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RDA's 19th Plenary - Instructions for Session Chairs

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08 June 2022 453 reads

Back to 19th Plenary

Registration for P19 [as a part of IDW 2022]

 All co-chairs/speakers must register beforehand for P19 as a part of IDW 2022. If you haven’t yet done so, please do so as soon as possible at https://idw2022.org/. If you register immediately prior to the event or during the event, it could take up to a few hours for your account to activate, so again, register at your earliest convenience. 

Accessing the Event Website

Virtual and on-site attendees will receive a link to access the event website once you register for IDW 2022 including Plenary 19. The email will come from Whova, the technology platform, and will be sent to the email address used during your 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 IDW 2022 to ensure the platform can map your registration information with your Whova account details.  For more information about the Whova platform, please view the Whova - RDA P19 Quick Guide.

To access Whova please go to https://IDW2022.events.whova.com

Accessing your Session(s)

All virtual and hybrid sessions taking place during P19 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. For onsite sessions, venue rooms allocation details can be found here. Technical on-site staff will be present at the venue to provide a training and support you with any issues with equipment (cameras, microphones, laptops, etc.). Please refer to the on-site staff support contact details at the end of this page.

Process for chairing an RDA zoom breakout session: 

  • Access the Zoom link 15 minutes before your session start time by navigating to the Whova agenda.

  • 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. 

Process for chairing a hybrid session:

  • Access your session dedicated meeting room 20-30 minutes early to ensure you are familiar with the set-up.
  • Engage with a member of staff who will provide you a quick training on the AV equipment. 
  • Ensure you have engaged with and tested the online technology prior to the meeting (even if you are chairing from the in-person location). 
  • Be patient with people who are joining the session online as they may be customising their own settings.
  • For meetings with multiple speakers both online and on-site, ensure each has equal speaking times and rotate often to maintain the attention of attendees.

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).

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 is now 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 whether your attendees join virtually or in-person, please make sure to engage with both.

Useful contact details