Guidelines for Virtual Participants of the ASSW 2025
valid for virtual participants in the ASSW 2025 Community Meetings and Workshops (20 - 24 March 2025) and the ICARP IV Summit 2025 (25 - 28 March 2025)
The ASSW 2025 is a hybrid conference. Here are a few guidelines for our virtual participants and speakers to make the most of their experience of attending the ASSW 2025:
1. Registration
Virtual participants must register to attend the conference like all other conference participants as well. You can register here until 18 March 2025.
2. ASSW 2025 Code of Conduct
All virtual participants must adhere to the ASSW 2025 Code of Conduct and the instructions of session chair(s). Virtual participants violating these will be removed from the Zoom sessions by the organisers.
3. Attending a Session
All sessions that are marked either as “hybrid” or “online-only” can be attended by virtual participants.
You will be connected to the session via Zoom. If you have used Zoom before, this should be a very familiar system for you. You must install and set up Zoom in your computer before the session and make sure your audio and video settings are correct.
Keep your camera off and microphone muted at all times unless directed by the session chair(s) to turn them on.
3.1. Zoom links
The Zoom links for all:
- open sessions will be listed in the conference program within the session descriptions on the ASSW 2025 website. They will be posted into the program
- by 19 March for the ASSW 2025 Community Meetings and Workshops, and
- by 24 March for the ICARP IV Summit Sessions
- closed (by invitation only) sessions will be distributed by the Session Chairs to all their invited participants directly. Links for closed meetings will not be posted in the conference program (only applicable for closed meetings in the ASSW 2025 Community Meetings and Workshops).
3.2. Password
All Zoom links are password-protected.
The passwords needed to connect to your sessions will be distributed the day prior to the start of the sessions to all registered conference participants (so please check your emails including spam folders!!)
3.3. Participating in Discussions
As a virtual participant, you are encouraged to participate in the discussions in the session you are attending. Virtual participants
- can ask questions and make comments by:
- raising your hands and waiting for the Session Chair to ask you to speak.
- typing in the chat box or the Q&A box.
- can contact the Session Chair or AV Technician via the chat box.
4. Presenting in a Session
Please read all the instructions about attending a session in the previous chapter. Zoom will be used for online presenters to connect to the sessions.
You should join the Zoom session 15 minutes before the start of the session, so that you can test the audio and test if you can share your screen. The AV Technician in the session room on-site will be logged into Zoom and will have a list of all presenters. But you should nevertheless identify yourself to them just in case.
We do not accept videos for the presentations. The presenting author must attend the session (or designate a co-author who is attending as presenter). If the presenting author changes, please notify the session convener at least 24 hours before the start of your session.
You can share your screen to run your presentation from your computer. If you are using multiple screens, be sure to share the one that is in presentation mode. Please test it in advance.
As backup: If you are concerned about the stability of your internet connection or your ability to share your screen, you may provide your presentation in advance to your session chair or by uploading the presentation via the relevant link below. The technical support volunteer will run your presentation slides while you use the audio to present.
Questions for your presentation can be asked both by the audience in-person and online. The online participants will ask questions via the Zoom chatbox. The session convener will moderate the discussion.