Dear IVEC Conference Presenter Thank you very much for completing your registration. This email contains important information for your session. Please read carefully. We have also attached a .docx copy of this information for your records.

Session Confirmation We are pleased to confirm that your session will be scheduled in the conference programme as a live session. The programme overview is available at http://iveconference.org/2020-programme/ A detailed programme with the exact date of your session will be available on the same page in the next few weeks.

Please answer a few short questions about your session requirements by 7 August 2020 so that we can accommodate your needs. Only 1 presenter needs to respond. Link to questions: https://forms.ncl.ac.uk/view.php?id=8872642

As a registered presenter, you will have access to the Zoom link for your live session, which will be available on your session information on our virtual conference platform Dryfta. Your session page on Dryfta will also have files, chat and Q&A sections, if needed. You will have full access to IVEC2020 on Dryfta from the 11th of September 2020.

Below you will find further information on the following topics:

a) Presenting via Zoomb) Presenter Training Session Dates c) Introduction to IVEC 2020 on Dryftad) How to upload other documents on Dryfta (e.g. handouts)

Your flexibility and adaptability are very much appreciated, and we are here to assist you at every step of the way. If you should have any questions regarding the information provided in this document, please do not hesitate to contact us on iveconference.org.

a) Presenting via Zoom We have prepared a handy guide of how to use Zoom as a presenter.We will give you alternative host controls and you will be able to share your slides and manage breakout rooms on Zoom.

Each live session will have two staff members acting as Chair and Moderator. The Moderator will manage all of the technology behind the scenes. They will make sure that your presentation is running correctly, they will assist in getting attendees to the Zoom environment and can help you manage Zoom breakout rooms. The Chair will moderate the live chat and help you with navigating audience questions. We will assign Chairs and Moderators to each Live Session in advance and add their details to your session information on Dryfta. You can get in touch with them directly on Dryfta from 11 September should you need assistance.

To ensure that attendees can interact freely in panels, workshops and symposia, we will NOT record these live sessions.

As a presenter, we recommend that you enter the room for your session at least ten minutes before your presentation is scheduled to begin. Your Session Moderator will already be in the room and can answer any last-minute questions you may have. We suggest you let everyone know you are the speaker and how you will handle the questions. Please note that we expect live workshop and symposia sessions to ensure audience participation and be interactive.If attendees have technical questions related to the software, our session Moderator will deal with them in real time in a private chat, so your session will not be disrupted.

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Q & A Participants can ask questions and participate using their microphone or in the chat (you can see the chat window if you click on the ‘Chat’ button at the bottom of the window, right next to the ‘share screen’ function). The chair in your session can select a number of questions for you to answer. If you would like to do this yourself, just let your session chair know at the beginning of your session.   Breakout Rooms As a presenter, you can manage the breakout rooms during your session and visit multiple breakout rooms to check on attendees’ conversations. We will show you how to use this function during our training sessions.If you would prefer the Session Moderator to manage the breakout rooms for you, you need to let the Moderator know how many breakout rooms to open, how long you want the breakout rooms to be active and when to end a breakout room and bring everyone back together.

b) Presenter Training Session Dates We have organized 2 presenter training sessions for live session presenters to show you the virtual environment (Dryfta), Zoom functionality, and answer any questions you may have about your session. You may attend any or both of these sessions. The sessions will also be a good opportunity for you to meet other presenters.

Training for live session presenters:2 September, 3pm (UTC+1 / BST)4 September, 11am (UTC+1 / BST)

The Zoom link: https://newcastleuniversity.zoom.us/j/98969270624Meeting ID: 989 6927 0624Passcode: 860706

You will need Zoom downloaded onto your device to attend these sessions, and we recommend using a computer, laptop or tablet instead of a mobile phone. Supported browsers include Firefox 27 or higher and Chrome 30 or higher. 

We have also planned training sessions on how to use Dryfta and Zoom as an attendee. The information for these sessions will be available soon. Further guidance on how to navigate Dryfta as an attendee will also be available from 11 September 2020 on Dryfta under the menu item ‘Information Desk’.

c) Introduction to IVEC 2020 on Dryfta: the Virtual Conference Platform

Go to: https://ivec2020.dryfta.com/ Use the email address that you used when submitting your proposal to Login. If you have forgotten your password, you can reset your password on the login page. You currently only have access to the home page and the ‘Update Profile’ section of your Dashboard.

All presenters and attendees will have full access to IVEC2020 on Dryfta from 11 September 2020. On this date, you will be able to access your session space via ‘Go to Sessions’, and then search by session name or author name.  

 

 

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Once you have full access, you will find that there is a chat and Q&A window next to your session information. You will be notified via email whenever other attendees leave a comment or a question for you. If you receive any questions/comments on Dryfta, please respond to your attendees’ queries throughout the conference (14-16 September) instead of after the event. You will also see an option to create a poll for your attendees, and upload additional files (such as slides, handouts, or pre-session preparation information) to share with your attendees (see information below).

   

d) Uploading additional files to ‘My Dashboard’

You can upload additional files that are relevant for your presentation, like slides, handouts, or pre-session preparation information to your dashboard on Dryfta. These files will then be available to your attendees on your session space under the tab ‘Slides’. To upload additional files:

1. Go to: https://ivec2020.dryfta.com/dashboard2. Use the email address that you used when submitting your proposal to Login. If you have

forgotten your password, you can reset your password on the login page. 3. Click on ‘My Dashboard’, and click on ‘Update Profile’. 4. Scroll down and upload up to 5 files using ‘Upload a file / Upload another file’ spaces.5. Please use the following naming format for your files:

Proposalnumber _3FirstWordsofTitle_ExplanationHere is an example: IVEC520_VirtualExchangeAnd_SlidesAccepted file formats are: .pdf, .txt, .doc, .docx, .ppt, .pptxMaximum file size is: 100 MB

6. Click on ‘Update Profile’ to save your changes.7. Upload all relevant files by 11 September 2020, which is when all delegates will have full

access to Dryfta.

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