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About ComSoc

ComSoc Zoom Virtual Conference Guidelines & Timeline

  1. OVERVIEW

The purpose of this guidebook is to provide detailed information and instructions to conference organizers on setting up a virtual conference using Zoom.

Zoom Webinar is a controlled environment optimized for conducting Online Webinars and will be used for ComSoc conferences going virtual. In Zoom Webinar, many people can attend (up to 1,000 with ComSoc's licensing agreement). Webinar roles are separated into panelists (as well as hosts/co-host) who are able to present in the Webinar, and attendees who can join in live polling, and Q&A.

  1. PERSONNEL AND RESOURCES

The ComSoc ICT and Conference staff will work with the OCs on setting up the virtual conference using Zoom.  The ComSoc staff will set up the various Zoom sessions in accordance with the technical program website. Designated OC members will be invited to simulated sessions to go through the flow of the online sessions. ComSoc will provide the necessary number of user licenses in order to set up as many as ten concurrent technical sessions per Zoom Business license. More licenses are also possible for larger conferences.

The ComSoc ICT and Conference Planning staff members are:

Zoom Webinar Best Practices and Resources

Zoom Roles in a Webinar

Managing Participants in Webinar

Zoom Screen Sharing

Using Webinar Chat

Sharing Computer Sound During Screen Sharing

  1. ROLE AND RESPONSIBILITY

ComSoc Conference Planners:

  • Set up simulated sessions and perform walk-through with designated OC members
  • Configure actual sessions per program schedule
  • Invite volunteer members (session chairs, hosts, panelists, etc.) to corresponding sessions, and designate roles
  • Start online sessions on time and assign host responsibility to designated volunteer

ICT Staff:

  • Secure user license
  • Provide technical support as needed
  • Set up secure site to hold video recordings of presentation
  • Program login page on conference website

Organizing Committee:

  • Communicate instructions to authors and attendees
  • Assign session chairs or hosts to each session
  • Serve as back up when hosts do not show up for scheduled session

  1. SLACK

Discussion of setting up virtual conferences for IEEE ComSoc for volunteer. Join the Slack channel. Select the room #virtual-conferences.

  1. PREPARING YOUR VIRTUAL PRESENTATION

We highly encourage you to include an audio/video presentation of your work both to allow you the opportunity to explain your work and get more exposure to the audience, as well as making the conference more informative, valuable and engaging for the attendees.

There are several video conferencing tools available to easily record a presentation.  In this method, you can show your face via webcam (if you’d like) and display your slides as you talk. You can use any meeting software as long as you get a good quality recording and your final file is in the MP4 format. Here are some links to instructions on recording a meeting on common platforms:

You can also use the two step method covered below:

File Format

  • All files must be in MP4 Format
  • Less than or equal to 1mbps bitrate: To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bitrate.
  • Resolution = maximum 720p HD
  • Please use the following naming convention: SID.mp4, where SID is your session ID, the code that was entered in front of your paper/poster title in the program. 

Tips for recording:

  1. Use as quiet an area as possible
  2. Avoid areas that have echo
    1. Rooms should be fairly small
    2. Sound dampening with carpeting, curtains, furniture
  3. Hardline internet connection recommended, but if unavailable, a strong Wi-Fi connection
  4. Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”.  Avoid using default built-in microphone on computer.
  5. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation.  Make adjustments if needed.

  1. SET UP AND RECOMMENDED TIMELINE

TIME (weeks)

TASK

ASSIGNED TO

C-6

Assemble and schedule sessions into program

Final program should be completed.

Registration types should be finalized.

OC and TPC

C-6

Invite session chairs

RECOMMENDATIONS:

  • Invite at least one chair and one co-chair.

OC and TPC

C-5

Set up simulated online sessions using Zoom

Conference planners

C-5

Attend simulated online sessions and walk through online session flow with Conference Planners

OC and TPC (designated members only)

C-5

Set up secure site for authors to upload video recordings of presentation

ICT

C-4

Send authors session schedule and instructions for preparing video recordings of presentations for upload to the Conference in advance.

RECOMMENDATIONS:

  • Video recordings should be between 15 – 18 minutes
  • No more than 720p video quality
  • Voice-over PowerPoint is acceptable and highly recommended
  • Set deadline no later than two weeks before start  of conference

OC and  TPC

C-4

Confirm session chairs and send instructions for online session hosting responsibility.

The session chair, working with the coordinator (role defined below), is in charge of moderate the session.  Responsibility is similar to a regular conference session:

  1. Introduce the author and paper before the video play back;
  2. Take written questions during the presentation play back from Zoom chat;
  3. Read the questions to the presenting author during the question-answer period after video play back;
  4. Conclude the session and check attendance.  

Each Zoom session should be assigned a session coordinator whose responsibility is similar to the traditional A/V student volunteer.  The key tasks include:

  1. Review submitted video recordings with session chair to control length and quality;
  2. Serve as host of the Zoom session (ComSoc staff will start the session and transfer hosting responsibility to the coordinator);
  3. Play back the video presentation on time for each presenting author;
  4. Record the Zoom session

OC and TPC

C-4

Configure all sessions into Zoom, and assign roles.

RECOMMENDATIONS:

  • Session start and end times will be set according to the time zone of the location where the conference were to be held. For example: If the conference were to be held in France, then the session start and end times will set at GMT+2

Conference planners

C-4

Build the technical program (import from Edas) page on conference website. The page will have a login and restrict access to registrants only.

ICT

C-2

Organize recordings of presentations into their respective sessions

Conference planners

C-2

Share recordings of presentations with the respective session chairs and session coordinators

Conference planners

C-1

Dress rehearsal of select online sessions with OC members and assigned sessions chair

RECOMMENDATIONS:

  • Start session at actual start time of conference
  • Transfer host role to assigned session coordinator
  • Play recording of actual presentations
  • Moderate Q&A sessions using chat room feature

Conference planners

C-1

Send reminder to authors, attendees, and volunteers with regard to virtual conference

Conference planners

C-0

Start online sessions 10 minutes early

Conference planners

C+1

Post session recordings online and make the available to conference participants for 30 days.

ICT