Participating in HEAd’20

Contents

HEAd’20 is using two different technologies for organizing the virtual conference:

  • Webex Training is used in plenary sessions
  • Webex Meetings is used in regular sessions, non-linear sessions, coffee breaks and PHELC workshop

Similar to a physical conference, all plenary and parallel sessions will be conducted in rooms. The only difference is that these rooms are virtual.

Accessing these virtual rooms is as easy as clicking on the corresponding link, which is provided in the private program page. On May 24, an email was sent to all participants with their password to access to the private program page and the rooms. If you did not receive it, please contact us at headconf@upv.es.

To minimize the number of technical issues that may occur, we have set up a Test session so that all participants can enter the rooms and test their configuration.

Test session
(June 1st, 11:00 – 16:00 CEST)

There are two rooms that you should test during this session: Virtual room and Plenary room.

Testing the Virtual room

This room is implemented in Webex Meetings. This type of rooms is used in regular sessions, non-linear sessions, coffee breaks and PHELC workshop.

To test the access to this room:

  • Click here to access it for the first time (notice that the link will work only on June 1st).
    • Use the password you received by email.
  • At the bottom of the new browser window that opens, click Download it now or click Join from your browser (enabling Webex directly in your browser without software installation required).
  • Enter your name, last name and your email address (please write it as it appears in the HEAd’20 registration form).
  • Click Next

If your computer has a camera, you will see a preview video before you join the meeting.

  • Next, choose how you want to hear the audio. By default, your computer is used for audio (a headset or speakers).
  • Click settings to select the speaker, the camera and microphone you want to use.
  • Click on the mic button to mute it. By default, your microphone should be off when entering a room.
  • Click on Join meeting.

Once you have joined the meeting, you can see the control buttons at the bottom of the screen. 

Keep the audio muted (left ball in red, as shown in the image above) when you are not speaking to avoid sending accidental noises to other participants.

For more information about the control buttons: 

Testing the Plenary room

This room is implemented in Webex Training. This type of rooms is used in plenary sessions.

To test the access to this room:

  • Click here to access it for the first time (notice that the link will work only on June 1st)
    • Is it in Spanish? You should change the language by clicking on “Español de España” in the top-right corner

    • Then choose English in the “Idioma” drop-down

  • Enter your full name and your email address
    (please write it as it appears in the HEAd’20 registration form)

  • In the pop-up window, select “Call Using Computer”


  • Ensure you can see and listen to the content that it is being shared in the room
  • Test the chat and other features of the room

If you experience technical problems contact with:

Plenary sessions

The opening, keynotes and closing are held in the Plenary Room. Find the link to the session in the private program page. See the instructions above (Testing the Plenary room) to learn how to access this room for the first time.

The Plenary Room has differentiated roles for presenters and attendees, so that only presenters can share their video and screen with the others.

To participate in the Q&A and discussion after the keynote speeches, ask for the floor in the chat (send the message to all the panelists). The session chair will enable your microphone. This way you will be able to share your audio with the room and ask your question.

Regular sessions

Regular sessions are held in different rooms simultaneously (named Virtual room 1 to 4). Find the link to the session you want to attend in the private program page. See the instructions above (Testing the Virtual room) to learn how to access these rooms for the first time.

Attendees are kindly requested to mute their microphones when entering these rooms. To participate in the Q&A and discussion, ask for the floor in the chat (public).

Once the session chair has given you the floor, activate the microphone and engage in the discussion.

Regular sessions are moderated by a session chair and technically supported by staff of the HEAd’20 organization.

Presenters in the regular sessions

Enter the assigned virtual room about 10-15 min before your session starts. Identify yourself to the session chair by writing a message in the chat window. Use the time before the session starts to test you microphone, webcam and powerpoint sharing.

You should keep your mic muted while you are not speaking.

Be prepared before it is your time to present. You should open your PPT presentation in your computer at least 5 minutes before your assigned time to avoid any last minute issue.

At your turn:

  • Check your camera is on
  • Unmute your mic
  • Press the control button “Share content”

    and select the PowerPoint window
  • Present your work
  • Stick to your 15-minute slot to avoid chair time signs
  • After your presentation, the Q&A period starts
  • Do not forget to mute your mic after the Q&A period

If you experience technical problems contact with:

Session chairs in the regular sessions

Enter the virtual room 15 minutes before the session you chair starts. HEAd’20 staff will welcome you.

Before the session starts, identify the presenters of the session. Let HEAd’20 staff know if any presenter is missing. If the authors sent a recorded presentation, the HEAd’20 staff will play it at the missing presenter turn.

Start the session on time and state the ground rules at the beginning of the session:

  • Each paper has 15 min for presentation and 5 minutes for Q&A.
  • Attendees should ask for the floor by texting in the chat to everybody.
  • Attendees should mute their mics during the presentations.

To get the session started, ensure you have your camera and mic on.

Ensure you are the current presenter in the session. To do so, click on your initials/picture in the participant list:

Then, introduce yourself, the session and the presenters. After that, give the floor to the participant presenting the first paper. When the participant shares his/her screen, he/she will become presenter automatically.

Monitor the clock. Presenters who appear to be off-track for completion on time should be cautioned with “5 minutes”, “1 minute”, and “Stop” to help alert presenters to their timing. You may do this by texting the presenter in a private chat, or by voice. Note that observing stated time limits shows respect for other presenters and for the audience. 

Once in the Q&A time, you should keep the chat open so you can see who is asking for the floor.

In turns, give the floor to the attendees who asked for it and encourage discussion. If the discussion takes more time than expected, suggest attendees to meet during the coffee break.

When the time of the Q&A is over, become presenter again (see above) and move to the next presentation.

Finally, close the session on time.

Reminder: there will be a HEAd’20 staff member at your session to aid you with any issue. They will be listening to the room and you may also contact them with a private chat.

Session chairs are kindly requested to join an instant messaging group to have an instant contact method with the organizing committee. The link to this group will be sent by email to session chairs.

Non-linear sessions

Non-linear sessions are held in different rooms simultaneously (named VR 1 to 16). Find the link to the session you want to attend in the private program. See the instructions above (Testing the Virtual room) to learn how to access this type of rooms for the first time. The hosts of these rooms are the presenters of the papers (one per room).

Attendees are kindly requested to mute their microphones when entering these rooms. Feel free to activate your mic and webcam to ask the author details about their paper and participate in the discussion.

Participants may transit freely from one room to another during the assigned session time.

Presenters in the non-linear sessions

Enter the assigned virtual room about 5-10 min before your session starts. Use the time before the session starts to get ready for presenting your paper: Open your PPT presentation and share it with the room. Also, test you microphone and webcam.

Once the session starts, wait for participants to arrive. Engage in a conversation and introduce your work to the attendees who enter your room.

All interactions in these sessions are informal. You should prepare a short presentation (3-4 slides) to be used as support material. Be prepared to repeat this presentation as new participants join the room during the session.

You should not leave your room during the assigned session time, since participants will be changing from one room to another. If the room is empty in some moment, participants may arrive later.

Before the beginning of the session, the HEAd’20 staff will enter the room to give you “host” privileges in the room. This will allow you to mute a participant if they forget to mute their mic and insert some noise in the room. To do so:

  • Open the list of participants
  • Then, find the participant who is making noise

  • And click on the mic icon next to his/her name (it appears when your mouse is over the name)

If you experience technical problems contact with:

  • Email: oscar@fue.uji.es
  • Phone number: +34 964387232

For non-technical assistance from the HEAd’20 organizing committee in your room, you are kindly requested to use the instant messaging groups of your session. The link to join it will be sent to presenters in the non-linear session.

Coffee breaks

Coffee break sessions will be held in rooms (named Coffee Room 1 to 16) in which participants may randomly join to network and engage in conversations with other participants. Find the link to the coffee break room you want to attend in the private program.

See the instructions above (Testing the Virtual room) to learn how to access this type of rooms for the first time. Attendees are kindly requested to mute their microphones when entering these rooms, as a conversation could have already started. Feel free to activate your mic and webcam to participate and interact with other participants.

Participants may transit freely from one room to another during the assigned coffee break time.

Private meetings

All HEAd’20 participants that registered in Webex have a personal room that may be used to privately talk with other participant(s). To host a private meeting:

  1. Find the URL address of your personal room. You can find it either in your Webex site or in your Webex Meetings application (in the main window, top)
  2. Copy and share your link with the person you want to meet. You may use the email or the private chat facilities in any other room.
  3. Click on “Start Meeting”.

If you are already hosting a meeting, you may add someone else to the conversation just by sharing the same link with them.

You can find more information here:

Frequently Asked Questions

Who should I contact if I encounter technical problems when connecting to HEAd’20?

HEAd’20 is technically supported by email: oscar@fue.uji.es and phone: +34964387232

Additionally, there will be a HEAd’20 staff member at each regular session to solve any existing doubts.

How to share my presentation (ppt file) during my session?

  • Before your meeting, open the Power Point file in your computer.
  • Mute notifications and close any personal or sensitive documents. This way, you do not have to worry about accidentally sharing private or distracting information.
  • During the meeting click on “Share context” button at the meeting controls.

Notice that when you share a specific application, others cannot see anything other than the shared application. For example, if you have your browser and PowerPoint open and you choose to share PowerPoint, they cannot see the browser tabs you have open.

My webcam does not work during the session

  • Leave the virtual room
  • Close any programs that are accessing the webcam (Example: Webex, Skype, Instant Messaging software, webcam software, etc)
  • Make sure the webcam is plugged in
  • Rejoin the virtual room

Why is my audio not working during a session?

  • Make sure your headphones (or whatever device you are using) is default.
  • Click on the appropriate icon and then Set Default.
  • Ensure your headphones (or whatever device you are using) is not muted on the computer (bottom right side of the screen), and click on Mixer to check the audio volume is not muted.

More information at: https://help.webex.com/en-us/WBX54825/How-Do-I-Configure-My-Audio-Devices-for-Webex-Meetings

If your problem persists, you may join the rooms using a telephone line. To do so, select “Call in” in the preview of the meeting (shown just before you join a meeting).

How do I send a chat message to the room?

Attendees should chat the message “I want to ask a question” to ask the chair for the floor. To send the text message:

  • Open the Chat panel
  • In the “Send to” or “To” drop-down list, set the message recipient to “All participants or attendees”.
  • Enter your message in the chat text box, then press Enter on your keyboard.

Note: If you join a meeting, session, or event in progress, you can see only the chat messages that participants send after you join.

How do I send a private chat message to one person?

  • Open the list of participants
  • And click on the chat icon next to his/her name (it appears when your mouse is over the name)
  • Enter your message in the chat text box, then press Enter on your keyboard.

How can I get a presentation certificate?

Presentation certificates will be sent to all participants after the conference, by 9 June. Contact us at headconf@upv.es if you have not received it after this date.

How can I get an attendance certificate?

Attendance certificates will be sent to all participants after the conference, by 9 June. Contact us at headconf@upv.es if you have not received it after this date.

What can I do if I cannot find the email sent with the access to the platform?

Send an email to headconf@upv.es and write in the subject “Urgent access to the platform”. We will send you the access information as fast as possible.

Is it possible to obtain an invoice or receipt for the conference payment?

Send an email to congresos@cfp.upv.es including your name and the details of the institution receiving the invoice.

When are the papers published? In which publication?

Papers are already published in the conference proceedings (ISSN 2603-5871). They are also accessible in the conference website, linked in the program.

The DOI of my paper is not working

All DOIs should be working from 31 May. Contact the organization at headconf@upv.es if it is not the case for your paper.