ONLINE PARTICIPANTS


Parallel Sessions

To participate online to the sessions (either as a speaker or a attendant), you must create a user account on the WEHC website: https://www.wehc2022.org/login. 

This account must be created with the same email you used to register to the WEHC.

 

If you have any problems creating an account or joining the sessions, please contact program.wehc2022@psemail.eu


Once you have a user account, you need to create your personal schedule by adding the sessions will attend to your agenda (Tutorial


Please

create your user account as soon as possible to avoid technical

problems during the conference (in case of technical problem  program.wehc2022@psemail.eu


You will then get the links to participate in the sessions in "My Agenda" from Thursday, July 21st. It

is important the links to the sessions are not shared. If a malevolent

actor secures the link, there is no way to protect a room from repeated

intrusions apart from changing the link.


Sessions

will be held on the Avaya platform. You do not need to download any

application or further register. You just need to enter your name.

 

Please do not expect your online presentation to work as soon as you connect. As for every new software you use, you might need to change your settings, setup and habits. If possible, definitely do a trial before the session in liaison with your session organizer

Please find here the explanatory walkthrough to use Avaya. If you have any problems joining the sessions, please try the following steps:

  • Use Chrome rather than an other browser or the app.
  • Remove the "Cancel Background through AI" option
  • Check your browser’s premissions regarding the use of video and audio inputs

If you have any further issue after trying these steps, please contact program.wehc2022@psemail.eu.


Online

speaker must enter the session as an online participant, using the link

they find in "My Agenda". They can then share their screen, their

microphones, and/or their camera. Online speakers must share their whole

screen to be able to advance their slides.


Plenary sessions

The Plenary Sessions will be broadcasted from the Event Maker website. You will receive an email with link. Again, you will need to enter the email you have used for registration.

For any further questions, please contact program.wehc2022@psemail.eu.


RUNNING AN HYBRID SESSION


You are a session organizer

All the sessions will be held both face to face and remotely. We require that there should be at least one organizer or chair on site (you, one of the speakers, or someone else identified as a discutant or a chair in the session). Please arrive and prepare the session 15 minutes in advance. The room’s manager will be there.


You are free to arrange the timing of the session as you wish.


The videoconference tool is Avaya. Each room is equipped with a computer (with clicker), a camera, a microphone and a large screen. In each room, there will be a room manager (a member of our team), in charge of the smooth running of the hybrid session using the room’s computer. The room’s computer is the administrator of the session and can moderate it.


As a chair, we recommend you leave the room’s computer to the room manager. He/She will do the technical moderation (open/close microphones, open/close cameras, close screen sharing) under your instructions. You can moderate the chat (by connecting to the session as an online participant, using the link in "My Agenda") and ask him/her ((e.g. by private or public chat) to open the microphone and the camera of the online participants of your choice.


Because of the way most small rooms are configurated, presenters must be at the back of the room (away from the whiteboard) to face the camera. In larger rooms, presenters can face the camera from the side of the room, near to the whiteboard. In any case, follow the room’s manager instructions.


On-site speakers have two options:

  • They can decide to beam their presentation from the room’s computer. Please ask each participant to bring his presentation on a USB drive and give it in advance to the room manager. Beware that the room’s computer cannot usually be moved next to the speaker. They will have to use a clicker (provided by the room’s manager) or ask someone else to advance their slides.
  • They can decide to beam their presentation from another computer (e.g. their or your computer). In that case they must enter in the session as an online participant, using the link in "My Agenda". They must then share their whole screen to be able to advance their slides.


Online speakers must enter the session as an online participant, using the link they find in "My Agenda". They can then share their screen, their microphones, and/or their camera. The room’s computer can close microphones, close cameras, and exclude participants. It cannot close screen sharing.


It is important the links to the sessions are not shared. If a malevolent actor secures the link, there is no way to protect a room from repeated intrusions apart from changing the link.


As an organizer you will not have to manage the technical side of things.

In case of difficulty, in addition to the room manager, you can rely on a “rescue team” for each building (part of the congress organization) plus a factotum per building. They can escalate issues both to the online digital support of the Campus Condorcet (for Avaya issues) and to hardware support (for computer issues) Extra computers are available to the rescue team at the congress’s welcome desk.