Session guidance for presenters

All 20-minute paper, 60-minute workshop, Wildcard, Lightning Talk and Resource Showcase, and Mini Keynote presenters:

Your session will have a session chair to help support you.

The role of the session chair is:

  • To help you get set up.
    • Assign you co-host status on Zoom if you are presenting online.
    • Ensure your slides are loaded onto the room computer if presenting in-person.
  • To introduce you at the beginning of your presentation.
  • To ensure you and the audience keep to time.
  • To help manage audience questions during the question period.

All in-person presenters:

Please bring your presentation with you on a flashdrive.  Please arrive approximately 5 minutes before the start of your scheduled parallel session and the session chair will upload your presentation to the computer in the room. This includes mini keynote presenters.

If you are presenting the second paper in a parallel session, please go to your presentation room before the parallel session starts (i.e., not during the break between papers) to ensure your presentation is ready to go at your scheduled time.

We recognise that our delegates have a diversity of accessibility needs and we do not ask them to disclose this to us or to presenters.

As such, if there is hearing accessibility equipment in the room (microphones, hearing loops), ALDinHE requires that presenters use this, despite the size of the room or individual assessments about ability to project your voice. This ensures that delegates with accessibility needs have those needs met without needing to disclose.

20-minute papers:

All presenters will have up to 20 minutes for their presentation and 5 minutes for questions following their presentation.  If your presentation is less than 20 minutes, you will have additional time for questions. 

Please ensure your presentations do not exceed 20 minutes to allow time for delegate questions.

There is a 10-minute break before the first and second paper in a given parallel session to allow for delegates to move between rooms if they choose and to ensure the second presenter has enough time to get themselves set up.

On the day:  

Each session will have a session chair who will support the presenter(s) in that session.

Your session chair will be in the Zoom meeting (online) or the room (in-person) 5 minutes before the start of the parallel session.

Online presenters:  Please arrive in the Zoom meeting room 5 minutes before you are scheduled to speak and have your slides ready to share.

The session chair will make you a co-host.

If you are presenting in the second slot, you do not need to attend the first paper in the same parallel session if you choose not to.  Simply ensure you leave the paper you are attending in time to present yours.

In-person presenters: Please arrive in the room 5 minutes before the start of your parallel session and the chair will ensure your slides are uploaded and ready to go.

60-minute workshops and Wildcard sessions:

All presenters will have up to 60 minutes for their workshops or Wildcard sessions.

On the day:  

Each session will have a session chair who will support the presenter(s) in that session.

Your session chair will be in the Zoom meeting (online) or the room (in-person) 5 minutes before the start of the parallel session.

Online presenters:  Please arrive in the Zoom meeting room 5 minutes before you are scheduled to present and have your slides ready to share.

The session chair will make you a co-host.

In-person presenters: Please arrive in the room 5 minutes before the start of your session and the chair will ensure your slides are uploaded and ready to go.

Lightning Talks and Resource Showcase:

1. Online presenters:

Please arrive in the Zoom meeting room 5 minutes before the beginning of this session and have your slides ready to share.

The session chair will make you a co-host.

Session timings:

There is one lightning talk and one resource showcase in this session.

Lightning talks:

The lightning talk is the first presentation, with 5 minutes for the talk and 5 minutes for the questions.

If you wish to attend another parallel session following your lightning talk and questions, you may do so.

Resource Showcase:

The resource showcase then have a total of 50 minutes for their presentations.  You may present your resource in whatever format works best for you. For example:

  • 40 minutes to present and 10 minutes for questions.
  • Interactive presentation and questions throughout the 50 minutes.
  • Another distribution of time and presentation during the 50 minutes that works for your resource.

Please indicate to your audience when you will take questions during your resource showcase presentation.

Please highlight this to your session chair before the start of the session so they know what approach you will use.

2. In-person presenters:

Please arrive in the room 5 minutes before the beginning of this session and bring your sides on a flash-drive. The session chair will ensure these are loaded onto the computer.

Session timings:

There are three lightning talks and two resource showcases.

This year, the in-person lightning talks are in a different session than the in-person resource showcases.

See details for session timings below.

Lightning talks:

The three lightning talks are scheduled following a 25-minute paper (and the 10-minute break following the paper), with 5 minutes per presenter, followed by 10 minutes of questions for all three lightning talk presentations.

If you wish to attend another parallel session prior to the lightning talks and questions, you may do so.  Please ensure you are present for all three lightning talks to ensure a smooth transition between speakers and the opportunity for delegates to ask questions.

Resource Showcase:

The resource showcase presenters have 25 minutes each for their presentation with a 10 minute break in between each resource showcase presentation.

You may present your resource in whatever format works best for you. For example:

  • 20 minutes to present and 5 minutes for questions.
  • Interactive presentation and questions throughout the 25 minutes.
  • Another distribution of time and presentation during the 25 minutes that works for your resource.

Please indicate to your audience when you will take questions during your resource showcase presentation.

Please highlight this to your session chair before the start of the session so they know what approach you will use.

You do not need to use the whole 25 minutes if you do not wish to.

Because of the more flexible timing in this session, please ensure you are present for the whole session.

Mini keynotes:

The conference chair will chair the mini keynote session.

Each mini keynote will have 1 minute at the beginning of the session to pitch their mini keynote topic to the delegates.

If you are presenting in a group (e.g., you are not leading your mini keynote individually), please choose one person from your group to pitch your mini keynotes.

Delegates will then choose which mini keynotes they would like to attend.

You will lead three round-table discussions based on your topic and your prompt questions.  Each round-table discussion will be 20 minutes, and you will have a new group of delegates for each of the three discussions.

The session chair will give 5-minute warnings prior to the end of each 20-minute discussion and will signal when delegates should move to join a new mini keynote discussion.

There will be a short time at the end of the session for any final reflections.

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