Virtual Conferences

Transcript

1. Conferences Online Learning | Sharing | Networking Maria J. Spilker | 2020
2. Agenda Introduction Academic Conferences Organisers’ Perspective Presenters’ Perspective Attendees’ Perspective Final Remarks 2 Maria J. Spilker | 2020
3. Introduction 3 Maria J. Spilker | 2020
4. Academic Conferences •Meetings on projects in a research area •Expectations •Learn about the latest field research •Disseminate knowledge •Network 4 Maria J. Spilker | 2020
5. Academic Conferences Typical Formats •Keynote | Plenary session •Panel session Multi-presenters, discussion on a main topic •Conference paper presentation Researchers present a submitted and reviewed paper Discussion and feedback •Posters session Researchers present their ongoing research •Seminars •Workshops •Social activities 5 Maria J. Spilker | 2020
6. Conferences •Conferences face-to-face •Conferences online •Hybrid conferences 6 Maria J. Spilker | 2020
7. Organisers’ Perspective 7
8. Organisers Defining •The organization committee •The target audience •(Measurable) Objectives of the conference •The type of event: Virtual, Hybrid, Face-to-Face •The format of the sessions •Registration process •Schedule •Time zone planning •Breaks and social activities 8 Maria J. Spilker | 2020
9. Organisers •Select a Conference Management System •Create a conference landing page •Populate the page with speakers’ information • Name, position, affiliation, photo •Publish the pages with session and presentation information • Presentation title • Abstract • Target audience • Micro-video •Promote networking activities (social media) •Offer instructions for presenters • Presenters are subject matter experts • Presenters are not experts in presenting online 9 Maria J. Spilker | 2020
10. Organisers Preparation •Instructions for pre-recorded talks/presentations •Presentation itself (template) •Presenting on camera •Editing the video: Intro and Finish •Instruction for live talks •Presentation itself (template) •Two Devices for live presentation •Functionalities and setting of the web-conferencing system •Structure of the session 10 Maria J. Spilker | 2020
11. Organisers During •Live streaming and recording •Moderation •Support 11 Maria J. Spilker | 2020
12. Organisers Follow up •Publication of •Presentations •Recorded sessions •Proceedings •Satisfaction survey 12 Maria J. Spilker | 2020
13. Presenters’ Perspective 13
14. Presenters Preparing •Presenting at a conference •Disseminate results of research •Get valuable feedback •Get to know researchers interested on the same topic •Submission of article 14 Maria J. Spilker | 2020
15. Presenters Preparing •Hardware & Internet connection •Notebook or Tablet •Headset •Webcam •Stable internet connection •Web-conferencing system •Installation of apps or plug-ins •Exploring the functionalities • Presentation upload • Screen sharing • Public/Private chat • Pooling • Recording •Streaming audio and video 15 Maria J. Spilker | 2020
16. Presenters Preparing •Session Plan/Script • Duration of the presentation • Elements: presentation, audio, webcam, screen sharing • Questions and Answers | Discussion: During or by the end •Moderator as chair of the session 16 Maria J. Spilker | 2020
17. Presenters Preparing •Webcam •Test your webcam (at eye level) •Background: no patterns •Lighting conditions •Train to watch the audience while presenting •Audio •Test your mic •Screen sharing •“Clean” desktop •Open only the programs/tabs needed •Noises • Deactivate notifications (“you got mail”) 17 Maria J. Spilker | 2020
18. Presenters Preparing •Create a presentation •Key points | one slide for each main ideas •Supportive images •Rehearse, rehearse, rehearse •Speak •Slowly •Clearly •Engaging •Flexibility by •Technical glitches •Memory lapses 18 Maria J. Spilker | 2020
19. Presenters During •Relax ✓Preparation ✓Support by the moderator/chair of the session •Web-Conf room •Login timely •Check audio/video using the wizard •Upload presentation •Use the chat to share information (i.e., links) or as discussion space 19 Maria J. Spilker | 2020
20. Presenters Follow up •Last slide: contacts •Availability online •Slide deck •Recorded session 20 Maria J. Spilker | 2020
21. Moderators First Tasks •Chairs of a session = Moderator/Host of a session online •One Moderator in every session room •First tasks •Contact the presenters •Introduce yourself •Offer support by uploading materials •Assume the moderation of the chat room during the session •Ask for a copy of the presentation prior to the session •Inform about session opening 15-20 minutes before the schedule time •Deliver a link to a practice conferencing room 21 Maria J. Spilker | 2020
22. Moderators During •Log in 20-30 minutes before the session begins •Upload presentations, if necessary •Have links ready to share within the public chat •Test the mic and webcam •Start on time •Start recording •Welcome presenters and attendees •Go over introduction session slides •Introduce the presenters •Moderate the chat as needed (compile questions) •Thank presenters and attendees •Close the session 22 Maria J. Spilker | 2020
23. Attendees’ Perspective 23
24. Attendees Preparing •Choosing the conference •Funding •Choosing sessions •Read the conference program •Read abstracts •Networking via social media 24
25. Attendees Networking •Networking in advance •Arrange meeting •Plan what, when and whom to meet •Using social media •Conference hashtag •Discussion of ideas •Different platforms: Twitter, LinkedIn, Facebook •Test hardware and software needed for the attendance 25 Maria J. Spilker | 2020
26. Attendees During •Arrive early •Network with other participants •Be an active participant in the chat, but stay focused on the topic •Mute the mic when not speaking (background noises) 26 Maria J. Spilker | 2020
27. Attendees Follow up •Social media: consolidate old and reinforce new contacts •Download materials, hand-outs, proceedings, presentations •Watch recorded sessions •Reflect on value creation of the attendance 27 Maria J. Spilker | 2020
28. Final Remarks 28
29. Final Remarks Pay attention to all details. Stay flexible. 29 Maria J. Spilker | 2020
31. References •Rubinger, L., Gazendam, A., Ekhtiari, S., Nucci, N., Payne, A., Johal, H., … Bhandari, M. (2020). Maximizing virtual meetings and conferences: a review of best practices. International Orthopaedics. https://doi.org/10.1007/s00264-020-04615-9 31 Maria J. Spilker | 2020