** If you are presenting or chairing, please arrive 10 minutes before your session begins to get organized for the session. **
Speakers for contributed papers are scheduled to speak during a 1.5-hour or 2-hour session, and have 20 minutes of speaking time, followed by a 9-minute question-answer period.
Speakers who are part of a symposium are scheduled to speak during a 1.5-hour or 2-hour session, depending on whether the symposium includes 3 or 4 papers. The specific format of the symposium is to be determined by the symposium organizer, but we encourage choosing a format that allows each speaker to have at least 20 minutes of speaking time.
All of the meeting rooms that have been reserved for paper and symposium sessions are equipped with a central audio-visual control system, a computer (PC), a projector, and a projection screen.
Note: All presentation slides should be both uploaded to the shared folder (see below for details) and also be available on a USB drive. As noted above, be sure to arrive 10 minutes before your session begins to get organized for the session!
Instructions for in-person presentations
Every meeting room on campus will have its own laptop, which will be connected continuously to the projector, camera, and speakers in the room, and will be logged into Zoom. Every presenter will use the room laptop while giving their talk. Any slides you are using, or handouts you are using, should be available also for the online participants. In order to make this possible, you will need to share your screen through Zoom during your talk.
Before the session begins, everyone's slides will need to be pre-loaded onto the room computer before your session begins. Concretely, this will require:
1. Save your slides or handout in a pdf format.
2. Please upload your slides to our secure One Drive folder using this link: https://buckeyemailosu-my.sharepoint.com/:f:/g/personal/pincock_1_osu_edu/IgATRsbHt5nATrr4v70WNZ0BAXI-ht3ZRTqLSCLxz3wS4Q0
This link can be accessed using the QR code below:
In addition, we recommend having your slides accessible on a USB drive as a backup.
3. When you give your talk, keep the zoom window open.
4. When you open your slides during your talk, do so through the Zoom screen sharing function.
Instructions for hybrid presentations
Remote speakers will present their talks using Zoom. Everyone registered for the conference online will receive an email providing the links to the Zoom rooms. During remote presentations, the presenter's video will be projected onto the screen in the session room and their audio will be streamed through the room speakers.
Before your session begins:
1. Make sure that your computer is charged, your camera, microphone, and speakers are working, your Zoom software is up to date, and that your internet connection is reliable.
2. Make sure you join the correct Zoom room for your session.
3. Remember that the schedule is set on U.S. Eastern Time.
During your talk:
1. Share your slides or handout using the standard Zoom share screen function.
2. Make sure that what your slides are in a font and font size that will be legible for an in-person audience.
3. The question periods will be moderated by the session chairs.
Instructions for session chairs
Session chairs will have the standard responsibilities of introducing the speakers, making sure the talks and discussion period stays on schedule, and moderating the discussion period. In addition, session chairs will help to coordinate hybrid presentations and access to sessions by remote attendees. Each session should have at least one conference staff person in the room to assist with this.
Before your session begins:
1. Coordinate with the presenters in your session and make sure that you have confirmed who will be presenting remotely and who will be presenting in-person. This information is indicated in the conference program.
2. PDFs for each in-person presenter should be available on the laptop in your session room.
During the session:
1. Keep track of the time left for the speaker's presentation and indicate to them when they have 5 minutes and 1 minute remaining.
2. During the question period, moderate the discussion so that as many people as possible get to ask questions.
3. Be sure to end each segment of the session on time so that each speaker is given their full time.