Session guidelines, instructions and information

Information subject to change.

Instruction to follow closer to the conference. 

The duration of all sessions is 90 minutes. We follow the academic quarter tradition. Sessions officially start 15 minutes past the hour as indicated in the schedule, i.e., a session scheduled for 10:00 to 12:00 will officially take place from 10:15 to 11:45, giving time for technical preparations and leaving room for flexibility.

Each single paper session will host three presentations with 30 minutes per each presentation. All presenters are welcome to use that time the way the see best, but we recommend leaving ample time for discussion (for example, presentation time limited to 15 or 20 minutes which leaves 15 to 10 minutes for discussion, respectively). The chair of the single paper session will monitor the schedule. In symposia, debate sessions, innovative sessions and workshops, the organiser(s) of the session can distribute the allocated time according to the needs of the session. In poster sessions each presenter will have the full 90 minutes to present their poster. In roundtable sessions, the presenters will start with a short presentation round (approx. 5 min. each presenter) on each presenters work and questions, before a joint discussion. 

In terms of technical execution, each session falls under one of three categories: on-site, online or hybrid.

• On-site: all presentations of the session are delivered in a session room in the conference premises. On-site sessions are available for remote participants through Zoom.
• Online: all presentations of the session are delivered remotely on Zoom only.
• Hybrid: the session has both on-site and remote presentations, all delivered in the same Zoom session. Most, if not all, sessions will allow for full online participation.

Information regarding each session, zoom links, abstracts and other info, can be found on the NB-ISCAR Moodle platform. Instructions on how to access the platform will be shared closer to the conference.

We suggest that all conference participants download the Zoom application for a smoother experience.

All on-site sessions will also take place via Zoom, enabling online participants to view and interact with the on-site session. We therefore recommend that you prepare your presentation so that it can be shared on Zoom and use your own computer and Zoom account for the presentation. The same Zoom presentation will be viewed by participants both on-site and online. Session rooms are equipped with a movable camera and wireless sound system, so physical presentations (flipcharts, whiteboards etc.), activities and performances can also be captured for online participants.

For sharing the presentations, we strongly recommend using your own laptop. The organiser’s computer can also be used, but in this case please notify the organizers (nordicbaltic-iscar@helsinki.fi) well in advance and arrive early to transfer your presentation on the local computer. 

Whether you are presenting on-site or online, please arrive at least 15 minutes before the official starting time to prepare your presentation material and log in to the Zoom session. Zoom links to all sessions, along with abstracts and other info, can be found on the NB-ISCAR Moodle platform (instructions on how to access the platform will be shared closer to the conference). If you are using the notes option in Microsoft Power Point, please make sure that your computer settings allow Presenter’s mode and you are not duplicating the screens. We also recommend printing your notes. 

For any further detail about the on-site seminar rooms and their equipment, please check the links below. If you have any questions, please don’t hesitate to reach out to the organising team (nordicbaltic-iscar@helsinki.fi).  

Nordic-Baltic ISCAR 2022 Conference rooms: 

K222, K228, K229, K232, K113, K114.

On-site presentation, using your own computer

1. Find your session in Moodle and join the Zoom session via the link provided in Moodle
2. Mute your mic in Zoom AND mute your computer sound entirely. All on-site sound will be transmitted to Zoom via the organiser’s audio system in the room!
3. Test your presentation material and screen sharing function in Zoom with the help of the technical assistant and/or session chair
4. At the start of your presentation, share your presentation to Zoom, but keep both your Zoom microphone and your computer sound muted

On-site presentation, using the organiser’s computer

1. Arrive to the session 15 minutes in advance (i.e., if the session is scheduled for 10:00 to 12:00, arrive at 10:00 sharp) to test and coordinate your presentation with the technical assistant and/or session chair
2. Bring your presentation in a medium and format accepted by a Windows computer

Online presentation

Online presentations will work like a normal Zoom session. Please, log in to the appropriate Zoom session (link on Moodle platform) well in advance to test screen sharing and your material.

Most single paper sessions are chaired by members of the NB-ISCAR organising committee. However, some will be chaired by one of the presenters, agreed upon well in advance. In symposia, workshops, debate sessions and innovative sessions, the organiser of the session is responsible for either chairing or arranging a chair.

Session chair’s responsibilities in single paper sessions:

1. Arrive to the session room 15 minutes in advance, i.e., 8:00, 10:00, 13:00 or 15:00
2. Check with the technical assistant that all presenters have arrived and that the Zoom session and presentations work for everybody. The Zoom session will be opened on the local computer, but you can also join the session from your own computer to follow chat discussions. Remember to mute your microphone and computer sound and disable the camera. 
3. Open the session on the official start time, 15 minutes past the time indicated in the schedule, i.e., for a session scheduled for 10:00 to 12:00, open the session at 10:15.
4. Briefly introduce the presenter(s) and topic at the beginning of each presentation
5. Recommended maximum presentation time is 20 minutes. Notify the presenter at 15 minutes and 19 minutes with the “5 min” and “1 min” signs provided in the room. However, flexibility is encouraged as long as the 30 minutes reserved for presentation and discussion is not exceeded.
6. Adhere to the presentation order indicated on the Moodle platform, if possible
7. In discussions, moderate the questions and comments. Also, prepare one or two questions to ask about each presentation in case no other participants have any questions.
8. Check that audience questions can be heard by online participants and repeat the questions if needed. In large rooms (K222; K232), the Jabra speaker/mics can be moved around (by the technical assistant). Participants can also be asked to move closer to the Jabras to present their questions.
9. In room K113, a handheld microphone is used for comments, circulated by the technical assistant.
10. Check with the technical assistant for raised hands and chat questions in Zoom. All sessions should aim to offer an equally immersive conference experience for both physical and online participants!
11. Conclude the session 15 minutes before the scheduled end time, i.e., for a session scheduled for 10:00 to 12:00, close the session at 11:45. However, the conference schedule provides room for flexibility.