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Online Instructions

Instructions for the Online Conference

Instructions for GECCO Participants & Attendants

Please read carefully the instructions that correspond to your type of participation. You need to take into consideration that we will be using Zoom for all our live stream sessions. So, if you haven’t installed it, please download a Zoom client from:


It is also worth noting that we will be using a platform that was designed specifically for GECCO’2020. You can access the GECCO platform at (make sure of using https instead of http) adopting the email address that you used to register:


NOTE: Only those registered to GECCO’2020 will be able to enter this platform. Speakers invited to a specific session who are not registered, will receive via email the Zoom link for their session, but won’t have access to the GECCO platform.

PLEASE NOTE THAT WE WILL BE RUNNING THE CONFERENCE WITH A VERY TIGHT SCHEDULE, SO ALL SESSIONS WILL BE TERMINATED MAXIMUM 5 MINUTES AFTER THEIR END TIME. THERE WILL BE NO TOLERANCE ON THIS, SINCE ONE SESSION MUST FINISH TO START A NEW ONE USING THE SAME ZOOM HOST ACCOUNT.

Tutorial Speakers

Tutorials will be held as Zoom webinars. Please refer to the instructions for Tutorial Webinar Panelists. Please log in to the GECCO Platform to access your session (see instructions on top). Select the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to find the Program per day).

It is important that tutorial speakers arrive 10 minutes before the start of their tutorial. The host of your tutorial session will be somebody from the Organizing Team, so please identify yourself upon arrival, so that the host can upgrade you to Panelist. This will be necessary so that you can share your screen and have audio and video. All questions will be through the Q&A feature of Zoom Webinars. Please refer to the instructions for Tutorial Webinar Panelists for more details. PLEASE MAKE SURE OF FINISHING YOUR TUTORIAL ON TIME. THE HOST WILL CLOSE YOUR SESSION A MAXIMUM OF 5 MINUTES AFTER ITS END TIME.

Workshop Speakers

Workshops will be run as Zoom meetings. Please log in to the GECCO Platform to access your session (see instructions on top). Select the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to find the Program per day).

It is important that workshop speakers arrive 5 minutes before the start of their session. The host of the workshop sessions will be somebody from the Organizing Team. The Chairs of your session will act as co-hosts. Upon arrival, please identify yourself, since it’s important to know that presenters are in the session. As a presenter, you will be able to turn on your audio and video and to share your screen. When not presenting, please turn off your audio and video. PLEASE MAKE SURE OF FINISHING YOUR PRESENTATION ON TIME.

Chairs of Workshops and Competitions (includes Humies)

Workshops, Competitions and the Humies will be run as Zoom meeting. Please refer to the instructions for Chair Co-Hosts. Please log in to the GECCO Platform to access your session (see instructions on top). Select the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to find the Program per day).

It is important that Chairs arrive 10 minutes before the start of their session. The host of the workshop sessions will be somebody from the Organizing Team, so please identify yourself upon arrival, so that the host can upgrade you to Co-Host. As a Chair, you are responsible for introducing presenters and making sure that the session finishes on time. The maximum waiting time for a speaker is 5 minutes. After that, the presenter is considered as a “No Show” and the corresponding video should be reproduced (all videos are available in the GECCO platform and the host can assist you in reproducing them). If no video is available for a particular presentation, then the Chair MUST WAIT until the starting time of the next presenter. PLEASE MAKE SURE OF FINISHING YOUR SESSION ON TIME. THE HOST WILL CLOSE YOUR SESSION A MAXIMUM OF 5 MINUTES AFTER ITS END TIME.

Presenters of regular papers (includes Hot-Off-The Press)

Sessions of regular papers (including Hot-Off-The Press) will be run as Zoom Webinars. Please refer to the instructions for Presenter Panelist. Please log in to the GECCO Platform to access your session (see instructions on top). Select the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to find the Program per day).

It is important that regular paper presenters arrive 5 minutes before the start of their session. The host of the sessions will be somebody from the Organizing Team, so please identify yourself upon arrival, so that the host can upgrade you to Panelist. The maximum waiting time for a speaker is 5 minutes. After that, the presenter is considered as a “No Show” and his/her corresponding video should be reproduced (all videos are available in the GECCO platform and the host can assist you in reproducing them). If no video is available for a particular presentation, then the Chair MUST WAIT until the starting time of the next presenter. PLEASE MAKE SURE OF FINISHING YOUR PRESENTATION ON TIME.

Chairs of regular paper sessions (includes Hot-Off-The Press)

Sessions of regular papers (including Hot-Off-The Press) will be run as Zoom Webinars. Please refer to the instructions for Chair Panelist. Please log in to the GECCO Platform to access your session (see instructions on top). Select the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to find the Program per day).

As a Chair, you are responsible for introducing presenters and making sure that the session finishes on time. The maximum waiting time for a speaker is 5 minutes. After that, the presenter is considered as a “No Show” and the corresponding video should be reproduced (all videos are available in the GECCO platform and the host can assist you in reproducing them). If no video is available for that presentation, then the Chair MUST WAIT until the starting time of the next presenter.

The host of the sessions will be somebody from the Organizing Team, so please identify yourself upon arrival, so that the host can upgrade you to Panelist. PLEASE MAKE SURE OF FINISHING YOUR SESSION ON TIME. THE HOST WILL CLOSE YOUR SESSION A MAXIMUM OF 5 MINUTES AFTER ITS END TIME.

Poster presenters

Posters sessions will be run as Zoom meetings. However, due to the limited number of host accounts that we have, we had to divide the posters into 10 parallel sessions (the corresponding assignment of posters to sessions will appear in the GECCO Platform in the evening of July 6th (Cancun’s time zone)). Please log in to the GECCO Platform to access your session (see instructions on top). Select the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to find the Program per day). Poster presenters should arrive 10 minutes before the posters session starts and they should identify themselves with the host.

Please note that the pre-recorded videos of the posters will be available since the beginning of the conference so that the actual poster sessions are meant to be Q&A sessions in which those interested in specific posters will ask questions to their authors. However, authors can use slides, PDFs or any other visual aid available to explain their work. Poster presenters will be able to share their screen during the session. Each poster presenter will have about 12 minutes to answer questions. The poster presenters will be mentioned by the host one by one (in the order in which they appear in the Program) to answer questions. If there are no questions for one poster, the next one will be mentioned by the host. After going through all the posters in that parallel session, any time left will be used to allow more questions to any of the authors. So, if you are a poster presenter, please remain in the Zoom meeting until the end of the session. PLEASE NOTE THAT THE POSTERS SESSIONS NEED TO FINISH ON TIME.

Late-Breaking Abstracts

The session of Late-Breaking Abstracts will be run as a Zoom meeting (single track). Please log in to the GECCO Platform to access your session (see instructions on top). Presenters should arrive 10 minutes before the LBA session starts and they should identify themselves with the host.

Please note that the pre-recorded videos of the LBA posters will be available since the beginning of the conference so that the actual session is meant to be for Q&A. The idea is that those interested in specific late-breaking abstracts will ask questions to their authors. However, authors can use slides, PDFs or any other visual aid available to explain their work. LBA presenters will be able to share their screen during the session. Each LBA presenter will have about 5 minutes to answer questions. The LBA presenters will be mentioned by the host one by one (in the order in which they appear in the Program) to answer questions. If there are no questions for one abstract, the next one will be mentioned by the host. After going through all the abstracts in the session, any time left will be used to allow more questions to any of the authors. So, if you are an LBA presenter, please remain in the Zoom meeting until the end of the session. PLEASE NOTE THAT THE LBA SESSION NEEDS TO FINISH ON TIME.

Attendants

If you are just an attendant (i.e., you are not presenting any paper, poster or tutorial or participating in a competition), then simply log in to the GECCO Platform to access your session (see instructions on top). Select the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to find the Program per day).

Each of these sessions will contain a Zoom link that you must click to enter into that particular session. You can leave a session before it finishes and enter another one during the conference. It’s advisable that you consult the program to design your personalized schedule.

Whova

The program of GECCO'2020 is published in Whova, with both mobile and web versions of the app available! The app will allow you to explore the full program of the conference in your local time zone, get the main information of each of the sessions and talks, and add sessions of interest to your own agenda in order to set reminders.

It is important to note that if you sign up to the app using the same email address that you used during the conference registration, you will automatically gain access to the GECCO'2020 Whova event. Otherwise, if you prefer to use a different email address, then you will need to enter the following invitation code in order to join the event:

Invitation code: gecco2020

See instructions on how to download the mobile app or access the web app.

GECCO Session Co-Host Instructions

Zoom Meeting

  1. Chairs of Workshops and Competitions (including Humies) will log into the GECCO platform with their registered email address
  2. Co-host will select the session they need to attend by clicking the link on the Agenda page
  3. Once a Co-host clicks on the session link, they will be placed into a zoom waiting room as an attendee.
    Note: Co-Hosts should check in to their session 10 minutes prior to session start time. They will originally be entered as an attendee and need to be upgraded to a co-host by the host upon entry (please identify yourself).
  4. As you enter the meeting, the designated HOST (GECCO volunteer) will assign /upgrade you to a Co-Host. Once you are in the session as a Co-host you have most of the same permissions as a Host, and you will run the meeting/session. Please note the participant will initially be muted until they are upgraded to co-host.
    Note: the Host, not the Co-Host will be responsible for starting and stopping the meeting. The HOST is not tech support. They are a GECCO volunteer. They are there to start the meeting, upgrade participants and end the meeting. PLEASE MAKE SURE OF FINISHING YOUR SESSION ON TIME. THE HOST WILL CLOSE YOUR SESSION A MAXIMUM OF 5 MINUTES AFTER ITS END TIME.
  5. Co-Host privileges include:
    1. Mute/Unmute all participants by clicking on “Participants” displayed on the tool bar and selecting “Mute All” (Note: all participants will enter the meeting muted with their cameras off)
      1. After selecting “Mute All” unclick the checkbox allowing access for all participants to unmute themselves manually until the end of the presentation (Note: This box can be checked off once the presentation is over and the session moves onto the Q&A or breakout room portion)
    2. Sharing your screen by selecting “Share Screen” on the tool bar
    3. Starting and stopping a participant's video
    4. Viewing all participants by selecting “Participants” on the tool bar
  6. When your session/meeting has concluded, the HOST will end the session for all participants.

PLEASE NOTE THAT WE WILL BE RUNNING THE CONFERENCE WITH A VERY TIGHT SCHEDULE, SO ALL SESSIONS WILL BE TERMINATED MAXIMUM 5 MINUTES AFTER THEIR END TIME. THERE WILL BE NO TOLERANCE ON THIS, SINCE ONE SESSION MUST FINISH TO START A NEW ONE USING THE SAME ZOOM HOST ACCOUNT.

For more information on Roles in a Zoom meeting, see the following link:
https://support.zoom.us/hc/en-us/articles/360040324512-Roles-in-a-meeting

GECCO Panelist Instructions

Tutorial Webinar Panelist Instructions

  1. Tutorial speakers will log into the GECCO platform with their registered email address (i.e., the email that you used for registering to GECCO’2020).
  2. Choose the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to fine the Program per day).
  3. Once you click on the link of your session you will automatically join as an attendee. The host of the webinar (who will be somebody from the Organizing Team) will change you into a Panelist. (You will briefly be let out of the meeting and then come back in – don't be alarmed.)
  4. Once you are made a Panelist, the Host will run the meeting, unmute you and give you permissions to share your screen. The host will mute himself/herself and will not share his/her camera. The Hosts will monitor the Q&A and chats.
    Note: The Host will be responsible for starting and stopping the meeting. The HOST is not tech support. They are GECCO volunteers. They are there to start the meeting, upgrade participants and end the meeting.
  5. You can change your video view as a panelist and can move it around. The attendees should be muted and will not be able to see anyone else in the meeting besides who is speaking.
    Note: You will not see or hear any of the attendees during your presentation, but during the Q&A the Host can unmute attendees so you can have a conversation with them. Note that attendees will still not have any video.
  6. To you start your presentation, share your screen. The attendees will see your presentation and you in a video square above it. After you are finished with the presentation, un-share your screen so you can be seen on video more easily for the Q&A portion.
  7. Once you get to the Q&A portion of the webinar you can open the Q&A window and answer any of the questions coming in.
  8. Active Speaker view is the default setting for Webinars, and we recommend you don’t change that setting.
  9. PLEASE MAKE SURE OF FINISHING YOUR TUTORIAL ON TIME. THE HOST WILL CLOSE YOUR SESSION A MAXIMUM OF 5 MINUTES AFTER ITS END TIME.


For more information on Roles in a Zoom webinar, see the following link:
https://support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-webinar

Presenter Panelist Instructions

Webinar

  1. Presenters of regular papers (including Hot-Off The Press) will log into the GECCO platform with their registered email address.
  2. Choose the session you need to attend by clicking the link on the Schedule (go to the Start page and scroll down to fine the Program per day).
  3. Once you join you should automatically be placed into the webinar as an attendee.
  4. As everyone enters, the designated HOST (GECCO volunteer) will assign /upgrade you as a Panelist if you are a paper presenter.
    Note: the Host, not the Panelist will be responsible for starting and stopping the meeting. The HOST is not tech support. They are a GECCO volunteer. They are there to start the meeting, upgrade participants and end the meeting.
  5. Once you are made a Panelist, the host will mute himself/herself and not share his/her camera.
  6. Active Speaker view is the default setting for Webinars, and we recommend you don’t change that setting.
  7. Please finish your presentation on time (presenters of regular papers have a total of 25 minutes, so it’s advisable to finish your presentation in 20 minutes and leave the rest of the time for questions).
  8. All regular paper sessions have a Chair who will also be a Panelist. They will introduce each presenter and will be responsible for finishing the session on time.
  9. Questions will be made using the Q&A feature of Zoom. Chairs will filter out the questions and will read them to the presenters.
  10. PLEASE MAKE SURE OF FINISHING YOUR PRESENTATION ON TIME.


Note: You will not see or hear any of the attendees during your presentation, but during the Q&A the Host can unmute attendees so you can have a conversation with them. Note that attendees will still not have any video.

For more information on Roles in a Zoom webinar, see the following link:
https://support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-webinar

For more information on Managing Participants in a Zoom webinar, see the following link:
https://support.zoom.us/hc/en-us/articles/115004834466-Managing-participants-in-a-webinar

Chair Panelist Instructions

Webinar

  1. Chairs of Regular Paper Sessions (including Hot-Off The Press) will log into the GECCO platform with their registered email address.
  2. Choose the session you need to attend by clicking the link on the Agenda page.
  3. Once you join you should automatically be placed into the webinar as an attendee.
  4. As everyone enters, the designated HOST (GECCO volunteer) will assign /upgrade you as a Panelist if you are a Chair (please identify yourself).
    Note: the Host, not the Panelist will be responsible for starting and stopping the meeting. The HOST is not tech support. They are a GECCO volunteer. They are there to start the meeting, upgrade participants and end the meeting.
  5. Once you are made a Panelist, the host will mute himself/herself and not share his/her camera.
  6. Active Speaker view is the default setting for Webinars, and we recommend you don’t change that setting.
  7. Chairs must ensure that the session runs on time. Please introduce each of the presenters and make sure that their presentations finish on time (they have 25 minutes to present, including questions). If the presenter doesn’t appear in the first 5 minutes, this is considered as a “No Show” and you should proceed to reproduce his/her pre-recorded video (the host can help you on this, if necessary). All the pre-recorded videos are available at the GECCO platform. If, by any chance, the video is not available, please wait the time of the presentation before moving to the next presenter.
  8. Questions will be made using the Q&A feature of Zoom. Chairs will filter out the questions and will read them to the presenters.


PLEASE MAKE SURE OF FINISHING YOUR SESSION ON TIME. THE HOST WILL CLOSE YOUR SESSION A MAXIMUM OF 5 MINUTES AFTER ITS END TIME.

Note: You will not see or hear any of the attendees during your presentation, but during the Q&A the Host can unmute attendees so you can have a conversation with them. Note that attendees will still not have any video. Please avoid exceeding the length of any presentation.

For more information on Roles in a Zoom webinar, see the following link:
https://support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-webinar

For more information on Managing Participants in a Zoom webinar, see the following link:
https://support.zoom.us/hc/en-us/articles/115004834466-Managing-participants-in-a-webinar