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Information for chairs presenters

INFORMATION FOR CHAIRS

INFORMATION FOR CHAIRS

We are glad that you are chairing a session at the SEFI2020 online Conference! In the following page we provide you with information on online chairing at the SEFI2020. If you have any further questions please don’t hesitate to contact us at SEFI2020@utwente.nl.

TECHNICAL MODERATOR

Apart from you a technical moderator (student assistant) will be present during the session to assist you. The technical moderator is the host of the Zoom session; he or she will make you and the speakers the co-hosts of the session.

The technical moderator will admit participants, start the videos, keep an eye on the chat, admit any late comers and will help participants with connection problems.

 

GENERAL INFORMATION:

More information on the structure of the online sessions can be found here (short description session formats).

All presenters are included in the programme on www.sefi2020.eu and on the Whova web app.

All presenters uploaded a video to the SEFI support team.

There is no limit for the number of attendees joining a session.

Any messages to the attendees can be sent through the Whova Chat.

 

ROLE OF THE CHAIR

At the start of the session (introduction)

 Please be 5 minutes early and start the session on time, welcome everyone and announce:

-          The session will be automatically recorded (this is the case for all keynote sessions), Workshops, paper sessions, poster sessions and symposia are not recorded. Recordings will be made available at the end of each day. 

-          Ask participants to mute their microphones during the videos;

-          Encourage everyone to keep their camera on, this increases the sense of community;

-          Explain to participants that they can ask questions during the videos in the chat but also live during the discussion.

 

During the session

-          You introduce the speakers (very briefly; just name and institute is sufficient). In a paper session and symposium you do this just before the video starts, in a poster session you introduce all speakers at the start of the session.

-          The technical moderator will start the video once you are finished with the introduction.

 

As the chair of a session, you leads the discussions in the session.

-          During a presentation (video), keep track of the questions coming in from participants through the Zoom chat.

-          At the start of the discussion, you can present the questions from the chat to the presenter so that he or she can answer the questions live during the discussion.

-          Asking a question yourself might trigger a discussion in case no questions are asked. Therefore prepare at least one question per paper.

N.B. In poster sessions it is possible that one speaker gets almost all questions. Time does not need to be divided equally but make sure that at least one question is asked to every speaker.

 

At the end of the session

-          When the session is scheduled to end, please announce that it is time to wrap up the session. Thank everyone for their contributions as presenter or attendee.

-          To ensure that the next sessions will start on time, we urge you not to go more than 5 minutes over time. If the discussion is still going on it is possible to continue the discussion in the SEFI Lounge Area (or chat functionalities in Whova).

INFORMATION FOR PRESENTERS

INFORMATION FOR PRESENTERS

We are happy to welcome you as a presenter at the SEFI2020 online Conference! In the following page we provide you with information for presenters at the SEFI2020.  If you have any further questions you can contact us at SEFI2020@utwente.nl   

PRESENTERS, CHAIR AND TECHNICAL MODERATOR

Next to the presenters, every session has a chair and a technical moderator (student assistant).

The technical moderator is the host of the Zoom session; he or she will make the chair and all presenters co-host of the session. The technical moderator will admit participants, start the videos, admit any late comers and will help participants with connection problems.

The chair’s task is to introduce you (briefly; mainly your name and institute), to lead the discussions, to give turns, keep an eye on the chat and he or she is responsible for time keeping.

You can concentrate on the content and on answering questions.

 

GENERAL INFORMATION

More information on the structure of the online sessions can be found here (short description session formats).

All presenters are included in the programme on www.sefi2020.eu and on the Whova web app .

All presenters uploaded a video to the SEFI support team.

There is no limit on the number of attendees joining a session. 

Any messages to potential attendees, before the session starts, can be send through the Whova Chat.

 Profile in Whova:

Please take a look at the general information on Whova and Zoom. We recommend adding a profile picture and description, so that it is easier for others to connect with you in Whova.

During the session

In paper sessions and symposia, the chair will introduce you briefly (mainly your name and institute) while the technical moderator is starting your video. In poster sessions the chair will introduce all presenters at the start of the poster session followed by all videos. These videos are the pre-recorded presentations that you were asked to submit.

 During the videos, participants can ask questions in the Zoom chat. The chair will keep an eye on the Zoom chat and present all the questions to you live during the discussion, so that you can answer these live. The participants will also have the opportunity to ask questions live.

Please do not start answering questions in the chat during the video, it will distract participants too much from watching the video.

 For the poster sessions it is recommended to prepare a few Powerpoint slides or a digital poster to support you during the discussion. You can use the Share Screen function in Zoom to this end. You stay visible for everyone while you are sharing your screen.

 N.B.1 All keynotes will be recorded automatically. Workshops, paper sessions, poster sessions and symposia are not recorded. Recordings will be made available at the end of the day. 

N.B.2 If participants like to continue discussions when the timeslot is over, you can invite them to do so after the session in the lounge area (or chat functionalities in Whova).