ICoICT 2020 VIRTUAL CONFERENCE

INSTRUCTION FOR PRESENTERS

GENERAL INFORMATION

ICoICT 2020 will be held in the form of a virtual conference using GoToWebinar. Each session

will have a host, a moderator (for keynote speeches and tutorials) or session chair (for paper

presentations), presenters and attendees. The host will be the person that facilitates the use of

the technology. The moderator or session chair is present to coordinate the session and manage

Q&A.

BASIC SESSION STRUCTURE:

• 10 minutes before the Session: The host will start the designated GoToWebinar session.

• 2 minutes before the Session: The host will start the recording.

• 1 minute before the Session: The Session Chair introduces the session.

• Beginning of the Session: The Session Chair will introduce the presenter. The talk will be

presented using the video recording submitted by the presenter followed by live Q&A.

The duration of each presentation by type are listed below:

• Keynote speech: (1 hour)

Recorded presentation (video) = 40 minutes

Live Q&A = 10 minutes

• Paper presentation: (20 minutes)

Recorded presentation (video) = 15 minutes

Live Q&A = 5 minutes

• Tutorial: (1.5 hours)

Recorded video = 40 minutes

Live Q&A = 20 - 40 minutes

• End of the Session: The Session Chair will conclude the session and check attendance,

then the host will end the session.

SCHEDULE AND TIME

All time in the program schedule are in Western Indonesia Time / Waktu Indonesia Barat

(WIB; GMT+7). Please pay attention and adjust it to your local time.

Current time in WIB can be found on http://time.bmkg.go.id/ .

INSTRUCTIONS FOR PRESENTERS:

• Organizer will send you an invitation link as a presenter via email. Just click on the link to

join the webinar.

• Please join at least 5 minutes before your designated time slot and be present during the

video playback as well as the Q&A session.

• As organizers, we would like to ensure a smooth and productive virtual conference.

Following the video presentation there is a short Q&A session.

• Your microphone will be muted during the video playback.

• During the replay of the presentation video, attendees will ask questions related to the

presentation through the Q&A panel.

• You are encouraged to keep an eye on the questions so to answer them during the Q&A

Session.

• At the end of the pre-recorded presentation, the host will unmute your microphone and

shares your webcam. The Session Chair will then ask you to answer some of the questions

in sequence they were submitted and within the allotted Q&A period.

• The Session Chair will try to cover as many questions as possible depending on the

allotted time. In case, some of the questions have not been answered attendees may want

to discuss with the author(s) off-line.

• You are welcome to stay in the session as an attendee when not presenting.

• When you are not presenting your paper, you can also ask questions to other presenters via

chat panel. Begin your text with “[ASK]” to indicate it as a question to the presenter. Send

it to session chair (or all panelist if you prefer to do so).

• You are also welcome to register as an attendee for any other session / event that interests

you using registration links provided in the icoict.org. Please note that each room has

limited capacity.

DETAILED GOTOWEBINAR GUIDE FOR PRESENTERS

New to GoToWebinar?

Joining a webinar as a panelist requires an invitation from a webinar organizer. The panelist

invitation email will have a Join Webinar link which can be used to join the live webinar.

Initial GoToWebinar Setup

As a presenter (you have the privilege of “panelist” in GoToWebinar) you will need the desktop

software installed on your computer to properly host or participate in the session.

How to Join the Session / Event

1. Open the Webinar invitation email.

2. Click the Join Webinar button provided in the confirmation email.

3. If prompted, click Yes or Grant to accept the download.

4. If requested, enter the Webinar password provided by your Webinar organizer.

5. You will be entered into the Webinar, and the Panelist Control Panel and GoToWebinar

Viewer Window will appear.

Note: When joining a Webinar, remember to join the audio portion using the information

provided in your Control Panel.

FAQ:

How to be Invited Multiple Event(s) or Session(s)?

It’s possible if you have some papers to be presented. You’ll be invited more than an event or

a session. You’ll be received more invitation email(s).

During the Session

1. Panelist Control Panel

(a) Mute/unmute

Mute and Unmute Yourself – Mute and

unmute your audio during the session if you

are connected using built-in audio services.

(b) Share your screen, change presenter and

give keyboard/mouse control

Share Your Screen (Windows) – Share your

desktop, an application or a document with

attendees.

Change Presenter (Desktop App) – Change

presenters so that another participant can share

their own screen.

Give Keyboard and Mouse Control – Share

keyboard and mouse control with other

participants while you are sharing your screen.

Note that attendees who joined using a method

other than the desktop app (such as the Instant

Join app or mobile apps) will not be able to use

this feature.

(c) Share your webcam

Share Your Webcam (Desktop App) – Preview

your webcam before sharing with others, then

turn on your webcam to work face to face with

attendees.

(d) Manage your audio mode

Switch Audio Modes in Session – Switch

between computer audio and dialing in via

phone and access the Sound Check.

Enable/Disable On-Hold Beeps and Entry Chimes – Manage the audio controls (e.g., on-hold

beeps, entry/exit chimes).

(e) See the audience view

See the Audience View – See a preview of what your attendees are seeing to make sure your

presentation is on point!

(f) Manage attendees

Manage Attendees (Desktop App) – View the names of all individuals participating in the

session, as well as access mute controls and other options.

Invite Others to Join (Desktop App) – Invite attendees to join while you are in an active session.

Add Co-Organizers – Make someone a co-organizer so that person can have full control over

the session and/or continue running the session after you leave.

Add Panelists – Panelists are members of webinar staff who can speak, present, share webcams

and answer assigned questions during a session. You can either add panelists before a session

starts or promote attendees to panelists during the session.

(g) Chat with others

Send Chat Messages (Desktop App) – Send chat messages to all participants, or only to member

of your staff.

(h) Record the session

Record a Session – Record the presenter's screen, audio and shared applications during a

session, then upload and store the recording for people to view.

(i) Use Drawing tools (Windows only)

Use Drawing Tools (Desktop App) – Use drawing tools to draw on your shared screen and

better illustrate points. Note that attendees who joined using a method other than the desktop

app (such as the Instant Join app or mobile apps) will not be able to use this feature.

2. Share your screen

When an organizer gives you Presenter controls, you will be able to share your screen, pass

keyboard/mouse controls, and switch Presenters. You will also see an "Audience View" pane

that provides a thumbnail view of what the audience is currently seeing.

When sharing your screen, you can choose to share a specific application, a clean screen with

no icons or taskbar, etc. Read through the Control Panel article for more details on tools and

features.

Q&A Session

1. Chat with others

As a Panelist, you can chat with organizers and other Panelists. You may ask questions to other

presenters when you are not presenting your paper. Use the chat panel to write your question.

Begin your text with “[Ask]” to indicate it as a question to the presenter. Send it to session

chair (or all panelist if you prefer to do so).

1. Right-click an organizer or Panelist name in the Attendee list and select Send Chat

Message. This will change the "To" field in the Chat pane. You can also select the desired

recipient(s) from the "Send Chat To" drop-down menu in the Chat pane directly.

2. Enter the desired chat message and click Send.

2. Answer questions

An organizer can forward questions asked by attendees to Panelists. This will allow you to

undock and expand the Questions pane and answer questions.

1. In the Questions pane, select the question you want to answer.

2. After typing in your answer, select Send Privately or Send to all.

Icon definitions:

Check icon : The question has been answered.

Flag icon : The question has been prioritized.

Expand/collapse icon : The Questions pane will undock from or dock to the Control Panel.

Breaks

Conferencing, online and in-person can be exhausting! We need to take breaks. We will take

breaks. Breaks are built-in to the schedule!

• Stand up and stretch, get a snack, come back refreshed!

• If you leave GoToWebinar on, make sure that your microphone is muted during the break.