RDA's 18th Plenary - Instructions for Session Chairs

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22 October 2021 632 reads

Back to 18th Plenary

Registration for VP18

 All co-chairs/speakers must register beforehand for VP18.  If you haven’t yet done so, please do so as soon as possible at https://rdavp18.eventbrite.co.uk. If you register immediately prior to the event or during the event, it could take up to two hours for your account to activate, so again, register at your earliest convenience. 

There is an early bird rate available until the 25th of October.

Accessing the Event Website

If you registered for VP18 beforehand, you will receive a link on 26 October to access the event website.  The email will come from Whova (the sender will appear as 'RDA Plenary 18'), our technology platform, and will be sent to the email address used during your Eventbrite or invoice registration.  If you don’t already have a Whova account, you will need to “sign up” and create one, but it’s important you use the email address you used when you registered for VP18 to ensure the platform can map your VP18 registration information with your Whova account details.  For more information about the Whova platform, please view the Whova - RDA VP18 Quick Guide.

To aceess Whova please go to https://rdavp18.events.whova.com/

Accessing your Session(s)

All sessions taking place during VP18 will be easily located using the “Agenda” feature of the Whova platform. Sessions will use Zoom meeting technology, which will already be setup within the Whova platform.  During w/c 25 October and before the start of the Plenary, we will also make available to you a Google Document with links to all zoom rooms for each sessions for your convenience. 

Process for chairing an RDA zoom breakout session: 

  • Access the Zoom link 15 minutes before your session start time either by navigating to the Whova agenda, or by using the Google Document that the Secretariat will send you prior to the start of the event. 

  • Once you are in the room, a member of the Secretariat or volunteer tech support will be there to assist you. You will be made Zoom host, and you will be in control of your session for the duration. 

  • Please remember to start the recording when you are ready to start the session. 

  • The sessions are set up are Zoom meeting rooms (not webinars). All attendees will be able to join or leave the session at any time, mute or unmute, share their screen, etc. 

The Zoom meetings will include all  functionality such as chat, ability to see other attendees, share slides/videos,  etc.  Support staff will be available in each of the sessions, in the case you have questions regarding the technology.  Aside from your Whova login, you will not need any further credentials to access and present during  your session(s).

Please ensure you go to your dedicated Zoom room 15 minutes prior to your session starting.

For guidance on conducting a Zoom meeting, please refer to the following tutorials:

Collaborative Notes

You have multiple options for note-taking during your session(s).  As in previous plenaries, a shared Google doc will be available for your use and accessible in your session page, located on the RDA website.  Whova also has an option available where you can create a topic, title it with something like “RDA WG  Session Title and Date: Collaborative Notes'' and share the topic with your attendees so that they can contribute to the note-taking process.  It will also be accessible to all attendees, further raising awareness of your session.  Of course, if you prefer another approach for notetaking, you are more than welcome to use whatever method you are most comfortable.  

Session Attendance

Session chairs are responsible for tracking attendance in their session(s).  In the past, the “Collaborative Notes” document was often used for this purpose, but again, whatever method you prefer is acceptable.  

Session Best Practices for Chairs/Speakers

We ask that during your session(s), you be as interactive with your audience where possible and appropriate.  Prioritizing discussion time will make for a better session. It is also important to remember that there may be newcomers in attendance, so welcome them and provide some background information about your group.  Regardless of where your  group is in its project lifecycle, it’s important to address the importance of adoption and the benefits of identifying potential organizations who would be willing to implement your recommendations.


Please contact the RDA Secretariat with any questions or concerns at secretariat@rda-foundation.org.