Thanks for your interest in video conferencing support.

Please fill in the form at the link below to send a request for video conferencing support:

German:
https://idapps.ethz.ch/smartdesk/createTicket/formyself/withprincipal/relation/1/Videokonferenzdienst/Virtuelle%2520oder%2520hybriden%2520Doktorpr%25C3%25BCfungen?lang=de

English: 
https://idapps.ethz.ch/smartdesk/createTicket/formyself/withprincipal/relation/1/Videokonferenzdienst/Virtuelle%2520oder%2520hybriden%2520Doktorpr%25C3%25BCfungen?lang=en

 

After you fill out the above form, we will follow up with you via email.
Please send requests at least 14 days before the defense.
We advise to send requests early for better availability of rooms and staff.

"General info" is at the end of this page, please read it carefully.

All the best,
ETH video conferencing team / vc-helpdesk@id.ethz.ch

General info / Generelle Info

Rooms for hybrid doctoral defenses/ Räume für hybride Doktorprüfungen

Campus Zentrum

Room / Raum	Seats / Sitzplätze	bookable through / buchbar durch
LEE E101	62 in total	raumreservation@ethz.ch
HG D16.2	80 in total	raumreservation@ethz.ch
LEE E126	22 in total	raumreservation@ethz.ch
HG D22	board + 40 guests max.	vc-helpdesk@id.ethz.ch

 

 

 

 

 

 

 

 

Campus Hönggerberg

Room / Raum	Seats / Sitzplätze	bookable through / buchbar durch
HCI J2	board + 20 guests max.	vc-helpdesk@id.ethz.ch
HCI J3	178 in total (lecture hall)	raumreservation@ethz.ch
HIT H12	board + 30 guests max.	raumreservation@ethz.ch
HIT E51	153 in total (Siemens-Auditorium)	raumreservation@ethz.ch

 

 

 

 

 

 

 

Please request rooms with 1 hour extra time before the start of the defense and allow 3 hours from the start, e.g. room reservation from 3pm to 7pm if the defense starts at 4pm.

Support for hybrid defenses is subject to availability of rooms and staff.

Only the rooms listed are specially equipped and fully capable to be supported by us, should you want to use any other room you are responsible for the correct functioning of the local equipment, especially the audio and video in and from the room. Our support would then be limited to the Zoom Meeting itself with no assistence on site.

 

What you need on the day of your PhD defense

- a laptop with HDMI output or HDMI adapter

- a charger for your laptop

- your presentation (for example as Powerpoint, Keynote, PDF...)

- a PDF of your thesis itself (often needed during the Q&A session)

 

Procedure for hybrid defenses

On the day of your defense, we meet in the room 1 hour before the defense to set everything up.

 

Procedure for online defenses

On the day of your defense, we meet in the Zoom meeting 30 minutes before the start of the defense to test your presentation and your audio.

Chair and board should join 15 minutes before the defense if possible.

What the video conferencing team provides

- we set up the Zoom meeting for your doctoral defense. Please do not set up your own meeting as this leads to technical and organizational difficulties.

- we are in the meeting the entire time to support, set up breakout rooms, mute people etc. We connect the entire room to zoom, you don't need to be online.

- we take control the cameras and the audio. You just hold your presentation.

Costs

- we try to supply this service for free as much as possible, but if the VC Helpdesk Staff is already fully booked we may have to use our trained freelancers to carry out the work. The associated cost will have to be covered by your departements cost center. 

Rate Videoconferencing with technician support
1. - 5. Hour: hourly rate CHF 150.- (Minimum booking: 2 hours)
5. - 10. Hour: daily rate CHF 800.-. Overtiming charged additionally (hourly rate).
Please allow for 1 hour per meeting to setup / test the technical components.

For a typical defense a freelancer charges 3h, CHF 450.-

Contact

For any additional questions, please send an email to the Videoconferencing team at vc-helpdesk@id.ethz.ch.

 

Workflow for research plan defenses

For research plan defenses, PhD candidates have to set up and host the Zoom meeting themselves.

Here are the steps you should take:

1. Set up a Zoom meeting (you have a licensed Zoom account through ETH). Activate the "waiting room" option when setting while setting up the meeting.

2. Send the link to everyone who wants to attend.

3. When you start the meeting, in the "participants" tab, choose "Mute upon entry", this way people are muted when they join the meeting and you won't be disturbed.

If you want to be extra safe, you can even disable the option "Allow participants to unmute" (in the same menu). If you want some people to be able to unmute, you can hover over their name in the participants list, then click on it and choose "Make Co-Host", this way they can always unmute.

Rooms

The majority of ETH lecture halls have a Zoom integration (see this PDF).

Zoom integration means you can connect your laptop through USB and then all the microphones in that lecture hall can be heard on Zoom. You can find a detailed manual here.

To make a room request, please email raumreservation@ethz.ch.

Equipment

If you need extra equipment, you can request it free of charge from the ETH lending service.

Further questions

For any additional questions, please send an email to the Videoconferencing team at 
vc-helpdesk@id.ethz.ch.