Presenting in Live Poster Session

General information 

The Poster session for TQC 2021 will be held using the remote conferencing platform Remo, which mimics an in-person event. Each poster will be assigned a “table” (i.e., a group video chat room with a virtual whiteboard) where presenters will upload their poster in the PDF format. The participants will be able to interact with poster presenters using text chat, video call or the whiteboard. Participants of the discussion can also share their screen to help the discussion. The distribution of posters across the “buildings” and “floors” (see Poster session schedule/floors) is available online; here are the links to the Buildings:
Building A
Building B
Building C
Building D

The Poster session will be purely browser-based. Up-to-date versions of Firefox, Chrome, Edge and Safari on Windows or Mac are supported; other combinations of browsers / operating systems may not work. In particular, the Poster session cannot be attended using a mobile device (the Whiteboard and/or screen sharing is not supported by Remo on mobile devices). Visit https://geartest.remo.co to verify that your system satisfies the requirements (even though Linux is not officially supported by Remo, you may find it possible to use the Remo platform on Linux systems anyway). To use the video-chat feature, you must grant your browser access to your microphone and camera. 

Below are detailed instructions on how to access and use the TQC 2021 Poster session. 

Each presenter will need to do the following: 

  • Test your computer, browser, camera and microphone, etc. on https://geartest.remo.co  
  • Create a PDF poster file (recommended file size: up to 5 MB) 
  • (optional) Participate in the test session 
  • 15 minutes before the session, access the session, find your table and upload the poster PDF to the Whiteboard. 

Remo live test sessions 

From July 1 to July 4, you will be able to access a Remo test session to familiarize yourself with the platform, try out uploading your poster to the Whiteboard, etc. Unlike the actual Poster session, the test sessions will not feature the Help Desk on the first floor; in case of questions, please contact us at info@tqc2021.lu.lv. The schedule of the test sessions (you can access the test session at any moment in the particular interval) and links to them are listed below: 

  • July 1, 9:15am – 2:15pm (Eastern European Summer Time = UTC+3), links to buildings A and B
  • July 2, 4:30pm – 9:30pm (Eastern European Summer Time = UTC+3), links to buildings A and B
  • July 3, 9:15am – 2:15pm (Eastern European Summer Time = UTC+3), links to buildings A and B
  • July 4, 4:30pm – 9:30pm (Eastern European Summer Time = UTC+3), links to buildings A and B

During the Poster session 

Poster session schedule/floors 

The event can only be accessed during the scheduled sessions (on Tuesday, July 6th, and on Wednesday, July 7th) or the live test session. To access the event, follow the “Log in” instructions below. During each session the posters will be divided across two different Remo “buildings” (on Tuesday these buildings will be labelled “A” and “B”, on Wednesday “C” and “D”). In each building, there are five “floors”. On the first floor, the Help Desk is located; here you can talk to the organizers and their staff. The remaining “tables” serve as a testing place and the landing area for the users joining the event for the first time. 

Figure 1: overview of the platform 

The remaining floors are designated for poster presentations. Each of those floors has nine tables designated for poster presentations and labelled accordingly (e.g., A3P024 for poster #024, which will be situated on the 3rd floor of the building “A”). At most eight people at a time (seven visitors and one presenter) can be at one table. In addition, a few unnamed tables will be available on each floor, which can be used for private (video-) conversations between participants. 

Floors can be changed using the elevator-like panel on the left (see Figure 1); you can switch between the buildings using the button indicated in Figure 1 . 

Log in to the Poster session 
Figure 2: the event landing page (the event has not yet started). Do NOT choose “Speaker login”!

Use the link to the appropriate building (A/B/C/D) to access the event landing page, and click “Save me a spot” (Figure 2) if the event has not started yet. If the event is already running, click either “Sign in to join event” (Figure 3) or, in case you are already logged in, “Join Event Now” on the event welcome page. Do NOT choose “Speaker login” – this will lead to an error

Figure 3: the event landing page after the event has started 

Log in to your account if you are already registered for Remo, or enter your email address to register for Remo. After joining the Poster session, you will be “seated” at a random “table” (typically on the first floor unless it is already full). Then you can  

  1. move to another building using the buttons indicated in Figure 1;  
  2. move to another floor using the elevator-like panel (on the left in Figure 1);  
  3. move to a new table by double-clicking it (provided there is a free seat at that table). 
Find your table 
Figure 4: overview of the posters in the building 

15 minutes before the scheduled session, log in and access the event. The designated table for each poster is posted here; the code indicates the building and floor, and the table is identified by your poster’s number (e.g., A3P024 for poster #024, which will be situated on the 3rd floor of the building “A”). The right billboard also indicates the available posters in the buildings, see Figure 1 and Figure 4. Navigate to the respective building and floor; when you have found your designated table, double click on the table to be seated at the table. You should see your icon (showing your photo or first initial) displayed at your table, see “The circle with your icon indicates the table you are at” in Figure 1. Turn on your camera and upload the poster to the Whiteboard. It is important to arrive at your table in advance so that you do not lose your slot. 

Upload your poster 
Figure 5: uploading the poster to the Whiteboard 

To upload your poster, click the “Whiteboard” button in the main toolbar (Step 1 in Figure 5). On the toolbar on the left, click the button with three dots (Step 2 in Figure 5), select “Upload” (Step 3 in Figure 5), then choose “My Device” from the menu. Now you can choose the poster file for uploading. 

After having selected the poster file, click within the Whiteboard window (the area with the grey background grid) to place the poster there; your poster should be visible now on the Whiteboard. You can now move the poster around, annotate it, etc. To remove the poster file from the Whiteboard, click the poster image and use your keyboard’s “Delete” button. 

NB! Notice that Remo allows anyone to modify the contents of the Whiteboard, which may mean that your poster can be accidentally deleted, painted over, etc. If you wish to avoid that, you can register yourself for a Miro account to be able to become the Board Owner as described here. As a Board Owner, you will be able to lock elements of the Whiteboard. If you need help, contact TQC staff at info@tqc2021.lu.lv. Alternatively, you are welcome to present your poster via screen sharing instead. 

Most likely, the poster will have extremely low resolution at first – please allow a few minutes for the PDF to load and be displayed correctly. If the issue persists even after 10 minutes, please contact TQC staff (either at the HelpDesk on the first floor in “A” or “C” buildings or by sending us an email). Alternatively, you can present your poster via screen sharing instead.

Interact with others 
Figure 6: the main toolbar 

Turn on your camera and microphone in the main toolbar (Figure 6) to be able to talk to the other participants at the table. Notice that you can only talk to the people that are seated at the same table as you. Click on “Tile view” (or double-click on somebody’s video) to have large-size video feeds (or enlarge the shared screen if somebody has activated the “Share” button), and switch back to the map view by clicking on “Back to Floor” in the main toolbar. 

It is possible to use the “Share” button in the main toolbar to share your screen (the screen will be shared only with the people at your table); you can also use the chat function from the main toolbar to send a message to: 

  1. all the participants present in the room, 
  2. to all the people at your table, 
  3. to a particular participant. 
Remo presenter tips 
  • Test before present. Test your browser, camera and microphone, poster uploading and screen sharing before the actual Poster session. 
  • Posters will be presented on a screen. The suggested file size is up to 5 MB; the landscape orientation suitable for a 16:9 ratio laptop screen might work the best. 
  • Close unnecessary apps. This may improve the quality of your audio and video feed. 
  • Personalize your profile. Add a profile picture if you did not do that during the Remo registration process. The profile can be edited using the circle icon in the top right corner (Figure 7). Fill in your profile information; note that “Headline” is the text that will appear when people click on your icon.
Figure 7: personalize your profile 

Leaving 

When the session ends, exit the Poster session by clicking the “Quit Event” button in the main toolbar.