- 1 The tool: Zoom Webinar
- 2 General organisation of BDES 2020 sessions
- 3 Time table and deadlines
- 4 Format and content of presentations
- 5 During the presentation
The tool: Zoom Webinar
the CBS licence allows up to 2000 viewers, but even in our wildest dreams we do not think we will have to limit attendance (20 October at 180 total and 67-116 per session);
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!).
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.
Q trial 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.
- Information about presenters can be found, chronologically per session, at BDES 2020 Presenters. Please send a short bio for inclusion there if you have not done so already!
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!
The landing page is the page displayed half an hour (or a bit less) before the session starts, to show attendants they have connected to the right place for attending. It shows a brief word of welcome, and some indication of the content of the upcoming session.
Landing pages for all sessions, as pdf and pptx, can be found below. They will be shared by the Conference Chair before he starts the session, welcomes attendants, makes a few practical announcements and hands over to the WP leader for the content part.
- Introduction (Peter Struijs, 23 November 2020, 10:00-12:00): pdf and pptx
- WPF Process and architecture (Monica Scannapieco, 23 November 2020, 14:00-16:00): pdf and pptx
- WPB Online job vacancies (Tomaž Špeh, 24 November 2020, 10:00-12:00): pdf and pptx
- WPC Enterprise characteristics (Galya Stateva, 24 November 2020, 14:00-16:00 CET): pdf and pptx
- WPD Smart energy (Arko Kesküla): 25 November 2020, 10:00-12:00): pdf and pptx
- WPE Tracking ships (Remco Paulussen, 25 November 2020, 14:00-16:00): pdf and pptx
- WPK Methodology and quality (Alex Kowarik, 26 November 2020, 10:00-12:00): pdf and pptx
- WPG Financial transactions data (Johan Fosen, 26 November 2020, 14:00-16:00): pdf and pptx
- WPI Mobile networks data (David Salgado, 27 November 2020, 10:00-12:00): pdf and pptx
- WPH Earth observation (Marek Morze, 27 November 2020, 14:00-16:00): pdf and pptx
- WPJ Innovative tourism statistics (Marek Cierpiał-Wolan, 30 November 2020, 10:00-12:00): pdf and pptx
- WPL Preparing smart statistics (Natalie Rosenski, 30 November 2020, 14:00-16:00): pdf and pptx
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).
Discussants and their role
Discussants are expected to intervene briefly, 5' or so, just after the presentations of the WP deliverables (the first 1h15') and before the discussion round. They are NOT expected to be the moderator/timekeeper of the discussion round (that is for the Conference Chair), but they can certainly intervene, comment and generally help to keep discussions on track contentwise.
Here is some recommended reading on the role of a discussant, with useful tips, even if from a somewhat academic perspective: The role of a panel discussant.
To summarise the article above:
- discussants are NOT expected to recapitulate once again all the highlights, nor to provide detailed comment and technical point-by-point criticism (which would be more suitable in bilateral contacts, and as a rule goes over the head of an audience lacking specialised knowledge);
- what they should do, first, is to put the results in a broader perspective, to provide some idea about what they mean and would be good for, i.e. to point out the possible uses and importance;
- and, second, they can start the conversation and discussion by raising issues and pointing out uncertainties, problems to be tackled and challenges.
Here is the list of discussants, per session:
- Introduction (Peter Struijs, 23 November 2020, 10:00-12:00): none, and none needed
- WPF Process and architecture (Monica Scannapieco, 23 November 2020, 14:00-16:00):
- WPB Online job vacancies (Tomaž Špeh, 24 November 2020, 10:00-12:00):
- WPC Enterprise characteristics (Galya Stateva, 24 November 2020, 14:00-16:00 CET):
- WPD Smart energy (Arko Kesküla): 25 November 2020, 10:00-12:00):
- WPE Tracking ships (Remco Paulussen, 25 November 2020, 14:00-16:00):
- WPK Methodology and quality (Alex Kowarik, 26 November 2020, 10:00-12:00):
- WPG Financial transactions data (Johan Fosen, 26 November 2020, 14:00-16:00):
- WPI Mobile networks data (David Salgado, 27 November 2020, 10:00-12:00): Alexander Kowarik
- WPH Earth observation (Marek Morze, 27 November 2020, 14:00-16:00): Alexander Kowarik
- WPJ Innovative tourism statistics (Marek Cierpiał-Wolan, 30 November 2020, 10:00-12:00): pdf and pptx (!)
- WPL Preparing smart statistics (Natalie Rosenski, 30 November 2020, 14:00-16:00): Michail Skaliotis (Ext-Eurostat)
Time table and deadlines
- conference registration deadline: Friday 30 October 2020
- Do not, as presenter, forget to register as well! (for your own session, obviously, but also for any other you might be interested in) - this is necessary because in order to present you will need to be sent a connecing link for your session.
- send a more or less final version of presentations by Monday 16 November 2020, close of business to organisers (email@example.com)
- In contrast to a physical meeting, presentations do not need to be uploaded on a pc in a conference room; presenters just need to have it ready on their own pc (at home, presumably) and to share it with the audience when starting to present. But, as insurance and backup against all too often occurring connection or bandwidth problems, it is advisable to have a copy available for conference hosts as well which can be shared centrally in case of any mishap. The local presenters' copy can be amended until the very last minute before presenting (but then will diverge from centrally kept one). Managing presentations locally by presenters has the advantage they can go through them at will, without needing assistance.
Format and content of presentations
Please consider, when preparing the presentations that the total time should not exceed 1 hour and 15 minutes, to leave enough time for questions, comments and discussion by the audience.
Presentations' format and template
The particular lay-out, colour scheme, ... of presentations is left to the discretion of each WP and its presenters. Strict uniformity is not needed as each session has its own time slot and specific attendance.
However, to indicate to viewers that a session is part of the BDES 2020 series, presenters are requested to use as first page the Powerpoint slide which can be downloaded in ppt or in pptx format - click on the one you want to start the download.
If there are further questions on the format of presentations, please send a mail to firstname.lastname@example.org.
This is, subsidiaritywise, left to the autonomy of the WP leader and contributors. One hour and 15 minutes, however, is not a lot to explain 2 years' work by a fair number of people and often extensive and complicated deliverables. Hence, some things to keep in mind:
- Be brief, concentrate on the main topics and conclusions, do not get lost in details!
- focus first and foremost on results, presumably of most interests to the audience, don't talk too much about methods, techniques, software, etc, and certainly not on the many problems you have encountered and overcome! The 'how' probably only interests those wanting to replicate your efforts, and it is likely to be well documented.
- do not forget that everything is or very soon will be available online. So your presentation need not be exhaustive or complete, it mainly should serve as an introduction to material which can be freely consulted online on the wike (to be saved elsewhere) and, as the case may be, on GitHub.