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PRE-CONFERENCE PREPARATION FOR ALL

Defining Terms

  • SESSIONS are approximately 60 minutes long and comprise 3 or 4 STREAMS each day
  • STREAMS run parallel to one another and consist of four or five presentations. 
  • THEMES and TOPICS: Each STREAM groups presentations by #WeMissiPRES theme and topic (for example: Digital Preservation in 2021 // Emerging Formats)
  • PRESENTATIONS are individual presentations (5 or 10 minutes long)
  • PRESENTERS OF 5 min PRESENTATIONS have 1 minute for handover, 3 minutes for presentation and  1 minute for one question selected by the Chair and an answer from the speaker.
  • PRESENTERS OF 10 min PRESENTATIONS have 1 minute for handover, 8 minutes for presentation and 1 minute for one question selected by the Chair and an answer from the speaker.
  • CHAIRS are the individuals that agreed to be responsible for the structure, flow, timing and moderation of an entire STREAM. They are responsible for clearly communicating expectations and logistical information about the presentations which will take place within a STREAM; they may take a more or less active role in Q&A moderation, depending on the topic, format and the presentations which are taking place.

 

Conduct

Please review the DPC Inclusion & Diversity Policy for explicit expectations and processes for ensuring an inclusive and equitable #WeMissiPRES experience for all attendees. 

 

GUIDANCE FOR HOSTS

Housekeeping at the start of each day

  • Welcome all on Zoom and on livestream
  • All presentations are being recorded and streamed to YouTube
  • Ask participants to switch off mics and cameras when presentations are taking place – if you are not speaking
  • Ask participants to give themselves an identifiable name / name badge on Zoom
  • Explain the chat/raise hand function
  • Collaborative notes are available – direct participants to document for each day
  • Remind participants of the hashtag for social media: #WeMissiPRES
  • Conduct: The digital preservation community is open and inclusive, encourages diversity in all its forms and are committed to making community events accessible to everyone who wishes to engage with the topic of digital preservation. We ask all those attending this #WeMissiPRES events to be positive, accepting, and sensitive to the needs and feelings of others in alignment with the values stated in the DPC Inclusion & Diversity Policy. If the Chairs observe any behavior not aligned with these values, they may ask individuals to leave the session.

 

GUIDANCE FOR PRESENTERS

  • All presentations must be delivered in English
  • #WeMissiPRES will use Zoom as the online platform. If you have not used Zoom before to share a presentation, please see the guidelines at the bottom of the page.
  • The #WeMissiPRES program runs various parallel streams in different Zoom rooms. Please check the time of your presentation on the #WeMissiPRES Program and make sure you are online for the start of that stream so that you are allocated into the correct Zoom room. 
  • Keep to the time you have been allocated and time yourself before the event so that you know how long your presentation will take.
    • PRESENTERS OF 5 min PRESENTATIONS have 1 minute for handover, 3 minutes for presentation and  1 minute for one question selected by the Chair and an answer from the speaker.
    • PRESENTERS OF 10 min PRESENTATIONS have 1 minute for handover, 8 minutes for presentation and 1 minute for one question selected by the Chair and an answer from the speaker.
  • Chairs will be appointed to each stream. They will oversee the presentation and keep you to time. They will provide a prompt in the chat box when you have 1 minute remaining and if you continue over the allocated time, the Chair may step in and ask you to conclude the presentation.
  • Keep your camera on if possible
  • Make sure backgrounds are clear and quiet
  • Introduce yourself and any co-speakers, keep it very brief (no more than 30-40 seconds)
  • Start with a very brief outline of your presentation /agenda (no more than 30-40 seconds)
  • Use simple concise slides to illustrate your presentation
  • Speak slowly and clearly avoiding idiomatic expressions likely to be misunderstood by an international audience, remember that English will not be the first language of everyone attending #WeMissiPRES
  • The Chair will open up Q&A after each of the presentations in the stream
  • Conduct: The digital preservation community is open and inclusive, encourages diversity in all its forms and are committed to making community events accessible to everyone who wishes to engage with the topic of digital preservation. We ask all those attending this #WeMissiPRES events to be positive, accepting, and sensitive to the needs and feelings of others in alignment with the values stated in the DPC Inclusion & Diversity Policy. If the Chairs observe any behavior not aligned with these values, they may ask individuals to leave the session.

 

GUIDANCE FOR CHAIRS AND CO-CHAIRS

Chairs are primarily responsible for introducing the theme of the stream, speaker introductions, timing and moderating audience Q&A. The greatest risk is that speakers running over time reduces presentation time for the last presentation. 

Chairs, please introduce yourself, give a brief statement about the theme of the stream and the key topics, and introduce each of the speakers (no more than 1 min).

  • #WeMissiPRES will use Zoom as the online platform. If you have not used Zoom before, please see the guidelines at the bottom of the page.
  • All Chairs will have a Co-chair: Someone who can take over should the Chair experience technical difficulties. 
  • Co-chairs should monitor the Zoom functions and assist the Chair in selecting questions at the appropriate time. In the event that the Chair experiences technical difficulties, the Co-chair may also be required to step in and assist with the facilitation of the presentations.
  • Keep the speaker to time: Chairs, give notice that the speaker has 1 minute left to talk by sending a prompt in the chat box. If they run over time, politely interrupt and ask the speaker to conclude the presentation.
  • Mute: Chairs, ask people to mute themselves when they are not talking. Co-chairs may mute participants creating background noise and ask that they use the “raise hand” or chat function for questions or comments.
  • Co-chairs, monitor the chat function for questions / comments that get lost.  At the beginning of the meeting, Chairs should be clear that the chat is for questions and comments about the presentations, not conversations. Ask that more in depth conversations be taken offline so as people can keep posting on what’s happening in the presentations. It can be off-putting if the chat is hijacked by a few people in conversation about a topic. 
  • Co-chairs, address Internet disruptions (in the chat box if the presentation is in progress): At this time, many network providers are seeing massive increases in residential bandwidth use during the day, and many users are being throttled. If participants are experiencing lagging or skipping, suggest that they use their computer to access video, while simultaneously dialing in by phone for the audio.
  • Chairs, prepare questions: Get the conversation started quickly with a well-prepared question. In case the audience does not have questions ready, Chairs should have 1 question prepared for each individual presentation.
  • Chairs, when facilitating audience Q&A: state important ground rules, such as:
    • Remind whoever is asking a question to identify themselves briefly (name and affiliation); 
    • Use raise hand function if another question is already in progress; 
    • All views are to be respected, however different.
  • Chairs, make sure to either repeat the question that was asked or have the speaker do it to be sure that everyone has heard the question correctly.
  • Co-chair to assist as timekeeper in the Q&A portion of the session. Make sure you know when there is 1 min remaining so that you can indicate to the audience when there is only time for one more question.
  • Give personal attention when it’s time to finish the session:  Thank your speakers, timekeeper, other volunteers, and the audience. Tell the audience what is coming next (i.e., lunch break, the next session in 15 minutes, etc).
  • Conduct: The digital preservation community is open and inclusive, encourages diversity in all its forms and are committed to making community events accessible to everyone who wishes to engage with the topic of digital preservation. We ask all those attending this #WeMissiPRES events to be positive, accepting, and sensitive to the needs and feelings of others in alignment with the values stated in the DPC Inclusion & Diversity Policy. If the (Co-) Chairs observe any behavior not aligned with these values, they may ask individuals to leave the session.

ZOOM INSTRUCTIONS

Before the day:

  • If you have not used Zoom before, you will find it best to download the plug-in for your computer (the browser-based solution is not as powerful): https://zoom.us/support/download  
  • For your own comfort, and to ensure that the remote connection works smoothly, we advise participating in the event from a quiet room with a good internet connection.
  • We suggest using headphones for the best audio quality.

On the day:

  • Speakers, if you would like to use slides once it is time for your presentation you will be asked to ‘Share Screen.’ This control can be found by moving your mouse to the bottom of your screen where you will see the green sharing icon, as shown below. Click this:
    Explanation Zoom
  • And you will be asked what you would like to share in a screen like this:
    Explanation Zoom screen
  • Select your PowerPoint (or other slidesharing) application – not your full screen, which may include other applications you have open. If you have embedded video or sound, please check the box labelled ‘Share computer sound.’ You will then be able to talk through your slides and give your presentation.
  • During the talks, we ask that all other participants switch off their cameras and microphones. This will ensure the speakers aren’t distracted and will improve the quality of the recordings.
  • If you have a question for the speaker during their presentation, add it to the chat box (see image below) and it will be available for the Q&A sessions.

  • During Q&A, if someone else is speaking, you can either add your question to the chat box or raise your hand using the Non-verbal Feedback icons at the bottom of the Participant window (see image below), so we know you have a question or something to share.

 




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