Practical and technical information for all participants


The conference will take place in a fully hybrid format via Microsoft Teams. To ensure that sessions run as smoothly as possible for both on-site and online participants, please read the information below carefully.

  • If you have any questions, please contact us at imbxl@vub.be. 

Wi-Fi: 

Access the VUB Wi-Fi via the QR code on the programme booklets, or through the one-time password below:


General set-up

  • Paper presentations are organized into parallel panel sessions chaired by a session chair.
  • Each panel will normally consist of three to four presentations delivered consecutively, followed by a joint Q&A with both on-site and online participants.
  • Each presentation is allocated a maximum of 20 minutes, including any audio/video material. Chairs will keep time strictly in order to ensure fairness to all presenters and to preserve discussion time.
  • Chairs will provide time reminders during presentations.
  • Please note that last-minute programme changes are always possible. We therefore recommend attending panel sessions from the beginning whenever possible.
  • The Teams links for all sessions will be distributed to registered participants on the morning of each conference day after final technical checks have been completed. Please do not share these links publicly.
  • To help avoid audio feedback and echo issues, we kindly ask all on-site participants not to join the Teams meeting from inside the presentation room unless absolutely necessary. The session will already be connected through the room laptop operated by the technical assistant. Participants who need to join remotely should do so from outside the room and preferably using headphones.

If you are presenting on site

Presentation materials
We strongly encourage all presenters to send presentation slides and especially large media files (video/audio) to the organizers in advance (imbxl@vub.be).

However, if you prefer to bring your materials with you:

  • USB drives will be available in every room.
  • You will be able to transfer your presentation files to the room laptop together with the technical assistant during the break before your panel session.

To ensure stable hybrid operation:

  • all presentations will normally be run from the stationary room laptop;
  • presenters are asked not to connect their own computers unless agreed in advance with the organizers.

Please arrive in your room at least 15 minutes before the start of your panel in order to:

  • upload/check your presentation;
  • test slides;
  • test any media content;
  • coordinate briefly with the chair and technical assistant.

Media content and technical responsibility

If your presentation includes:

  • video,
  • audio,
  • web-based demonstrations,
  • online platforms,
  • or other non-standard media,

please ensure in advance that these materials function properly.

Presenters are responsible for ensuring compatibility and functionality of their own media content. While technical assistants will help where possible, extensive troubleshooting during the panel session will not be possible.

Please note:

  • time spent resolving technical/media-sharing problems during the session will be counted as part of your allotted 20 minutes;
  • if serious problems occur, chairs may ask presenters to continue without the media component in order to keep the panel on schedule.

If you would like to test complex media content before your panel starts, please make sure to contact the conference organizers and/or tech assistant in your panel’s room on time (at least 20 minutes before the panel starts).

Presentation notes

If you use speaker notes in PowerPoint or similar software, we recommend printing them or keeping them available on a second device. Depending on your screen-sharing set-up, notes may become difficult to access while presenting. 

If you are presenting online


Joining the session

All online presenters are strongly encouraged to use the Microsoft Teams desktop application where possible.
If you do not have Teams installed, you may also join through your web browser. In this case:

  • please use Google Chrome or Microsoft Edge;
  • other browsers may not support all Teams functions reliably.

Session links will be distributed on the morning of each conference day.

Please join your session at least 10–15 minutes before the panel begins so that the chair and technical assistant can confirm that your:

  • microphone,
  • camera,
  • screen sharing,
  • and audio/video playback

are functioning correctly.

Sound and presentation quality

The use of a headset or external microphone is strongly recommended to improve audio quality and reduce echo.
Before your session, please test:

  • microphone,
  • camera,
  • internet connection,
  • screen sharing,
  • and any embedded media content.

If your presentation includes video/audio clips or other media, you are responsible for ensuring that these work correctly when shared through Teams (i.e. make sure that you also share audio when sharing your screen).

Please note:

  • all technical troubleshooting during the panel counts toward your 20-minute presentation slot;
  • if major media-sharing problems occur, chairs may ask you to continue without the media component in order to keep the panel on schedule.

If you would like to arrange a technical practice session before the conference, please contact the organizers.

If you are chairing a panel session


Thank you for chairing a session!

Introducing speakers

To help preserve discussion time, please keep introductions brief.

Timekeeping

  • Please keep presentation times strictly.
  • Each presenter has max. 20 minutes, including any media material or technical interruptions.
  • We ask chairs to provide standard countdown reminders (e.g. 5, 2 minutes remaining). You may use hand signals, paper signs, or another clear method of your choosing. Please briefly explain your chosen system to presenters before the session begins.

Managing questions

For on-site questions:

  • please ensure that questions are audible to online participants;
  • either ask audience members to come closer to the microphone or repeat the question yourself.

It is also helpful to ask questioners to briefly introduce themselves before speaking.

For online questions:

  • maintain communication with the room’s technical assistant, who will monitor the Teams chat and alert you to questions from online participants;
  • you and the technical assistant may decide together who reads online questions aloud, but it is your responsibility as chair to make sure they get asked.

Technical issues

The technical assistant is responsible for handling the technical aspects of the session.
However, if serious technical issues arise:

  • you may reorder speakers if necessary;
  • you may ask presenters to continue without media content;
  • you may move on to the next speaker if major issues cannot be resolved quickly.

The priority is to keep the panel functioning and on schedule for both on-site and online participants.