Guideline For Virtual Video Presentation and Conferencing
Guidelines for Virtual Video Presentation Technical Instructions for Presentation for 4th NCWE 2020
UPDATED (2 JUNE 2020):
The Technical Instructions for Presentation during the day of the Virtual Conference (16-17 October 2020) has been described as follows. (The pdf version can be downloaded here).
Technical Instructions of Presentation
- Go to the following link to access all virtual rooms. https://
- Virtual rooms can be accessed directly from the Cisco Webex Meetings website or you can first download Webex Application to your device.
- Each virtual room has its own unique Meeting ID, Password and Link.
- To join the session through the web,
- Insert the Meeting ID and press ‘enter’ from your keyboard
- Insert the Password and click ‘OK’
- Click ‘Join Meeting’
- Otherwise, you can copy and paste the Meeting Link and press ‘enter’ from your keyboard
- To join the session through Webex App,
- Insert the Meeting ID and click ‘Join’
- Insert the Password and click ‘Next’
- Otherwise, you can copy and paste the Meeting Link and click ‘Join’
- Each session will be hosted by a Session Chair and assisted by a Session Vice-Chair.
- Session Chair will play all the recorded videos of all presentations according to the schedule.
- Each presenter must be in the virtual room throughout the session. After your video has been aired, 3-5 minutes will be allocated for the Question & Answer session.
- There will be four (4) parallel sessions and eight (8) virtual rooms conducted during the conference, hence, please ensure that you are entering the correct virtual room for your session.
- Each presenter must have completed and returned the biography form to the Session Chair before the session starts.
The Dos in the Virtual Conference
- Do have the proper equipment and the right technology.
- Do test your microphone before you video call. Test it by video conferencing your colleague before the conference.
- Do test your hardware and internet connection beforehand.
- Do turn off all notifications and make sure your cell phone is on silent.
- Do mute yourself when not talking.
- Do give your full attention to the participants as you would if you were in the same room.
- Do give everyone a chance to participate.
- Do wait for your turn to speak.
- Do speak clearly, concisely and use good manners.
- Do listen attentively to everyone.
- Do limit meeting distractions.
- Do respect everyone‘s time.
- Do be courteous to other participants
- Do keep body movements minimal.
- Do maintain eye contact by looking into the camera.
- Do dress appropriately.
- Do make sure your room is well lit (side lighting is the best).
- Do set up a virtual background, if you don’t have time to tidy up your space.
- Do be careful about the documents or screens you’re sharing.
- Do stick to the time frames.
- Do be aware of potential cultural differences. It’s important to be prepared for communication challenges that may arise as a result of language barriers or differences in etiquette.
- Do be patient when things get complicated.
- Do make sure password protection is enabled.
- Do be yourself and have fun!
The Don’ts in the Virtual Conference
- Don’t wait until the session time to log in.
- Don’t position your camera too low, too high or hooked onto a different monitor. Weird camera angles can be very distracting and unflattering during video conference calls.
- Don’t invite unnecessary people.
- Don’t make distracting sounds.
- Don’t interrupt other speakers.
- Don’t multitask.
- Don’t shout.
- Don’t make distracting movements.
- Don’t carry on side conversations.
- Don’t talk over each other. Use the chat function to ask questions.
- Don’t wear “noisy” jewelry.
- Don’t open the irrelevant programs.