Academic Salon - Zoom Instructions

Joining the Zoom meeting

When connecting to the Zoom meeting, you need to type in your E-Mail address and a user name. We suggest to set the user name to: “Firstname Lastname - Institution”. Subsequently you enter a practice session, where you can test your webcam and audio settings. We suggest to “Join with Computer Audio”, then testing the setup, then “Join Webinar”.

The Zoom meeting of the Academic Salon is set up as a Zoom Webinar, meaning that there are two groups of participants: “Panelists” and “Attendees”. We encourage all attendees to actively join the discussions. Therefore we will promote you to the “Panelists” group after joining. If you want to stay in the background and only like to listen to the presentations you can decline the promotion to “Panelist”. If you are not promoted to the “Panelist” role and want to actively join the discussion, just raise your hand or write a chat message. We will promote you shortly after that.

Additional information for Attendees, Presenters and Session Chairs

“Attendees” cannot unmute themselves, and also cannot share their webcam. When according to the program you have an active part in this sessions, we plan to upgrade you as a member of the “Panelist” group.

If you expect to be “Panelist”, or want to be promoted to the “Panelist” group for other reasons such as participating in a discussion, you can write so in the chat. You can write to us (e.g. “Please make me visible”) to indicate that you want to become visible and speak. If you select the option to write the chat message to “Panelists and Host” only, other Attendees will not see such an organizational message.

“Panelists” can see each other’s webcams at any time, by selecting the “Gallery View”. You can hover over the video stream, click on the “View” button in the top right corner and select “Gallery View”. To see the video stream(s) of the active presenter(s), you can select the “Speaker View”. “Attendees” see only “Speaker View”, i.e. active presenters.

We plan to control the “Speaker View” video stream such that at the beginning and the end of a presentation, the session chair and the presenter will be visible, while during a presentation, only the presenter is visible. During Q&A sessions all active “Panelists” are shown in the “Speaker View” video stream.

Presenters can share their screen or a window by clicking on the “Share Screen” button on the navigation bar at the bottom.

Introduction Round

At the beginning of each day, according to the program we plan a short introduction round. We suggest you introduce yourself in the chat by stating your name, affiliation, and topics you are interested in.

Discussion Rounds

To facilitate lively discussions, after the last presentation of a session we plan to invite all „Attendants“ to be upgraded to „Panelists“, so that during the discussion those who want can activate their cameras. Don’t worry - as „Attendant“ you don't need to accept this upgrade - you can refuse to become „Panelist“ and continue as before.

Further Information for Participants

Please note that for participants, all webcams and microphones are muted by default.

All participants can type their questions in the Q&A section of Zoom (or within the chat window).

For enabling oral questions or comments from “Attendees”, the session chair can allow you to unmute (“Attendees” will be informed by a Zoom notification). As you cannot unmute yourself during the interactive Q&A sessions, you can indicate in the chat window that you have a question (most simply by just typing “?”), or by Zoom “Raise your Hand”. Be prepared to ask your question via your microphone in case the session chair enables you you to do so. In this case you will get a Zoom notification: “The Host wants you to speak”. Please select “Start Audio”. Afterwards you can speak. Your webcam will not be activated.

Further Information for Session Chairs

Session chairs see questions in written form (in the Q&A section, or in the chat).

Additionally, session chairs are encouraged to allow oral questions or contributions to discussions. Participants (“Attendees”) that want to speak indicate this in the chat, or raise their hand. A session chair can either enable an “Attendee” to unmute, or can simple call the name of the “Attendee”, for informing the Zoom operator to enable the participant to speak.

Recordings of Presentations and Notes

We plan to record with Zoom the talks of those presenters who are happy about this, and not to record those who do not want to be recorded.

We plan not to record Q&A, discussions etc., but to collect in writing relevant statements for a summary report.

Technical Contact

If you have technical issues you can contact:
Christoph Schwarzenberg
schwarzenberg@net.in.tum.de
Phone: +49 89 289 18022