Conferences Online | Virtual Conferences

Conferences Online
Learning | Sharing | Networking
Maria J. Spilker | 2020

Agenda
Introduction
Academic Conferences
Organisers’ Perspective
Presenters’ Perspective
Attendees’ Perspective
Final Remarks
2

Introduction
3

Academic
Conferences
●Meetings on projects in a research area
●Expectations
●Learn about the latest field research
●Disseminate knowledge
●Network
4

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

Conferences
●Conferences face-to-face
●Conferences online
●Hybrid conferences
6

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

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

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

Organisers
During
●Live streaming and recording
●Moderation
●Support
11

Organisers
Follow up
●Publication of
●Presentations
●Recorded sessions
●Proceedings
●Satisfaction survey
12

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

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

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

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

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

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

Presenters
Follow up
●Last slide: contacts
●Availability online
●Slide deck
●Recorded session
20

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

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

Attendees
Preparing
●Choosing the conference
●Funding
●Choosing sessions
●Read the conference program
●Read abstracts
●Networking via social media
24

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

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

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

Final
Remarks
Pay attention to all details.
Stay flexible.
29

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

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