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Conferences Online | Virtual Conferences


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Conferences Online | Virtual Conferences

  1. 1. Conferences Online Learning | Sharing | Networking Maria J. Spilker | 2020
  2. 2. Agenda Introduction Academic Conferences Organisers’ Perspective Presenters’ Perspective Attendees’ Perspective Final Remarks 2 Maria J. Spilker | 2020
  3. 3. Introduction 3 Maria J. Spilker | 2020
  4. 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. 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. 6. Conferences ●Conferences face-to-face ●Conferences online ●Hybrid conferences 6 Maria J. Spilker | 2020
  7. 7. Organisers’ Perspective 7
  8. 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. 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. 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. 11. Organisers During ●Live streaming and recording ●Moderation ●Support 11 Maria J. Spilker | 2020
  12. 12. Organisers Follow up ●Publication of ●Presentations ●Recorded sessions ●Proceedings ●Satisfaction survey 12 Maria J. Spilker | 2020
  13. 13. Presenters’ Perspective 13
  14. 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. 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. 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. 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. 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. 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. 20. Presenters Follow up ●Last slide: contacts ●Availability online ●Slide deck ●Recorded session 20 Maria J. Spilker | 2020
  21. 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. 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. 23. Attendees’ Perspective 23
  24. 24. Attendees Preparing ●Choosing the conference ●Funding ●Choosing sessions ●Read the conference program ●Read abstracts ●Networking via social media 24
  25. 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. 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. 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. 28. Final Remarks 28
  29. 29. Final Remarks Pay attention to all details. Stay flexible. 29 Maria J. Spilker | 2020
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  31. 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. 31 Maria J. Spilker | 2020