Introduction

Shortly it will be time for the NND 2020, this time in virtual form. In this document we would like to explain how this works, supported with some images and some movies. We understand that this is new to many people, so in addition to this document, we are dedicating as much resources and time as possible for you to make sure everything is clear and your session will run smoothly. There will be an opportunity to test yourself, and based on feedback from all speakers we will provide additional information or make the instructions clearer, and if necessary we will make an appointment to test one-on-one with you.

You have received an e-mail with a login code with which you can test yourself in the platform without guidance and try out the functions you want to use. If things are still unclear after this, 1 on 1 help can always be offered. In that case please send us an email: info@nefrologiedagen.nl

As soon as you feel sufficiently familiar, there are two options:

• You go into the platform prior to the conference, and use the platform to make a recording of your presentation which we can play during the conference. If this goes wrong, you can try again as often as you like. After playing your session on the conference day, you can (possibly still) be available live to answer some questions.
• You give your presentation live on the day of the conference. If necessary, you can prepare everything in advance, and practice in the platform as often as you want.

Overall description of the platform 

The core of the platform works essentially the same as a video program, such as Zoom, Teams, Skype, WebEx. etc. Perhaps you recognize a program and have already worked with it once, then it will feel extra familiar, if not, that is certainly not a problem: with some practice you will be quickly informed.

In the session you can turn on your camera and microphone so that all participants can see and hear you. You can see and talk to the other speakers in the session and the session chairs. On the conference day, this can be done from 3 hours before the start of the session, so that everything can be tested before the participants enter the session. In addition, there are the following functions in a nutshell:

• Prepare Youtube videos
• Prepare presentation (PDF)
• Create polls (questions you can ask the audience, and which they can answer interactively)
• Viewing questions asked by the audience

During the session you will be guided by two chairs. They can support you during the presentation and, if necessary, request further technical assistance. They also collect the questions during the session and make a selection which they can submit to you.

The sessions are surrounded by functions that allow you to log in, view the program and sponsors, and possibly contact sponsors. For this moment it is especially important that you can log in and get into your session.

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Preparation

Which devices?
The virtual platform for the Nephrology Days 2020 is built for interactive participation using a desktop or laptop. A hybrid version of the platform (therefore also suitable for a tablet or smartphone) was unfortunately not feasible from a cost perspective. Although access can be achieved with a mobile device, the platform recognizes this over time and will make important functions inaccessible.

Of course, a good internet connection is necessary to attend the conference. As a benchmark, we say that if you can watch Netflix and YouTube videos at good quality without any problems, this will be sufficient. But if this causes problems, we advise you to attend the conference at a different location with a better connection.

VPN and office connection
Hospitals and companies are increasingly using a Virtual Private Network (VPN), such as Citrix, so that you can connect to the internet in an encrypted and secure manner. These protections do not allow the use of many websites and / or services (such as Zoom), simply because institutions and employers do not take any risks when it comes to the security of their automation systems. The platform of the Nephrology Days 2020 is extremely safe and reliable, but VPN protections (different per employer) often make it impossible to reach the platform. Don't take any risks and avoid a VPN connection and use your own internet connection.

Update your operating system
Internet Explorer is no longer supported by Microsoft. Using the Internet Explorer browser can lead to delays, bugs or even outages.
Microsoft Edge (almost the same icon) is (the successor) of Internet Explorer, but this browser is still quite new and it is possible that all kinds of adjustments are made from Edge, so that the platform of the Nephrology Days may suddenly stop working. We therefore strongly advise against the use of these two browsers!

The platform works best under the latest version of Chrome (this is preferred) or FireFox. Make sure your desktop or laptop has the most current browser version and that you give this browser permission to use the audio / camera input.
If you usually use other browsers that may be using your camera / audio, make sure these browsers are closed.

Do you want to use Chrome and need help downloading Chrome? Click here for the instruction.
Do you want to use FireFox and need help downloading FireFox? Click here for the instruction.​

Complete your profile
Login with your personal details and complete your profile. Go to the main menu via the lobby and click on “my profile”, here you can add your photo and (contact) information about yourself. This information will only be used for this event and will be deleted within three months of the end of this event.​

Preparing the presentation
You can show your presentation to the participants in two ways:
• Share your screen, and use PowerPoint or another presentation program. This keeps animations intact.
• Convert your presentation and save it as a PDF. Upload any videos to YouTube (we can support you in this).

The second option requires a little more preparation, but is by far the most pleasant for the participant, and the least susceptible to interference. Instructions for both ways follow later in this document.

Logging in to the platform
Logging in can be done in two ways;
1. As a speaker, you will receive a separate separate link from us for each session where you speak. If you click on a link of a session, you will automatically log in, and you will automatically enter the session. You may also see an instructional film in which the functions are revisited.

2. At the top of the email that you receive from the platform you will find a button that will take you directly to the lobby of the platform. You can also enter your session from the lobby and the program, as a speaker you can always enter earlier.

In the session
You are in the session. On the left you see buttons with which the session can be operated. We describe the most important functions first. Some functions are optional, we indicate this in the header of the explanation. If you are not interested in this section, you can simply skip it.

The following components are covered:
1. Camera and microphone
2. Display other speakers and shared content
3. Participant list
4. Record button
5. Library for presentation and videos to be shown
6. Polls (optional)
7. Questions from the audience (optional, provided by chairs)
8. Request to broadcast (optional, provided by chairs)
9. Break-out rooms (optional)

1. Camera and microphone
Once you enter the session, you will get the following window to set up and test your camera and microphone. Below you will see a bar with gray squares where you can see if the sound from your microphone is working. These patches should respond to the sound of your microphone when you talk into it. If you have a laptop, and you don't have an external microphone, then a choice like “Built-in microphone” is often available here. Make sure your browser allows the use of your camera and microphone.

If everything works, click on “Turn on microphone and camera”.
After this, your microphone and camera are turned on, and a green light will light up with these icons.

​If this is not successful, it may be that the settings in the browser are clicked incorrectly. You can check this in the following way:
Change camera and microphone access

1. Open your Chrome-browser
2. Click at the top right on the 3 dots, then Settings.
3. Under 'Privacy and security', click Site settings.
4. Click on Camera or Microphone.
   • Enable or disable Ask before access.
   • Check your blocked and allowed sites.
   • Remove existing exceptions or permissions: Click Remove to the right of the site.
   • Allow a site you've already blocked: Under 'Blocked', select the site name and change the permissions for the camera or microphone to 'Allow'.

2. Display other speakers and shared content
At the bottom right of the screen you will see a round button with which you can select different views. If you hover your mouse over the button, several options will appear. These are as follows:
- Full screen
- Tiled
- Thumbnail

3. Participant list
Click on the (Participant) icon in the menu on the left. You will receive an overview of the present speakers and chairs (Speakers) and participants (Audience).

4. Record button
Click here for the explanation video about recording.

With this button the current session can be recorded. You can use this if you want to pre-record your session. After a few seconds a red button with REC appears on the screen, as a signal to participants that a recording is in progress.

To be able to watch the sessions later, recordings are made of all sessions at the conference. During the live conference, this function will be turned on by the chairs, and it is important that you do not click it, because then the recording will stop.

5. Library for presentation and videos
Click here for the explanation video about media.

To be shown Left in the menu: Go to the library (Content Library). This library consists of 2 parts: media and polls. To add new content, click on the plus (create new) and you will get 4 options. You have the option to create a new folder to better organize the content.
You can add and prepare the following content;
• Upload file (PDF)
• Adding Youtube videos
• A file from a URL

After a PDF has been uploaded, you can click on the eye and then on 'show' to show the presentation to participants. For a Youtube video, double click on the video after uploading.

6. Polls (optional)
Click here for the explanation video about polls.
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If you want to ask the participants questions to which they can answer interactively, you create a poll. In the content library, click on Polls. You can set a question here and the possible answers.

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When you want to prepare the poll but do not want to share it yet, click on 'save'.
Would you like to immediately share the poll with the public? Then click on 'save and open'.

​After participants have been given time to reply, you can choose to share the results by clicking on 'share results'.

7. Questions from the audience (optional, provided by the chairs)
Click here for the explanation video about questions and answers.

Participants have the option to ask questions (optionally anonymous). You have the option to queue this question before asking the question to the speaker and visible on screen (Queue for live answer). You can also show the question to participants first to see if there are more participants who need an answer to this question (Request public vote).

To answer questions, click on the question, then you have three options

• Type your answer (type your answer here), then choose to share your answer to the public (answer) or private answer (answer privately)
• Direct live answer to your question (live answer), the question will then appear on screen until you click stop again.
• At the top right, you can choose to sort the questions by answered, unanswered, or the live ask queue.

8. Request to broadcast (optional, provided by the chairs)
Participants can raise their hands if they want to ask or explain something live (request for broadcast). The moment you give them permission (accept request to broadcast), this participant will be visible with video & sound in your session.

​9. Break-out rooms (optional) 
Click here for the explanation video about the breakout rooms.
​
If desired, you can create a break-out via the Breakout rooms button. Then click on Create breakout rooms.

You can then choose between a number of options.

• The number of breakouts (Amount of breakouts)
• Whether the participants are automatically divided (Automatically assign users for me)
• Or whether you assign the participants yourself (I will assign users manually). In this case, you can indicate per break-out via the icon with the figure with plus sign who will take place in this breakout room.