BDES 2020 FAQ for presenters
This page provides a structured overview of background information, guidelines and recommendations for presenters in the BDES 2020 online sessions from 23 to 30 November 2020.
- 1 The tool: Zoom Webinar
- 2 General organisation of BDES 2020 sessions
- 3 Time table and deadlines
- 4 Structure and content of presentations
- 5 During the presentation
The tool: Zoom Webinar
still have to test and decide some stuff; the CBS licence allows up to 2000 viewers, but even in our wildest dreams we do not think we will have to limit attendance (which beginning of this week stood at 40 to 75 inscriptions per session, total for BDES 2020 is at 114, quite good compared to BDES 2018 maximum of 120); we would like to record the sessions so they can be viewed later on (but we will not announce this beforehand, so as not to discourage live attendance), but default settings on CBS tool do not yet allow this; there are various interactive channels available for viewers: chat, Q&A function and even making viewer temporary presenter and given the floor (to be used conservatively!). You can see what it looks like at Getting started with Webinar and various other pages at the Zoom Help Center. This one, for instance, is helpful: Roles in a webinar.
Most important take-away points
- Roles and functions
- Q & A function:
- Online polling:
In order to minimise the risk of technical or other incidents during the sessions, to test the overall organisational setup and to familiarise presenters with the functionalities of Zoom Webinar in a 'live' simulation, try-out sessions will be organised. The format and date will be communicated as soon as possible.
Qtrial session with Zoom is a good idea. Is it necessary that you organize this trial session or can I use the tool myself? Should I register and log in in some platform? A question about yourselves having a way of trying out the functionalities of Zoom Webinar is a good one, but may hit licensing issues; unless there is a way to have someone from CBS create a session at an agreed date and time
General organisation of BDES 2020 sessions
Below is some background information and a set of guidelines, recommendations and rules concerning the overall organisation of the online sessions - the latter variously compelling than others, but only deflect from them after careful consdieration!
Sessions: you already know the sequence and dates and your time slot, of course, and presumably have communicated this to your WP participants, but here is the overview online.
Procedures and roles
When using Zoom Webinar, the audience is not visible and muted. When planning the webinar, you need to determine who the presenters are and assign them as such. They can then show their video and use their audio. Even though, as a co/host you can change the status of people (changing presenters to audience and vice versa), I (Remco) would not recommend to do so, because this complicates managing the session.
So, assuming that all your presenters are visible, they also have the possibility to share their presentation/screen. It is easier as a presenter to be able to control your presentation yourself and go to the next slide when needed. Sharing your presentation/screen is as simple as pushing a button. However, I agree, that as a fallback, it would be good to have a backup of the presentations centrally, just in case. When no presentation is shown, you can change the screen to show all visible participants. This is ideal for the round table.
Length and structure of the sessions
- Very brief introduction by Conference Chair (Marc Debusschere), just giving WP leaders and presenter the floor
- Presentation of WP’s results (1h 15’, less is not a problem, more would be …): you can structure this as you wish, subsidiarity principle, with one or several presenters, one or several presentations, …; a template introductory slide will be created as soon as possible for presentations;
- Brief recapitulation and comment by discussant (someone from review board or external ‘éminence grise’/ex like Michail Skaliotis, Anders Holmberg, Faiz Alsuhail)
- Comment and discussion round started/steered/led by discussant: in principle for the remaining 45’, but if it becomes extremely lively and/or interesting, continuing a bit longer would not be a problem programme-wise.
question of 80’ rather than 75' presenting: personally don’t see any problem at all, as long as not ALL discussion time is eaten up, of course. The big advantage of the online way of working, compared to a physical conference, is that all sessions are separate events and cannot interfere with another (as was a big problem in Sofia 2018, with an extremely tight agenda). If one session is running a bit longer, that is not a problem at all for another one. We could even theoretically have two sessions simultaneously, but let us NOT exaggerate that way!
Presentations and presenters
WP leaders can decide with WP participants on the number of separate presentations or parts of presentations and on who presents, ranging from one single presentation by one presenter (presumably the WP leader) to various presentations on particular subtasks, themes or contributions, by any number of WP participants. Technically either choice is feasible (although the risk of technical, though probably not to be exaggerated, increases with the number of presenters. One presenters can easily hand over to another who then can start sharing his/her presentation simply by clicking the button 'share screen (see Zoom Webinar section above).
Totally agree to make the session lively and not bore the audience. So, multiple speakers, round-table, Q&A, maybe a few online polls, etc. The total session is 2 hours and I think it is up to you as a WP leader to see how to best organize that session.
the simplest and surest way is that everyone has his/her presentation locally and starts sharing when presenting, but with central backup in case of connection or bandwidth problems (hence deadline, though fairly soft, for sending us the presentations);
Q would a kind of round table between our partners be feasible? E.g. each presenting their national situation. Would it better to have this with or without slides? A Presentation round of national situation, with or without slides, is up to WP according to subsidiarity principle; in the case of WPI, with very diverse situations, it seems a good idea. Personally, I’m not sure what is best, giving each ones the floor separately, or contribution by various partners integrated in one presentation by one person, both are technically perfectly possible (at least under ideal circumstances).
all presenters (and co/hosts) can be shown at once, having a kind of roundtable discussion. Note that it is not possible to exclude presenters.
Each presenter can easily share his/her screen and have a central backup, just in case. I recommend you to have a test session of the webinar with your team, so that everybody is familiar with the tooling. (see #Try-out sessions).
'No need, IMO, to make a big central file or to do everything from one pc, decentralised works as well, at least theoretically (if connections all work fine, but central backup is insurance against that happening).
Time table and deadlines
75 min + moderator + questions
From an organisational point of view, and unlike in a physical meeting, we don’t need presentations beforehand to upload them on a pc in the conference room. All that presenters need to do is have the presentation ready on their own pc (at home, presumably) and to share it when the time of presenting comes. On the other hand, it would be good to have the presentations at host as well, just in case something goes wrong locally (as it will, inevitably! ) so that we as host can share it instead. I think getting them as organisers a week before 23-30 November would be reasonable from our point of view (and it is just a backup, so presenters can literally make last minute changes in their local version if they want to). This is not a terribly hard deadline, but it might increase the likelihood we get them at least the day before. So let us fix Monday 16 November 2020, cob (close of business) as a fair compromise deadline for all presentations.