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Zoom and Ventla

Information related to the applications used during the conference.

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Zoom instructions

Installing Zoom 

  • We strongly recommend installing the Zoom app (“Zoom Client for Meetings”) on your device well before the event and trying it out. In theory, it is possible to use Zoom without registering in browser mode, but installing the application is the best way to ensure all necessary features are functioning.
  • Each Finnish university should have a Zoom license that all affiliated researchers can use to register and download the programme. We recommend that you always use Zoom with the login details offered by your university: for more information, please contact the IT services of your university. For Uniarts Helsinki students and staff, instructions for installing Zoom are available in Artsi (instructions in Finnish, Swedish and English).
  • If you already have the application installed, please make sure your Zoom is updated! (In the application, click your initials on the upper right corner -> Check for updates)
  • Also, make sure your computer is up to date altogether!

Joining a Zoom meeting 

  • Zoom links to the sessions, keynotes and other online programme can be found from the Conference application: Ventla. You will receive information about the chosen Conference application before the beginning of the Conference by email.
  • We ask you not to share the links with anyone via email or other communication channels for data security reasons. 
  • Please note that you cannot share the links for the persons who are not registered for the Conference. 

Zoom etiquette basics 

  • Consider purchasing: a pair of headphones, a microphone, and a webcam to ensure everyone hears and sees you well in the Zoom meeting.
  • Please make sure that the room you are in has good lighting. We all hope to see your face, especially if you give a presentation. 
  • Make sure your internet connection is stable and strong. Unfortunately, we can’t help you if your internet is not working properly. 
  • Please, attend the Zoom meeting from a place without much disruption – this helps you and others have a pleasant encounter. 
  • Please, join the Zoom meetings in time! It’s always good to join in a couple of minutes early and make sure everything works fine. 
  • Please, use your full name in the Zoom meetings. It will help the Session Moderator host and identify session participants. 
  • Please note that your microphone will be automatically muted when joining a meeting, and your video will be off. When speaking, unmute your microphone by clicking the microphone icon (“Unmute/Mute”) on the lower left-hand corner of the Zoom window. We kindly ask you to keep your microphone muted when not speaking. When you want to switch your camera on, toggle “Start video” next to the “Mute/Unmute” button. 
  • Every session in the PPP2022 Conference has an assigned Session Moderator responsible for hosting the meeting (giving turns to speak and keeping to schedule etc.) so that the presenters can focus on their presentations. If you wish to ask a question or present a comment, you can request your turn using the raise hand feature. (Click “Reactions” on the downright corner and toggle “Raise hand”.) 
  • Every session also has a Zoom Host. The Zoom Host will help participants get into the sessions and share their screen (if the speaker has any technical challenges) and the Session Moderator by following the chatbox. The Zoom Host also shares the co-hosting session rights with the conference Presenters and Session Moderators. 
  • Zoom has a Chat function that you can use to send messages both privately to individual participants and the whole session group. 

Sharing your screen and presenting slides or other material 

  • If you wish to share your screen and present slides, handouts or other materials during your presentation, you can click the ” Share screen” button on the lower-end toolbar of the Zoom window. The click opens a pop-up window that enables you to choose the view to share. You can choose the sharing view from several options: you can share your whole desktop, share only one window, etc. Consider beforehand which sharing options are the most convenient for your presentation.
  • Also, make sure to have the material (e.g., PowerPoint presentation or PDF file) open on your computer before you click “Share screen.” 
  • If you wish to share an audio file, remember to toggle the “Share computer audio” option in the pop-up window (on the lower-left corner). 
  • If you wish to share a video clip, remember to toggle the ”Optimize screen share for video clip” option in the pop-up window. 
  • It’s also a good idea to ensure you won’t have your system notification sounds on while sharing your desktop. To check this, open the Zoom app, go to Settings -> Screen share -> Silence system notifications when sharing desktop.
  • If you’re experiencing problems with screen sharing, make sure you have enabled screen sharing in your computer settings: In Windows, go to “Privacy Settings” -> “App permissions” – on a Mac, go to “System preferences” -> “Security and Privacy.” 
  • Please note you can also try out screen sharing beforehand. Go to the Zoom app, press “New meeting” and get familiar with the options!

Typical problems, troubleshooting 

  • Breaking / weak internet connection: if you are using Wifi, try to plug your device straight into your internet router. Turning off your webcam (from the lower-left corner of the Zoom window) may also help with problems related to a poor internet connection. 
  • If Zoom is asking for an additional login when joining a meeting: click the ”Login with SSO” button (on the right). You can log in by using the password and identifier provided by your university. 
  • If you are experiencing technical problems, kindly contact the IT services of your university or organization. 

Ventla instructions

Coming up closer to the conference.

All signed up participants will receive instructions by email before the conference.