Final information for session organisers and presenters
This year we are having our first hybrid Annual Meeting, allowing delegates to participate either onsite or online. The Abstract Book (update on 27 Aug) and Programme Book (update on 27 Aug) are now available for download. Please note that there might still be last minute changes.
We are now preparing the hybrid event software platform (All in the Loop; https://live.allintheloop.net/App/EAA/EAA2022) and its mobile app version. For the sessions, the software will be connected to the Zoom, which you are usually familiar with. We will also have a test session in the week of the Annual Meeting. More information and login details will be sent on 26 August. If you do not receive those (even in the spam folder) by 29 August, please contact us at firstname.lastname@example.org.
All attendees will be able to use mobile app which contains the entire programme, where you can personalise your own schedule. You can also search a list of speakers and exhibitors, and contact your colleagues. In the app, you will also find useful information about the venue, maps of all the meeting rooms, European Archaeology Fair, social events and general information about Budapest. You can also receive last minute updates.
Here are instructions on the mobile app and the event web-based platform .
Please read below some useful information for session organisers and speakers.
- All rooms are equipped with computers / laptops, cameras, microphones, speakers and projectors. Please familiarise yourself with the session room 20 minutes before the session begins. There will be a volunteer on hand in each room throughout the session to assist with the technicalities. In case the volunteer is not present, please inform promptly any volunteer / organiser / IT support in the venue.
- Each session will be streamed to the event software. For active online participation, delegates have to go directly to the Zoom meeting (via the event software; we will not be providing any direct links to the Zoom).
- Stay in contact with your speakers before the Meeting. Make sure all
your speakers know the running order of speakers and how long they are
allowed to speak for.
- Speakers can be either online or onsite. Online speakers may provide you with pre-recorded presentation but they should be always present for Q&A. It is recommended that onsite speakers upload their presentations to the computer before the session begins.
- All posters (if relevant to your session) are uploaded in the e-poster boards in the venue and in the mobile app. You can also ask authors of posters to present them shortly during the session (discussion slot or if there is a free time) but please inform them beforehand.
- If a gap occurs in the session’s running order due to the absence of a speaker, please do not shift the order presented in the Programme (delegates may be coming in for a particular presentation); instead, use the time for discussion or a short break.
- Please make sure everyone is talking to microphone so online participants can listen as well.
- For Q&A, you can use the chat within the mobile app.
All sessions are streamed however only those which were submitted as to be recorded will be recorded - please inform the speakers accordingly.
For onsite speakers
- Bring your presentation on a memory stick or have it stored in the cloud and upload it on the computer at least 20 minutes before the session begins, or follow the main session organiser’s recommendation.
- Make sure your file name includes your name or initials.
- Acquaint yourself with the session running order and the time allowed for your presentation: ask the session organiser(s) if in doubt.
- You can use the mobile app for Q&A.
For online speakers
- You need to log in to the event software (the web-based version: https://live.allintheloop.net/App/EAA/EAA2022), from where you will be directed to a particular Zoom meeting room.
- We highly recommend using the Zoom application on your computer, rather than using the web-based version. Please download the application and set up your Zoom account before the event.
- Use Google Chrome browser.
- We recommend using WIFI with a connection speed of at least 1.2 Mbps.
Please also ensure you are not connected to a VPN.
- If you do not have a stable internet connection, please pre-record
your presentation and send either the link to shared folder, or the file to
the session organiser.
- When presenting, it is best to use a microphone and headphones, or an all-in-one headset, to cancel out any background noise.
- If possible, please sit with your back to the wall, with all windows
shut and covered.
If you are not actively presenting, please turn off your camera and
- We strongly encourage you to test sharing the screen in a test room
which will be open from 8:00 to 18:00 CEST.
- Acquaint yourself with the session running order and the time allowed for your presentation: ask the session organiser(s) if in doubt. Please note all times mentioned in the Programme Book are in CEST.
For poster presentations
- Posters will be displayed on e-boards in Gólyavár Building and in the Main Building. They are also available in the mobile app.
- Since your poster is associated with a specific session, you should attend this session: you may be asked to briefly present your poster, answer questions and follow up on specific points with the audience.
Notes for speakers and checklist for poster presentations are available here.
Posters - format and delivery
- You do not need to print your poster! We will be using e-boards and a mobile app, where we will upload a .pdf version.
- To fit in the e-board, your poster needs to be saved in the following size - width: 72 cm (28.35"); height: 128 cm (50.5"). The pdf must consists of only one page.
- If you need a template, you can use one of those available here.
- For better readability use san-serif fonts (for example Arial, Helvetica, Verdana, Lucida). Use fonts with a minimum of 24 point size. Use bigger pictures, spreadsheets or charts if possible.
- Save the file as .pdf of max. 12 MB size, the title of the file needs to contain number of your session and your name (E.g., s151_Kleinova). Do not use any special signs such as # ? !" etc.
- Upload the poster to our repository at submissions.e-a-a.org/eaa2022 before 9 August at the latest. If you fail to upload your poster by then, we will not consider it presented at the Meeting and we will not provide a certificate.
- Session organisers may ask you to shortly present the poster during the session - please liaise directly with them.
If you have any doubts or difficulties, please contact us at email@example.com.