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Dear Colleague,

The conference starts two weeks from now. This email aims to guide you through your virtual participation, showing you how to access Zoom links and session recordings, with some guidance regarding remote presentation, questions and support! All paid-up delegates can access online if they need to, and have the recordings post-conference.

Entering/navigating the conference

To access the conference remotely head to the EAJS2026 homepage and ensure you are logged in. Only logged-in, paid-up delegates will be able to see the ‘Enter Session’ buttons on the panel pages.

Under Programme, you will find the conference programme/timetable. This is where you see all events, plenaries, panels, labs and roundtables in a chronological display. Click items to expand and see the detail; alternatively use the Filter button to filter the content by stream or format (not keynotes, meetings, social etc).

• For example, to find panel Econ02 you can browse the timetable, search for the panel number (Econ02) or search for a keyword (Japanese Logistics) or search for a convenor (Sakuraki) or presenter (Yoshio Doi).
  You can also list/filter all the panels by section.
• Use the participants tab to see a list of all delegates, which you can search (or filter by role); mouseover a name to see a pop-up showing name, institution, and links to the panels/papers they are involved in. (Through Logged In, Manage Account you can add a portrait/avatar and a short biography, too.)
• The search button searches the full programme.
• Click the Filter → Serendipity button to see a random selection of six papers; click again/refresh for a different six.
• When logged in you can 'star' (favourite) panels/roundtables, meetings and plenaries you wish to attend, so you can easily find them on the day by clicking on the ★ icon in the programme view. (If you star a paper, a hollow star will be added to its panel.)

NB! Panel and event links are posted to the programme and will be opened on the starting time, presenters and convneors should join 20 min earlier so they can be let in to tes their tech and presentation files.

If you do not see the 'Enter session' button, make sure you are logged in and your invoice is sorted.

Getting help

Messages can be sent to eajs@nomadit.co.uk, but we may not be able to respond to those in real time during the conference.

If you can not see the 'Enter session' button first:

• Check that you are logged in
  
•  Choose 'conferences' from the log in menu, then current conference and you would see your registration. Only registered and paid up delegates can see the online access buttons.
  
  If your 'Balance' show up red or you do not have an invoice showing at all, that means that you would not be able to access the online attendance. Please contact the conference admins via email to settle the issue.

If you enter the session but it has not started:

• Make sure you are on the correct timezone. Conference programme is running on Polish local time, conference timetable has a toggle button that can convert the starting times to your local timezone
  
  Your local timezone is based on the timezone set up in your computer.
• We start the sessions usually on time, sometimes, if there are technical issues, the session might start a few minutes later.

With any other questions contact us via email.

Some tips on entering a Zoom session

1. Remember to keep yourself muted if/when you are not presenting, to avoid any feedback.
2. When presenting, try to use headphones or a good microphone.
3. You can choose whether or not to have your camera on; bear in mind that the convenor will spotlight you when presenting your paper. 
4. There will be volunteers in the session you can reach out to for technical support in the chat.

How to ask questions online

Convenors will communicate at the start of the session how they’d like to take questions from online participants. This can happen in two main ways:

1. Writing questions into Zoom chat
2. Using the ‘raise hand’ function in Zoom (when asked, you then pose your question orally)

Remote presentations

We recommend any colleagues presenting remotely to pre-record their presentation and send to convenors in advance, as: 

1. Connections can be unpredictable or consistently too poor to deliver a clear, audible presentation.
2. Issues can arise on the day which can delay the panel.

Authors can still present live, but they should try to check their connection speed before the conference and decide whether live/recorded is best based on this information.

Viewing panel recordings

Each session's recording will appear embedded within the panel page 60-90 minutes after the session ends, visible only to logged-in, paid-up delegates. Find the video beneath the panel’s (paper) abstracts. Click to expand and watch. The videos will remain in place for at least 6 months.

Recording panels
If your presenter does not wish to be recorded at all, you can ask the volunteer to NOT begin recording at the beginning of the session.

Alternatively you can ask the conference administrators to delete the recording later. Presenters can also ask for the recording to be paused while they are presenting.

(Please remind the volunteer to restart the paused recording for the next presenter!)

More resources

To ensure all participants have an enjoyable experience, please view our helpful resources:

• Convenors info which include guidance on convening a hybrid session.
• Authors info - if you are yet to familiarise yourself with the conference structure accessibility (this one has pictures unlike this email!)

read how to improve your presentation's accessibility.

Keep in mind that the more that is settled before the conference week, the smoother the conference experience. Ensure your registration is active, as otherwise you might be delayed and miss your favorite panel.

If you have any questions, please get in contact.

See you all soon online!

EAJS2026 admin team

EAJS conference website 

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