Participation and Presentation

2021.12.05

[JPN] [ENG]

This section contains notes on participating in in-person venues (AIJ building), and guidelines for presenting and listening to presentations and questions in the long and short papers, and interactive presentation sessions.


A. All presenters and online participants: Online platform

  1. The keynote speeches and the long and short papers, and interactive presentations of AIJISA 2022 will be conducted in hybrid sessions that allow for in-person venue and online participation. For both in-person and online presenters, the online platform will be “Zoom” and “Slack (see below)”.
  2. If you are using Zoom for the first time, please download the application from the following URL in advance. If you have already downloaded the application, please update to the latest version before joining the seminar. Zoom Download Center https://zoom.us/download
  3. Please make sure you know how to use Zoom before the day of the event; you can also test the connection on the official Zoom website.　https://zoom.us/test
  4. For online participants: When using Zoom, a wired internet connection is recommended rather than WiFi! https://support.zoom.us/hc/en-us/articles/201362463-Wireless-WiFi-Connection-Issues

B. In-person participants

  1. The in-person venue for AIJISA 2022 is the AIJ building (Minato-ku, Tokyo).
  2. Please submit the printed participation ticket at the registration desk.
  3. Each room will have a fixed number of participants according to the size of the room. Room1 (AIJ Hall) is 100 persons, Room2 (301+302) 30 persons, and Room3 (308) 30 persons. If capacity is reached, online participation will be available separately in Room 4 (201+202), so please be sure to provide your own environment for viewing Zoom, including WiFi access.
  4. To participate via Zoom in a in-person meeting style, you will need a laptop or other device, an internet connection, and earphones. You will also need a microphone (earphones with a microphone, etc.) if you wish to speak, and a camera if you wish to show your own face when speaking. Please note that speakers and microphones that come with laptops and other devices cannot be used as they are, as they may cause sound leakage.
  5. Presenters at the in-person sessions may use the Wi-Fi set up at the venue only during the presentation sessions. Presenters at other times and general attendees are requested to bring their own Wi-Fi routers, etc.
  6. Other items you may want to bring are a mobile battery for charging your smartphone and an extension cord (power strip).

C. Zoom participant names

  1. Both in-person and online presenters will use “Zoom Meeting” for their presentation. In-person presenters will present with a microphone in Room1 (AIJ Hall) and without a microphone in Room2 (301+302) and Room3 (308).
  2. Please use your real name as your Zoom participant name. You can change your name both before and after you log in to Zoom. Those who do not register or whose names cannot be confirmed may be asked to leave the venue.
  3. Presenters: Please add your long and short paper, or interactive presentation ID to your name in Zoom [ Program ] [ Paper ID List ]. After the presentation session, you may remove your ID and use only your real name.
    • e.g. “R01ArchitectureHanako”, “H01HanakoKenchiku”, “I01TaroKENCHIKU” (R: Long paper ID, H: Short paper ID, I: interactive presentation ID)
  4. How to change the name of Zoom　https://applimura.com/zoom-name-change/
  5. Table below: By face-to-face and online: Zoom video (webcam), microphone, and speaker settings
  Zoom Video Zoom Microphone PC main unit speaker Remarks
In-person presenter On when speaking Always off Always off
(RealTek Audio is also off in Windows)		 – In-person participants (other than presenters and session chairs) do not need to enter the Zoom.
– In-person session chairs need to check the questions posted on the corresponding channel in Slack.
– Presentations in Room2 (301+302) and Room3 (308) will basically be made in a live voice.
– Presenters are requested to share their screens only when using slides (if time-consuming, they may always share).
– A single PC will be in screen duplicate mode. If you want to use the presenter’s tool, please prepare an external display by yourself.
– Wi-Fi for the presenter will be available only during the presentation sessions. Other times and for general participants, please use your own Wi-Fi router, etc.
In-person participant Any
Questioners at the in-person venue On when speaking
Session chair for in-person venue Always on
Online presenter On when speaking On when speaking On  
Online participant Any Off
Online questioner On when speaking On when speaking
Online session chair Always on On when speaking

D. Presenters (both in-person and online)

  1. The presentation time is as follows.
    • First bell: 11 minutes (notice), Second bell: 12 minutes (end of presentation), Third bell: 15 minutes (end of questions)
  2. Please keep your presentation time strictly. The presentation time may vary. Please enter Zoom with plenty of time to spare.
  3. The next presenter in the face-to-face room should be seated at the front. Also, please rehearse thoroughly so that it does not take too long to share the screen (presentation slides).
  4. During the presentation, please unmute (microphone on) and turn on the video.
  5. The technical staff at the in-person venue will serve as timekeepers, but please be aware that you may not be able to hear them, especially online presenters (check with them yourself).
  6. In-person presenters will be asked to share the Zoom screen on their own PC and project their presentation on the screen.

E. Session chairs (both face-to-face and online)

  1. The in-person session chair will be seated at a designated seat.
  2. Please facilitate the session. The timekeeper will be handled by the technical staff, but please bring a bell and a clock or a timekeeper app.
  3. Unmute (microphone on) and turn on video while chairing the session.
  4. If a presenter is unable to present due to a poor connection, please reschedule the presentation to the end of the session. Redoing a presentation due to difficulty in hearing the presenter’s voice is at the discretion of the chair.
  5. Oral questions in the in-person room will be asked in the flesh, but please encourage them to use the web conference microphone that will be set up in the room.
  6. Please check “F. How to ask questions” before chairing.

F. How to ask questions

  1. For both the keynote and general presentations, questions will be asked both orally and via Slack; the Zoom chat box will not be used.
  2. The invitation URL for Slack will be sent to the email address you have registered to the AIJISA2022. Please install and log in before the event to test its use. https://slack.com
  3. If you have any questions for the presenter, you may do so in the following ways:
    1. In-person participants: Raise your physical hands after the presentation.
    2. Online participants: After the presentation, raise your hands using the “raise your hand” function in Zoom.
    3. Both in-person and online: In the “Channel” of the relevant session in Slack, write “I have a question for Ms./Mr. XXX” and a brief description of your question. Please upload your question to the “Channel” instead of “Direct Message” so that all participants can see it. Questions for the presenter may be entered during the presentation.
  4. The session chair will designate a questioner from the methods 3-1 to 3-3 above and verbally ask the question, “Ms./Mr. YYY, please ask a question.
  5. Nominated questioners should ask questions to the presenter, orally, with the “mute” unmuted (off). When the discussion is over, turn the mute on (microphone off).
  6. Oral questions in the in-person room will be asked in the flesh, but please encourage them to use the web conference microphone that will be set up in the room.
  7. The presenter should answer questions.
  8. The session chair is requested to facilitate the oral communication between the questioner and the presenter as much as possible. However, if a question is uploaded to Slack as in 3-3, and the presenter cannot ask the question orally smoothly, the presenter may read the question orally instead.
  9. The above will be repeated.
  10. Let’s continue discussions via Slack.

G. Zoom host personnel (for both hybrid and online sessions)

  1. Please bring a headset. The laptop for Zoom host, pocket WiFi router, and microphone and speakers for web conferencing will be provided by the organizer. Please obtain internet connection, enter the appropriate venue for Zoom, and obtain host privileges.
  2. Please make a Zoom recording (for recording). Please count the number of participants as appropriate (Upload venue name, number of people, and confirmation time to Slack-wg).
  3. Ask the session chair to assign a co-host.
  4. Please check that the presentation slides and the audio of the presenter, session chair, and questioners can be heard without any problems in the in-person and online venues.
  5. Please provide technical support to the presenters and session chairs as appropriate.

H. Notes

  • Zoom is not available by phone (only PC, smart phone, etc.)
  • Always mute the microphone, except when speaking.
  • You may turn on the video, but we may ask you to turn it off if the internet connection is busy. Please understand this.
  • The administrator (Zoom host) may force you to turn off the microphone and video. If you fail to comply, you will be asked to leave the venue.
  • Please refrain from taking screenshots, recording, and transcribing, as this will interfere with the lecture and violate copyright laws. If you are found to be doing so, you will be asked to leave the venue and appropriate action will be taken. Please note that the organizer may take these actions for recording purposes.
  • It is strictly prohibited to share the URL for participation with more than one person.
  • A wired Internet connection is strongly recommended. We apologize for any disruptions in images and sound, and for any interruptions in delivery.
  • Please note that we cannot answer questions about how to use Zoom, please check the Zoom Help Center.
  • Please note that this is not a recorded broadcast and cannot be viewed after the event.

Emergency Contact

Architectural Institute of Japan, Business Group, Mr. Takahata　takahata[AT]aij.or.jp (Replace [AT] by @) | +81-(0)3-3456-2057

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