We are using the SLAC installation of Indico system for the SSI agenda and collection of slides. All speakers will be setup with SLAC Indico login with access to upload talks directly themselves. For those already have a SLAC computing account, you should login to Indico with your SLAC computing account through the LDAP (SLAC Windows) login path (we do not recommend creating a separate Indico account as that will create confusion when meeting chairs assigning presenter as to which account should be used). For speakers who do not have a SLAC Indico userID, the SSI agenda creation should have generated an automated message to you notifying the presenter assignment. Once through the login setup, following Indico agenda top right corner "login" button will show your username if succeeded. Once logged in, the agenda table should show upload access (see below) for your presentation entry. If you missed the account creation it is very simple to follow link at the end of the SLAC Indico login page to create a SLAC Indico account. In case you navigated to successful Indico login but your lecture slide upload access sign still doesn't appear, please notify us right away to check if presenter assignment matches your activated ID.
Uploading Slides
If your login userID is the correct one, you should see the upload access symbol
on the right side next to your talk in the time table. If you don't see the upload symbol after successful login, please E-mail us right away to resolve this. Click on the upload symbol will reveal a pull down menu. Selecting "Material Editor" will bring up the popup panel for upload types:
Click on "Upload File" button will bring up file browser panel on your computer:
to allow you to drag a slide file from the desktop to the upload box use the `choose from your computer' link to navigate to the file. We recommend to only use either power point or PDF formats to gurantee proper display on the variety of computers the audience maybe viewing the slides from. If the upload is successful, reload the Indico agenda page will show the symbols linked to the uploaded slides. If there are special display materials other than regular PowerPoint or PDF, you can upload the same way, but please alert the organizers to ensure proper display.
Lecture Presentation / Q&A
The lectures will be run on ZOOM in webinar mode with no direct audio/video enagement from general audience, while there is a dedicated Q&A session after each lecture to efficiently integrate audience interaction. The lectures will be recorded with ZOOM recording available on Indico for public viewing typically within a day after lecture.
Before SSI starts
Lecurers will receive E-mail invitations from SSI organizers for joining the ZOOM conference as "panelist". Lecturers are also welcome to join other lectures not given by you as it is quite common during Q&A times, one lecturer may poll another lecturer for opinion on a question. Some general preparations recommended:
- The expected presentation mode will have lecturer's camera on in conjunction with the shared slide display, but you can nominate to not turn on camera. If you do share the camera, you have the option to use a virtual background by following the ^ menu next to the start/stop video button among the control menu at the bottom of the ZOOM window.
- It is recommedned to use integrated audio setup where the speaker and micrphone are from the same device (laptop built-in / headset / audio extension box). A mixed setup e.g. with laptop's mic but a extended external loudspaker can cause bad feedback.
- For your presentation with powerpoint or PDF in full screen mode, it is often a source of confusion that not the full screen display is shared. It is useful through practice to see where the full screen display will end up at. One reasonably robust solution is to take note the desktop screen where the full screen display will end up when your presentation file is in the desire location ready to launch the display, then share the entire desktop where the full screen display will appear.
- Have the SSI emergency E-mail and phone contact info handy before the lecture in case there is network connection or other issues that may prevent you even connect to ZOOM.
Conducting Lecture
- Lecture presentation time is 55min. Session chair will give T-5min warnings.
- Upload your slides (with page numbers turned on) to Indico at least 20min before lecture. Zoom mode heavily replies on the online slides for audience to note the slide numbers for their questions for efficient Q&A.
- Join ZOOM at least 15min before your lecture to ensure the setup works. For 2nd and 3rd lectures of the day, there will be only a 10min break before your lecture which is the expected window for establishing the setup.
- In case of audio problems, please use the chat box to talk to All Panelists. In case of problem connecting to ZOOM, please follow the emergency contact instructions to Email AND call.
- You can click on ZOOM participants button to bring up the separate participant panel to see chairs and other lecturers in attendance as some of them may be useful resources for some of the questions.
- Share your slides and the Chair will turn ZOOM setup into Speaker Spotlight mode for the lecture, with your shared slides and your camera side by side.
- Please do not pay attention to chat box scrolls during lecture and only pay attention to the Chair's interventions.
- At the end of the lecture, keep your slides shared as the Q&A to follow will jump back and forth among the slides.
- In case you are attending as a panelist to another lecture, please mute audio and turn off video during lecture, but be prepared to help answering questions during the Q&A for that lecture when called upon by the lecturer for that lecture.
Q & A
There is a 15min Q&A session immediately follow each lecture presentation. The Q&A questions will be submitted online through the ZOOm Q&A dialog panel which lecturers should be able to also view directly as a ZOOM panelist. Session chair will select from the submitted questions to read out to lecturer and audience for lecturer to answer. In case running out of time, the remaining questions will be captured for the lecturer to answer offline and posted to Indico later.
