INSTRUCTIONS FOR ORAL & POSTER PRESENTERS

IMPORTANT INFORMATION FOR WORKSHOP PRESENTERS – Please read through

Workshop sessions will include pre-recorded presentations with a live connection for discussion where presenters will be asked to participate in a question and answer session in real time and answer questions from the audience about their work.

Speaking time for each presenter will be maximum 7 minutes. Presentations longer than 7 minutes will be cut off. You must send in your video presentation recording – adhered to your allocated speaking time and in MP4 format by August 15, 2021 via email at eciworkshop@serenas.com.tr.

Attention: Your presentation will be displayed in landscape orientation 16/9 ratio. Therefore, your presentation slide deck must be 16:9. Kindly remember to include a disclosure slide at the beginning of the presentation if you have anything to disclose, otherwise please add “No Disclosures” (Please click here for Sample disclosure slide).

Also, please note it is mandatory for all presenters to complete a consent form which will be sent to you with your virtual congress login details a few days before you can access the virtual platform.

Live Connection to Discussion: Once all pre-recorded presentations play in your session, you will be asked to join live for Q&A sessions. Our technical team will send you the zoom link for you to connect to your meeting room in advance and we kindly ask you to be ready and join 15 minutes before on the day of your presentation. Once you connect to your meeting room, our technical team will test everyone’s connections, microphones and cameras for proper broadcasting. It is important to connect in advance to participate in this rehearsal. Before you connect to live discussion, please make sure you have a good internet connection, isolate yourself in a quiet room with no background noise, use headsets and sit in a place with a clean background where people can clearly see your face.

 

Information on how to prepare and record your oral presentation is detailed below:

Please  note that you will need to save your Powerpoint and/or Keynote presentations as mp4 video with your camera image. You can achieve video recording effortlessly using the Zoom video conferencing application. If you have not used the zoom video conferencing application before, you will need to go to http://www.zoom.us  to download the zoom meeting client application to your computer, create a free zoom account by running the application or log in with your google or facebook accounts. After installation and sign In, you will be able to create a video recording of your presentation by opening a virtual meeting of your own.

To ensure an optimal video recording, please follow these guidelines:

  • Make sure to have a good internet connection AND use the browser Chrome
  • Use a headset or earphones with a microphone
  • Isolate yourself in a quiet room with no background noise
  • Sit in a place with a clean background where people can clearly see your face. Place a light with a lampshade in front of you and behind your webcam.
  • Make sure you practice inadvance to avoid presentation to go over the allocated time.

 

Instructions for recording:

  1. Open your Powerpoint or Keynote presentation and complete the final checks.
  2. Open the Zoom program and create a private meeting with the “New Meeting” button.
  3. Complete your Audio and Video controls
  4. Zoom program will start the sharing of your screen by clicking the green “Share Screen” button on the bottom menu.
  5. Start your Keynote or Powerpoint presentation as a full screen slideshow, presentation show.
  6. Move your own webcam camera image to the upper right corner of your screen, so it will not to interfere with your presentation.
  7.  Move your mouse or trackpad over the (You’re Screen Sharing) section that appears as a green band at the top of your screen.
  8. Open the menu with three dots at the end of the top menu (…) and click the “Record” tab.
  9.  Your presentation video recording process has started with your own video image.
  10. Make your presentation with your video and audio narration using the arrow signs on your keyboard or your mouse.
  11. When your presentation is completed, stop the recording with “Stop Recording” by reaching the menu described in item 7.
  12. End the screen sharing with the red “Stop Share” Button on the same band.
  13. In the zoom program, click the “End” button on the sub menu band to exit the zoom meeting with the “End Meeting for All” option
  14.  After you leave the meeting, the “Converting Video” window will automatically open and the process of converting your presentation recording into video in mp4 format will begin.
  15.  When the “Converting Video” process is completed, the folder where the video is recorded will open automatically and the video file will be displayed as “zoom_0.mp4”.
  16.  Play the video for testing purposes and name the file “PUBLICATION_NO_LASTNAME_NAME”
  17. You can send this recorded video file using file sharing websites such as wetransfer.com or filemail.com
  18.  It is important that you send your recording by August 15, 2021 via email at eciworkshop@serenas.com.tr. You may not be able to participate to present your work, if you fail to send in your recording by the deadline.

Note: The default recording location of Zoom video recording files on your computers is defined as my documents / zoom / folder. If you accidentally close the window that opens automatically after Video Convert, you can access the video file by going to this location on your computer.

You can also see how to record your presentation using the zoom, by following the instructions on the youtube link below. https://youtu.be/Ld4uDzpVTFI

Please note all only registered workshop presenters will be able to appear in the program and present.

IMPORTANT INFORMATION FOR E-POSTER PRESENTERS – Please read through

All accepted posters will be displayed as an e-poster in the “E-poster Hall” in the virtual platform and will be available for viewing throughout the congress. There will NOT be guided e-poster sessions in the virtual platform.  Only selected “Best Poster Candidates” will be invited to participate in the “Best Poster Sessions” with a pre-recorded video presentation within the main scientific program. Details about Best Poster Session is provided here. E-poster authors may choose to include a video narration to their posters while uploading their presentation to the system. ECI 2021 Organization recommends for “Best Poster nominees” to upload a video narration as well because these e-posters will be reviewed by a jury who will select  and invite selected one to the “Best Poster Session”.

You are kindly requested to follow the instructions below in order to submit your “E-POSTER PRESENTATION” to the system no later than August 6, 2021 (with your user name and password that you had already used during abstract submission.)

How to upload your e-poster?

  1. Please keep your presentation ready (as a Word or PowerPoint format) during the submission process.
  2. Please login to https://www.abstractagent.com/2021eci/ with your email and password you used during abstract submission.
  3. Click “My Abstracts”.
  4. Click blue “Upload Your Fulltext” button.
  5.  Copy and Paste each part of your poster to related areas, upload your tables and figures. The tables and figures resolutions must be at least 96 dpi.
  6. If you prefer, you may  upload a video recording to your e-poster by browsing the file in your computer. Video recordings* for e-posters may not be longer than 3 minutes.
  7. Preview your poster using the “PREVIEW button”.
  8. Approve your poster using the “APPROVE button”.
  9. Uploads to the abstract system must be completed by August 6, 2021!
  10. Your poster will be converted into an electronic poster and will be accessible on the E-Poster Hall on the virtual platform.

Attention: Your video recording will be displayed in landscape orientation 16/9 ratio

Publication Consent

By uploading your E-Poster, you agree to having it published in the official Congress publications and on the ECI 2021 website, virtual platform for the duration of 4 months following the ECI 2021 Virtual Congress.

*How can you prepare your video recording?

Please  note that you will need to save your Powerpoint and/or Keynote presentations as mp4 video with your camera image. You can achieve video recording effortlessly using the Zoom video conferencing application. If you have not used the zoom video conferencing application before, you will need to go to http://www.zoom.us  to download the zoom meeting client application to your computer, create a free zoom account by running the application or log in with your google or facebook accounts. After installation and sign In, you will be able to create a video recording of your presentation by opening a virtual meeting of your own.

To ensure an optimal video recording, please follow these guidelines:

  • Make sure to have a good internet connection AND use the browser Chrome
  • Use a headset or earphones with a microphone
  • Isolate yourself in a quiet room with no background noise
  • Sit in a place with a clean background where people can clearly see your face. Place a light with a lampshade in front of you and behind your webcam.
  • Make sure you practice inadvance to avoid presentation to go over the allocated time.
  1. Open your Powerpoint or Keynote presentation and complete the final checks.
  2. Open the Zoom program and create a private meeting with the “New Meeting” button.
  3. Complete your Audio and Video controls.
  4. Zoom program will start the sharing of your screen by clicking the green “Share Screen” button on the bottom menu.
  5. Start your Keynote or Powerpoint presentation as a full screen slideshow, presentation show.
  6. Move your own webcam camera image to the upper right corner of your screen, so it will not to interfere with your presentation.
  7. Move your mouse or trackpad over the (You’re Screen Sharing) section that appears as a green band at the top of your screen.
  8. Open the menu with three dots at the end of the top menu (…) and click the “Record” tab.
  9. Your presentation video recording process has started with your own video image.
  10. Make your presentation with your video and audio narration using the arrow signs on your keyboard or your mouse.
  11. When your presentation is completed, stop the recording with “Stop Recording” by reaching the menu described in item 7.
  12.  End the screen sharing with the red “Stop Share” Button on the same band.
  13.  In the zoom program, click the “End” button on the sub menu band to exit the zoom meeting with the “End Meeting for All” option
  14.  After you leave the meeting, the “Converting Video” window will automatically open and the process of converting your presentation recording into video in mp4 format will begin.
  15.  When the “Converting Video” process is completed, the folder where the video is recorded will open automatically and the video file will be displayed as “zoom_0.mp4”.
  16.  Play the video for testing purposes and name the file “PUBLICATION_NO_LASTNAME_NAME”

Note: The default recording location of Zoom video recording files on your computers is defined as my documents / zoom / folder. If you accidentally close the window that opens automatically after Video Convert, you can access the video file by going to this location on your computer.

You can also see how to record your presentation using the zoom, by following the instructions on the youtube link below.

https://youtu.be/Ld4uDzpVTFI

Please note poster presenters must register to the congress by July 30 in order to appear in the program and in the abstract book which will be published as a special issue of European Journal of Immunology.

If you need further assistance you may contact ECI 2021 Organization Team at info@eci2021.org or at eci2021@serenas.com.tr.