Settings
See what the Presentation System costs, manage your licensed Zoom hosts, set the files invited speakers must upload, and define the default room sizes and slot lengths the planner uses.
Purpose
The Settings sub-tab is the control panel for the whole Presentation System. It has four panels: What this costs, Licensed Chairs for provisioning Zoom hosts, Invitation Requirements for invited content, and Default Room Sizes that seed the planner.
The Presentation System is switched on for every conference — there is nothing to enable. Running it is free: your venue and rooms, time slots, sessions, the session planner, the attendee schedule, and the invited-content workflow are all included.
When you use it
Use this sub-tab first, before any other Presentation System work. Come back to it whenever you need to add or remove a Zoom host, change what invited speakers must upload, or adjust the default capacities and slot lengths the planner assumes.
Walkthrough
- 1
Open the Conference Leadership Console, select your conference, open the Presentation System tab, and stay on the Settings sub-tab.
- 2
Read What this costs so there are no surprises on your invoice. You are charged only when a presentation stores materials: a one-time fee per presentation holding any document (paper, slides, or poster together — not each), plus a per-block fee for stored video. Billed once, at the end of the conference. A conference that schedules its whole programme without collecting files is billed nothing.
- 3
In Licensed Chairs (Zoom hosts), add a chair by entering their email, an optional display name, and a license type — Meeting for regular sessions or Webinar for keynotes/plenaries — then click Provision as Zoom host. Remove a chair with the Remove button (this frees their Zoom seat).
- 4
In Invitation Requirements, tick the files invited speakers must upload (paper/article PDF, slides, pre-recorded video, poster), add an optional custom message for the invited submission portal, then click Save.
- 5
In Default Room Sizes, set keynote / regular / small room capacities and the slot, paper, and keynote lengths in minutes, then click Save. If no venue exists yet, saving here creates one — fill in its address later from Venue & Rooms.
Invitation Requirements and Default Room Sizes each have their own Save action. Saving one panel does not save the others.
Tips
- Set Default Room Sizes before you add rooms — when you pick a room tier in Venue & Rooms, its capacity snaps to the default you set here.
- Licensed chairs are also provisioned automatically when you assign a chair to a virtual/hybrid session, and are removed automatically after the conference ends. Manual entries here are flagged source MANUAL.
- Invitation Requirements apply to invited content (keynotes, panels, invited talks). Authors of peer-reviewed papers follow the per-program camera-ready policy instead.
- Disabling the system is safe and reversible — use it to take the public schedule offline temporarily without losing any configuration.