GUIDELINES FOR ALL PARTICIPANTS

Before the conference

1. Participants shall confirm their attendance via the link in the email received from ICoST
Secretariat.
2. Participants must ensure that information given such as email and mobile phone number
are active.
3. Each participant will be added to a WhatsApp group according to the topic of the
conference theme.
4. Any information and reminder regarding the conference will be forwarded to the
WhatsApp group.
5. Participant will be invited for test session on 10th August 2020 (Monday) to ensure
smoothness on the day of the program. Attendance is compulsory.
(Note: this is important to make sure that appropriate A/V equipment especially good
headphones and microphone are available as well as to brief the presentation schedule)
6. All participants are required to submit a softcopy of the presentation slides at least two
days before the conference (by 13th August 2020).
7. For participants who are not presenting in live stream, you shall submit a pre-recorded
video by 10th August 2020 for quality and compatibility check. (Note: please ensure that
the duration of the pre-recorded video is within 10 minutes or less)
8. Only participants who presenting live will be evaluated for the best presentation award.

Day of the conference

1. Participants are advised to log into Webex at least 15 minutes before the session starts. Use
the link shared in the email or in the WhatsApp group to join online.
2. During the session, participants are advised to mute their headset, microphone or
speakerphone. Only the appointed participant is allowed to unmute and present his/her
paper.
3. Participants must be prepared for the presentation at the time set in the tentative.
4. Each session will be chair by a chairperson. The chairperson will introduce the presenters,
handling the Q&A by reading written questions (in the chatbox), and closes the session.
 5. In case of connection or technical problem encounter by the presenter, the session will
continued with the next presenter. The previous presenter will continue his/her presentation
at the end of the session.
6. Presenters are advised to present within the allocated time given. A reminder will be
provided to the presenter two minutes prior to the end of the presentation time that he/she
should start to wrap up his/her presentation. In the case when presenters go unreasonably
long with their presentations, chairperson has the right to cut them off.
7. For Q&A, participants are advised to present their questions in the chatbox before one
presentation ends. The chairperson will read the written questions to the presenter.
8. All participants are reminded to stay online and remain for the entire session.
9. All participants should ensure that their surrounding background (sound and image) are
not disturbing the other participants and also ensure the suitable light conditions when the
tuning-on the video.

Joining the Webex meeting room

1. Please click the Meeting URL link provided by the host to join the meeting.
(Note: Participants will need to download and install the Cisco Webex desktop application
to participate in the meeting chat and share content)
2. If prompted, sign in with your profile information.
(Note: Participant are required to save their username/ID as “Full name (institution)”, eg.
“Hilmi Abdul Rahman (UTM)”)
3. If required, enter the meeting password provided by the host and click Join.