Submission deadline for presentations 1 September via ExOrdo

SUBMISSION DEADLINE FOR PRESENTATIONS 1 SEPTEMBER VIA EXORDO

 

POSTERS

A poster can be presented Onsite and/or Virtually.

Virtual poster: Virtual posters will be shared on the app. You will be sent a link to upload your poster.  You will also be able to make a recording of your poster presentation and add the link to the recording (YouTube or similar). It will be possible for conference participants to ask questions about your poster and arrange a conversation within the app.

 

Onsite poster: Easels will be set up at the conference venue for the duration of the conference. We aim to showcase posters in a prominent area in order to increase their exposure. Please put your poster on display as soon as you arrive and consider using breaks to stand beside your poster to engage with audience. You may also want to also distribute handouts to the delegates with key information about your study and your contact details.

 

Poster preparation instructions:

  • In your poster, please address the questions posed by the sub-theme to which you applied to: https://www.ukfiet.org/conference/ukfiet-conference-2023/conference-themes/
  • Poster sizes can be: A1, A2 or A3 (landscape or portrait)
  • Include a short title that draws interest
  • Include your name, institutional affiliation, acknowledgments of funder(s) and any other acknowledgements
  • Use a consistent and clean layout
  • Use clear text, short sentences, and avoid jargon, acronyms and unusual abbreviations
  • Use bullets, numbering, and headlines to make it easier to read
  • Use graphics, colour, and fonts effectively so the text can be read from about 2 meters away
    • Avoid detailed tables
    • Do not exaggerate colours
  • Word count of about 300 to 800 words
  • Think about the most important and interesting finding from your project.
  • Don’t overload your poster.

 

SPEAKER INSTRUCTIONS

 

In ExOrdo, please ensure that all presenters are shown as presenters, if they are not, they will not appear in the programme listing.

Onsite presentation

  • Please arrive at the conference room 10 minutes before your session starts and let the Session Chair know that you are there.
  • Bring the presentation on a USB stick and upload the presentation on the presentation computer before the session starts.
  • We kindly ask you not to change any settings on the laptop as this may have consequences for others in the next session.
  • You will not be able to use your own laptop as there may be consequential risks that plugs will not be put back correctly for the next person. The venue are also extremely strict about equipment being plugged in.

Virtual presentation

  • If you present online, join the Zoom 10 minutes before the start of your session. You should use the link that is provided to you, if you try to enter using the app link it will not open until the time of the presentation.
  • In the Zoom room, you will meet the Session Chair and other presenters from your session.
  • The Session Chair will introduce the session and then the first speaker. When it is your turn, you will be introduced, and you start sharing your screen.
  • After all the presentations are finished, there will be joint Q&A time. The questions will be asked by delegates either through the chat or by raising their virtual hand.

General recommendations

  • Prepare the presentation preferably using PowerPoint or PDF. Make your slides accessible!
    • Use a minimum font size 24 for all slide text.
    • Use simple, sans serif fonts (e.g., Arial, Verdana, Helvetica) that can be easily read by most individuals.
    • Keep the layout simple and clear.
    • Avoid ‘crowding’ slides with too much information.
    • Use high contrast colours.
    • Check if there are any members of the audience who are deaf or blind. For those who are deaf, when you advance a slide, pause to let people read it before saying anything. For those who are blind, read the text on the slide to make sure they know what is on the slide and if you use images/graphs/charts, describe, and summarise them.
    • Limit the number of visuals on the slides. Make graphics as simple as possible. Add brief descriptions to images that you use.
    • If you use a video or audio, describe it briefly before you play it.
  • Each presentation is allocated the maximum of 15 minutes and each quick fire – 5-7 minutes. Please do not exceed the allotted time – the Session Chair will have to cut your presentation at this mark to allow enough time to the other presenters and Q&A.
  • Members of the audience may want to live tweet and/or take photographs to post on social media of you and your presentation. Advise your Session Chair if you do NOT want to participate in this.
  • Please consider writing a blogpost based on your presentation to be posted on UKFIET website together with your slides.
  • Please contribute to the Session Insights Boards for the sub-theme you presented at and participate in the Selfie Booth.

Adapted from: https://konferens.ht.lu.se/fileadmin/user_upload/conference/15th_nordicbronzeage/PDF/Instructions_for_Speakers_and_Session_Chairs.pdf; https://www.washington.edu/doit/how-can-you-make-your-presentation-accessible

 

INSTRUCTIONS FOR CHAIRS 

Thank you for agreeing to chair a session at the UKFIET conference. We provide some useful instructions to support a smooth progress of the session.

Before the conference 

  • Kindly check which session you are to chair – date, time, room.
  • Ensure there are no scheduling clashes with your other commitments. Please notify the Conference Chair, Yulia Nesterova (Yulia.Nesterova@glasgow.ac.uk) if you cannot serve as session chair.
  • Check the sub-theme description of your session and the list of presenters and their topics.

ONSITE CHAIR

 Before the session 

  • Arrive at the room of the session 10 minutes prior to the start of the session.
  • Confirm the attendance of each presenter and check that you pronounce their names correctly.
  • Each session is 1.5 hours and has up to 6 presentations (e.g., 3-4 papers, up to 6 quick fire presentations or a combination of both) Depending on the number of presentations, discuss with the presenters the time allocated to each presentation and Q&A.
  • Get familiar with the venue and equipment. If there is any issue with the technology, alert student volunteers of any problems.
  • Ensure that each presenter has uploaded their presentation on the presentation computer.
  • Agree on the signs you will show them to inform them about timing. You will be given cards that to let presenters know about left – e.g., two-minute warning.
  • Members of the audience may want to live tweet and/or take photographs to post on social media of you and your presentation. Check if any presenters do NOT want to participate in this.

During the session

  • Gentle reminder: the maximum time allocation for a paper is 15 minutes and for a quick fire – 7 minutes. Start the session on time and don’t wait for late comers.
  • Welcome everyone, announce that you’re the Session Chair, and briefly introduce yourself to the audience: your name and affiliation.
  • Explain time allocation – please be clear with the presenters that they can’t use more time than what is allocated to them. While it may be considered impolite to interrupt them, in order to show respect to all presenters, we encourage you to make it clear to the presenters that you will interrupt them when their time is up.
  • Let the audience know which presenters do NOT want their photos or any information about their presentation posted on social media.
  • Ensure all presenters are treated with professional courtesy.
  • At the beginning of each presentation, introduce the presenter(s) and their title.
  • Ensure that each presenter adheres to the time limit and keep strictly to the time guidelines. If a presenter does not leave time for questions, please proceed immediately to the next presentation, without Q&A. (Alternatively, you can have all presentations first and Q&A at the end – however, we still encourage you to do 1-2 questions for each presenter after their presentations).
    • Write down the start and finish times of presenters throughout the session. Or prepare a timetable for yourself to refer to during the session.
    • If you have indicated to the presenter that their time has expired but they do not conclude within a minute or so, you can stand up to indicate that closure is needed. If the presenter tries to continue, press them to finish, for example by saying “Can you please come to your conclusion?”
  • Take notes on every talk as you may need your notes to ask questions yourself or for a session summary. Consider preparing your own questions.
  • Start applauding the presenters when the talk is over to let the audience know it’s time for clapping. 
  • At the appropriate time, announce that the floor is open for discussion and remind attendees of the structure (one question‐one answer, collected questions and then a period of extended answers, etc.).
    • Let the audience know that their questions and/or comments should be short to allow time for others to engage with presenters.
    • Ask audience members to include their names and affiliations when they ask their questions.
    • Make sure you are the one who selects the next questioner. It is difficult for you to keep things on time if the presenter is in control of taking questions.
    • Be prepared to step in if the presenter and questioner are getting into a long discussion. Remind the audience that specific issues can be discussed after the session or via the App.

After the session

  • If there is time left, suggest a discussion of a relevant topic.
  • Encourage the audience to check the posters, contribute to the Session Insights Boards for each sub-theme, and participate in the Selfie Booth.
  • If some attendees did not get a chance to ask their questions, encourage them to talk to the presenters after the session.
  • Thank the presenters and the audience and conclude the session.
  • Please kindly contribute to the Session Insights Board of the sub-theme you chaired with the insights you collected from the presentations.
  • We will also appreciate it if you could share your notes with us as we would like to have a sense of the questions and feedback from the sessions. You can do this by uploading your notes to shared google folder or google doc.

 

ONLINE CHAIR

 

Before the session 

  • The online sessions will all be on Zoom and the speakers and chair will get a different link to the audience.
  • Join the room of the session 5-10 minutes prior to the start of the session to convene early. The audience will only be let in to the room by the app at the start time. It will also finish for the audience at the set end time.
  • Confirm the attendance of each presenter and check that you pronounce their names correctly.
  • Each session is 1.5 hours and has up to 6 presentations (e.g., 3-4 papers, up to 6 quick fire presentations or a combination of both). Depending on the number of presentations, discuss with the presenters the time allocated to each presentation and Q&A.
  • If there is any issue with Zoom, alert student volunteers of any problems.
  • Ensure that each presenter can share their presentation on Zoom.
  • Agree on the signs you will use to inform them about timing. There is an app in Zoom for timing which you can use to notify presenters 5 and 2 minutes before the end of their presentation. If it’s easier, you can also use an alarm clock on your phone.
  • Members of the audience may want to live tweet and/or take photographs to post on social media of you and your presentation. Check if any presenters do NOT want to participate in this.

During the session

  • Gentle reminder: the maximum time allocation for a paper is 15 minutes and for a quick fire – 7 minutes. Start the session on time and don’t wait for late comers.
  • Welcome everyone, announce that you’re the Session Chair, and briefly introduce yourself to the audience: your name and affiliation.
  • Explain time allocation.
  • Explain that the audience can either raise their virtual hand to ask a question or can add their question to the Chat. However, if there are many people in the audience, you may consider asking the audience not to raise their virtual hands and instead add their question/comment to the Q&A. You may then consider calling on those who have written questions, if they would like, to say their question, if there is time and if they want to. Please ask the audience to only use the Q&A for questions and comments and not the chatbox – this will ensure that no questions or comments will be lost and that the chat is manageable for you. You can tell them that the chatbox questions won’t be picked up.
  • Let the audience know which presenters do NOT want screenshots or any information about their presentation posted on social media.
  • Ensure all presenters are treated with professional courtesy.
  • Ask the audience to mute their microphones, including those presenters who are not presenting.
  • At the beginning of each presentation, introduce the presenter(s) and their title.
  • Ensure that each presenter adheres to the time limit and keep strictly to the time guidelines. If a presenter does not leave time for questions, please proceed immediately to the next presentation, without Q&A. (Alternatively, you can have all presentations first and Q&A at the end – however, we still encourage you to do 1-2 questions for each presenter after their presentations).
    • Write down the start and finish times of presenters throughout the session. Or prepare a timetable for yourself to refer to during the session.
    • If you have indicated to the presenter that their time has expired but they do not conclude within a minute or so, you can use an alarm clock to indicate that closure is needed. If the presenter tries to continue, press them to finish, for example by saying “Can you please come to your conclusion?”
  • Take notes on every talk as you may need your notes to ask questions yourself or for a session summary. Consider preparing your own questions.
  • Start applauding the presenters when the talk is over to let the audience know it’s time for clapping. 
  • At the appropriate time, announce that the floor is open for discussion and remind attendees of the structure (one question‐one answer, collected questions and then a period of extended answers, etc.).
    • Let the audience know that their questions and/or comments should be short to allow time for others to engage with presenters.
    • Ask audience members to include their names and affiliations when they ask their questions.
    • Make sure you are the one who selects the next questioner. It is difficult for you to keep things on time if the presenter is in control of taking questions.
    • Be prepared to step in if the presenter and questioner are getting into a long discussion. Remind the audience that specific issues can be discussed after the session or via the App.
    • If someone is persistent (e.g., in asking questions not giving others the opportunity to speak), you can use the mute button.

After the session

  • If there is time left, suggest a discussion of a relevant topic.
  • Encourage the audience to check the posters available online, contribute to the online Session Insights Boards for each sub-theme, and attend hybrid sessions and keynotes on the in-person days.
  • If some attendees did not get a chance to ask their questions, encourage them to talk to the presenters through the app or exchange email addresses for further discussions.
  • Thank the presenters and the audience and conclude the session.
  • Please kindly contribute to the Session Insights Board of the sub-theme you chaired with the insights you collected from the presentations.
  • We will also appreciate it if you could share your notes with us as we would like to have a sense of the questions and feedback from the sessions. You can do this by uploading your notes to shared google folder or google doc.

 

 

The guidelines are adopted from: https://www.pomsmeetings.org/ConfEvents/052/Instructions%20for%20Session%20Chairs.pdf; https://tressacademic.com/conference-session-chair-1/; http://dataforpolicy.org/wp-content/uploads/2015/06/Guidelines-for-Session-Chairs.pdf; https://conferences.iaia.org/2021/downloads/Tips%20for%20Session%20Chairs.pdf