IADR conducted a live speaker training on July 1 for presenters and chairs to learn the Virtual Experience Platform and how the live sessions would be conducted.  The IADR Virtual Experience Platform live sessions are powered by Zoom. The focus of the training was on how to use Zoom for presenting and moderating in line with the IADR General Session format. The training session consisted of a 35 minute overview of the platform and best practices, followed by a Q&A with technical support and IADR staff. Speakers are encouraged to view the recording of the session and email and additional questions to virtual@iadr.org.

View training slide deck

Speakers are asked to test their equipment in advance of the live session. 

Test your Zoom connection: visit https://zoom.us/test and start a meeting. Check your camera and ability to shareyour screen using the share screen icon. 

Test your microphone at https://mictests.com/: Use the “Test my mic” button to run a test of your microphone and playback for audio quality. It is recommended you use an external microphone that is not clipped to your shirt. Clip-on microphones or headphone microphone may scratch against your clothes. 

Speakers must have the most recently updated Zoom desktop client or app to ensure successful presentation and use of all Zoom features IADR is utilizing. To download the latest Zoom go to https://zoom.us/download. If you already have Zoom on your computer, check for updates to the version. Details on how to check for updates can be found in the Zoom support update article. 

If during the live presentation you have issues, we ask that you quickly reach out to IADR Support using the chat icon in the bottom right corner of all pages on the platform. Details on the issue and your session will help IADR find a solution

Speakers should join the live session 15 minutes before the session start time.  

Live sessions will start when the first speaker or chair joins the session. If you are the first speaker, click the Start Meeting button to start the session. If someone else has already started the session, there will be a Join Meeting as Co-Host and a Join Meeting as Attendee button. Speakers should join the meeting as a co-host or they will be unable to share their screens. 

Once a speaker or chair has started the Zoom session, the speakers take turns testing your sound, video and sharing slides so that you are ready for the live session time. 

All speakers are asked to stay muted when not speaking. At the end of the session, there will be a discussion time for questions and answers with attendees. During the discussion time, attendees can ask questions via chat or audio by unmuting themselves. 

Every session and abstract have a unique discussion feed within the IADR General Session Community for attendees to discuss the presentations. We encourage speakers to flag these feeds and monitor them through the meeting for any comments to gain feedback and make connections with attendees. 

Abstract presenters should find the feed for their abstract in the Abstract Gallery and check back regularly through the General Session to respond to attendees.  

Joining the Session & Starting Closed Captions

Creating a Poll for Live Zoom Session

• Script for Chairs When Starting a Session
• Oral Session Chair Instructions
• Poster Session Chair Instructions

SESSION  CHAIR FAQS

I am an organizer and/or chair for a session. What actions do I need to take to start the session? 

• Chairs should start the Zoom no earlier than 15 minutes before the session start time.  
• When the Zoom starts, presenters will be able to join as co-hosts, bypassing the waiting room. 
• The organizer should pause the recording of the session when they join the Zoom.
• The 15 min before the scheduled start is for presenters to run a final test of equipment ensuring their video, sound and screen share are functioning properly.  
• When testing is complete,
  • Click the "..." in the participants' window and uncheck "Enable Waiting Room." 
  • At the top of the participants' window, click the "Admit All" button to allow people from the waiting room into the session.  
• At the scheduled start time of the session, press the resume play button to start back up the recording. 
• At the end of the session, you are able to just leave the meeting and end for all. 

What do I do if there are technology issues during my live session?
If there are any needs for support during a session, use the blue chat icon in the bottom right corner of every website page to contact GHQ. Detail the session you are in and the issue and support can join to assist.