different channels on the Teams site is provided below.
Break Room 1,2,3
For conference participants to interact during the breaks. Participants can join meetings on these channels and can move between break room meetings. This can be a way to meet people spontaneously. There are three break rooms in total, with no set agenda. To interact privately with another participant or with a smaller group, participants can message or call each other directly on Teams.
Conference - Announcements
For conference organisers to post announcements. Attendees with questions about a specific announcement can reply to that announcement.
Conference - Organisation
For participants to ask questions about the conference organisation or to request changes to the conference Teams site, such as to create or rename discussion channels based on topics of interest, or to flag errors in content. Monitored by the conference organisers. Distinct from technical support.
Conference - Posters
Private channel for all poster presenters. Where poster presenters can ask questions and the conference organisers can provide instructions.
Conference - Speakers
Private channel for all speakers. Where speakers can ask questions and the conference organisers can provide instructions.
Conference - Technical Support
For participants to ask questions about technical support, such as difficulties using or configuring Teams. Monitored by someone familiar with Teams.
Discussion - Social
For participants to discuss non-technical subjects. For example, participants with areas of mutual interest may wish to use this channel for informal discussions, to schedule social meetings, or to organise social activities such as online gaming.
Discussion - Technical
For participants to discuss technical subjects. If more specific channels are required for technical discussion, a request can be posted to Conference - Organisation to create a new discussion channel.
Poster 01 ... N
- A separate channel for each poster.
- The first post in the channel contains the title of the poster, together with the presenter name.
- Posters eligible for the student / postdoc poster prize are labelled with the suffix prize on the channel name.
- During the poster session, poster presenters will start a meeting on their channel, and share their screen with their poster. People wishing to discuss their poster can simply join the meeting on that channel.
- We will divide the posters into four sessions.
- Each poster channel will have a Files tab, where poster presenters can upload files that they would like to share, including the poster pdf and video summary. If the presenter does not wish to upload their poster pdf they can instead simply share their screen when they are presenting. Similarly, if the presenter does not wish to upload a 2 minute video summary, they can give the summary live during their poster session.
- The poster channel can also be a place where participants can ask questions about the poster throughout the conference. Note that participants can also message each other directly using the chat functionality in teams if they do not want other participants to see their questions or comments.
- Please ensure you enable your audio and camera when joining the session.
- If you have any questions, please connect with the team member on the help desk.
- Attendees will be able to connect with each other by moving to the same location.
- You can lock your meeting by selecting the padlock icon located at the top of your screen.
- To move around Gatherly, simply click the location and your avatar will move to the position clicked.
- There is the option for participants to ask questions either verbally or via the messaging function.
- You can find other attendees via the search function.
- Gatherly is currently supported on Google Chrome as well as Firefox on laptop and desktop computers. You can check your devices compatibility online at https://check.gatherly.io/
- If you want other attendees to be able to contact you, please add contact details when setting up your profile [this is optional].
- There is the option to watch a short tutorial on joining the platform - you can also find the following trouble-shooting guides online: