Dear IVEC Conference Presenter Thank you very much for completing your registration. This email contains important information for your session. Please read carefully. We have also attached a .docx copy of this information for your records.

Session Confirmation We are pleased to confirm that your session will be scheduled in the conference programme as a pre-recorded poster session. As a registered presenter, you will have access to our virtual conference platform Dryfta and interact with your session attendees asynchronously on the dedicated chat and Q&A sections of your session. You will also have access to the Zoom link for the live Q&A for your session. Below you will find information on the following topics:

a) How to send your poster and optional video files to us b) Your live Q&A sessionc) Presenter Training Session Dates d) Introduction to IVEC 2020 on Dryftae) How to upload additional files on Dryfta (e.g. handouts)

Your flexibility and adaptability are very much appreciated, and we are here to assist you at every step of the way. If you should have any questions regarding the information provided in this document, please do not hesitate to contact us on iveconference.org. a) How to send your poster and optional video files to us  How to send your poster file

Upload your poster file on this link by 31 August 2020, 9am (UTC+1 / BST) at the very latest. If you miss this deadline, we cannot guarantee that your poster file will be available on your session.

Important information about your poster file: Upload your poster as a .pdf, .png or .jpeg file. Follow this format to name your file:

Proposalnumber_3FirstWordsofTitle_PosterHere is an example: IVEC520_VirtualExchangeAnd_Poster

How to record and send your optional video file

You are welcome to submit an optional 5-minute presentation recording along with your poster. We recommend that you record your presentation using Zoom with screenshared slides and a small video recording of yourself. You can download a quick guide here. If you wish to audio-record a presentation with PowerPoint, follow the instructions here to record your presentation and the instructions here to save it as a .mp4 file. (IMPORTANT: We will NOT accept PowerPoint files.)

Upload your video file on this link by 31 August 2020, 9am (UTC+1 / BST) at the very latest. If you miss this deadline, we cannot guarantee that your video file will be available on your session.

Important information about your video file: Your presentation should not be any longer than 5 minutes. The file format needs to be .mp4 Maximum file size is 850MB.

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Follow this format to name your file: Proposalnumber _3FirstWordsofTitle_Video.mp4 Here is an example: IVEC520_VirtualExchangeAnd_Video.mp4

b) Your live Q&A slotYou will have a 10-minute slot for live Q&A about your presentation on Zoom as part of a 50 minute ‘Live Q&A with pre-recorded session presenters’ session.

The programme overview is available at http://iveconference.org/2020-programme/ A detailed programme with the exact date/time of your live Q&A session slot will be available on the same page in the next few weeks.

The Zoom links for the ‘Live Q&A with pre-recorded session presenters’ sessions will be available on the live session information page on our virtual conference platform Dryfta.

Your live Q&A session will have two staff members acting as Chair and Moderator. The Moderator will manage all of the technology behind the scenes. They will assist in getting attendees to the Zoom environment.

Participants can ask questions using their microphone or in the chat (you can see the chat window if you click on the ‘Chat’ button at the bottom of the window, right next to the ‘share screen’ function). The Chair will moderate the live Q&A and can select a number of questions for you to answer ‘live’.

We will assign Chairs and Moderators to each Live Q&A Session in advance and add their details to the relevant session information on Dryfta. You can get in touch with them directly on Dryfta from 11 September should you need assistance.

c) Presenter Training Session Dates We have organized 2 presenter training sessions for pre-recorded session presenters to show you the virtual environment (Dryfta) and answer any questions you may have about your session. You may attend any or both of these sessions. The sessions will also be a good opportunity for you to meet other presenters.

Training for pre-recorded session presenters:25 August, 3pm (UTC+1 / BST)26 August, 11am (UTC+1 / BST)

The Zoom link: https://newcastleuniversity.zoom.us/j/98969270624Meeting ID: 989 6927 0624Passcode: 860706

You will need Zoom downloaded onto your device to attend these sessions, and we recommend using a computer, laptop or tablet instead of a mobile phone. Supported browsers include Firefox 27 or higher and Chrome 30 or higher. 

We have also planned training sessions on how to use Dryfta and Zoom as an attendee. The information for these sessions will be available soon. Further guidance on how to navigate Dryfta as an attendee will also be available from 11 September 2020 on Dryfta under the menu item ‘Information Desk’.

d) Introduction to IVEC 2020 on Dryfta: the Virtual Conference Platform

Go to: https://ivec2020.dryfta.com/ Use the email address that you used when submitting your proposal to Login. If you have forgotten your password, you can reset your password on the login page. You currently only have access to the home page and the ‘Update Profile’ section of your Dashboard.

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All presenters and attendees will have full access to IVEC2020 on Dryfta from 11 September 2020. On this date, you will be able to access your presentation via ‘Go to Sessions’, and then search by session name or author name.

Once you have full access, you will find that there is a chat and Q&A window next to your recording. You will be notified via email whenever other attendees leave a comment or a question for you. In order to enable pre-recorded sessions to be interactive, please respond to your attendees’ queries throughout the conference (14-16 September) instead of after the event. You will also see an option to create a poll for your attendees, and upload additional files (such as slides and handouts) to share with your attendees (see information below). 

e) Uploading additional files to ‘My Dashboard’

You can upload additional files that are relevant for your presentation, like a handout or your slides, to your dashboard on Dryfta. These files will then be available to your attendees on your session space under the tab ‘Slides’.

To upload additional files:1. Go to: https://ivec2020.dryfta.com/dashboard2. Use the email address that you used when submitting your proposal to Login. If you have

forgotten your password, you can reset your password on the login page. 3. Click on ‘My Dashboard’, and click on ‘Update Profile’. 4. Scroll down and upload up to 5 files using ‘Upload a file / Upload another file’ spaces.5. Please use the following naming format for your files:

Proposalnumber _3FirstWordsofTitle_ExplanationHere is an example: IVEC520_VirtualExchangeAnd_SlidesAccepted file formats are: .pdf, .txt, .doc, .docx, .ppt, .pptxMaximum file size is: 100 MB

6. Click on ‘Update Profile’ to save your changes.7. Upload all relevant files by 11 September 2020, which is when all delegates will have full

access to Dryfta.

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