vCIES-2021 has transitioned to a fully virtual annual meeting that includes synchronous sessions of various types, asynchronous presentations, and opportunities beyond research presentations. Expectations of chairs, presenters, discussants and organizers are noted below, along with suggestions for attendees.
CIES is committed to providing universal access to our event attendees. Please contact firstname.lastname@example.org to request disability accommodations. Advance notice is necessary to arrange for some accessibility needs. Some of the accommodations being provided include automated closed caption and live transcription.
Most sessions for papers, panels and roundtables are using Zoom meetings as the platform for presentations. This is the Zoom that most of us are familiar with – you’ll see boxes for each person in the session, whether presenting or not. You can set your own screen to see the “gallery” (everyone) or to just see the speaker. Attendees will have access to the sessions 5 minutes before they begin. Presenters, Chairs, Discussants, and Organizers will have access 15 minutes before the session begins.
A professional host will be assigned to each room – this person permits people to enter the session from the Zoom Waiting Room, and will attend to technological issues and security, but will not be involved in the actual presentations. Each session’s chair will become a co-host, as will all presenters and discussants. This allows presenters to share their screen and use other options within Zoom.
Chairs will be expected to:
- Arrive about 15 minutes early to coordinate with the host, to become co-host and make sure things are working correctly.
- Introduce speakers (or ask them to introduce themselves).
- Please remind the audience that they are not permitted to record the session. Not everyone has given permission to be recorded, and some speakers do not want work-in-progress to be recorded.
- Be prepared early – communicate with the presenters and discussants prior to the conference. (CIES Members can find other member’s emails in the CIES Member Directory; everyone listed in the program should be a current CIES member. Also, for submissions that were submitted as an already formed panel or group roundtable, the acceptance letters included contact information.)
- It may be a good idea for you to have all presenters’ materials or links, as a back-up, in case they have technical challenges with their computers. We suggest that chairs communicate with all presenters before the conference begins, to be sure they have all of their materials, and understand the process of accessing the session and presenting.
- It is also a good idea to communicate with presenters prior to the conference to confirm how much time they will have. (We suggest 12-15 minutes if there are four presenters; 18-20 minutes if there are three presenters; or less time if you have multiple discussants. Also chairs should let discussants know how much time they will have. And, they should decide if Q&A will occur after each paper or at the end of all presentations.)
- Keep time. It is very important that presenters do not go overtime so that everyone has time to present. Sessions will not be able to run overtime because there is another session in the same Zoom room afterwards. With four presenters, it is usual to allow 12-15 minutes per person so that there is about 30 minutes at the end for discussants and/or Q&A. Please tell all presenters before the session how you will keep time. Will you hold up signs warning them of “5” minutes left, “1” minute” left, and “0” [time is up]? If you use the chat feature on Zoom, the presenters may not be looking at the chat, so you should also develop a back-up strategy. Be sure to ask each speaker to keep an eye on the chat, if you keep time in this way. You may have to orally interrupt presenters and tell them their time is up. Again, please know that sessions will be ended by the host when the time is up – they cannot run overtime.
- Monitor the Q&A. Call on those with questions. You may need to encourage audience members with long questions/comments to be brief (to allow for others to participate). You might ask the audience to use the “raise hand” option (in “reactions” at the bottom of the Zoom screen) so that questions are taken in order. (You would then call on people left to right of the screen – the most recent hand that is raised is at the top, left.
- End the session on time. About one minute before the end of the allotted time for the session, you may wish to thank everyone for attending.
Presenters are expected to:
- Arrive about 15 minutes early to coordinate with the host and chair (co-host) and to make sure things are working correctly.
- Attend your session, share your PPT (or pre-recorded talk) from your own computer using the Screen Share option on Zoom. Be attentive to your audience.
- Keep within your time limits. Whether you are speaking in real time or in a recording, all presenters need to stay within time limits. Sessions will not be able to run late, and it is important that all speakers have time to present. Typical timing is 12-15 minutes per presentation –about 30 minutes will remain for discussion and Q&A. (Sometimes the Q&A happens after each paper presentation. Please ask your chair how the session will be structured.)
- Be prepared:
- Even though you will share your PPT from own computer during your session as you speak, we suggest you also send your PPT (or other materials) to the session chair before the conference, as a back-up, just in case you have computer issues. (The chair would then be able to share the PPT while you speak. This is only in case your computer has challenges.)
- On your presentation day, have your PPT ready and open on your computer before the session begins. We suggest you close all other programs – this will make screen sharing easier, and will allow your computer to work faster.
- You will have limited time. If your chair does not say otherwise, you will have 12-15 minutes to present; Q&A will occur after all presentations in the session. All sessions will close on time – no exceptions – so each presenter must keep to their allotted time so everyone has a chance to present.
- Many presenters will speak in real time on Zoom. Some may opt to pre-record their presentation. If you pre-record your presentation, you will share your screen and play the video on your computer. We recommend you also send the link to the chair, just in case your computer malfunctions. (An easy way to record your video would be to open a Zoom session in which you are the only participant. Record our presentation. Upload it to YouTube or Vimeo. Use this link to play your video in the session, and, we recommend you also give the link to the chair. Or, if you record your talk with iMovie or a similar app, store it on your computer, you can share it with the Video option in Screen Share.)
- You can use Screen Share to show your PPT or video – but not both. If you wish to record your presentation, and you want to use a PPT also, please incorporate the PPT into the video (i.e., record the PPT in your recording as you are speaking.)
- To learn more about Zoom and its features, please visit https://support.zoom.us/hc/en-us/articles/217214286-Watch-Recorded-Training-Sessions. They also have live training sessions:https://support.zoom.us/hc/en-us/articles/360029527911-Live-training-webinars.
- Stable internet will be important when connecting to vCIES-2021.
- We suggest that speakers take into account the linguistic variety within CIES. We often have people attending from over 120 countries, and this year we have people presenting bilingually in 27 languages + English. Please present so that you are clearly understood by people with a wide range of English fluency.
Discussants should follow the same procedures as presenters. Time limits for discussants are usually about 5 minutes. We suggest you contact the chair of the session to discuss the preferred approach.
Organizers may wish to share the duties of the chair (introductions, time keeping, facilitating Q&A, etc.). Please coordinate this with the session’s chair, and arrive in the session about 15 minutes early to also coordinate with the professional host.
Roundtable Presentations are similar to the other sessions that are using Zoom. The difference is that each roundtable will be in a break-out room. When you enter the Zoom room for Roundtables, you will select the break-out room that corresponds to your session. (It will be important to have the most recent version of Zoom client on your computer so you can select the roundtable break-out room of your choice.
Attendees are invited to attend as many sessions as they would like to. All links are on the Conference Hub. Please sign in with your registration username and password.
Photography or recording of Zoom sessions or asynchronous presentations is NOT PERMITTED. Zoom meeting sessions reveal the identity not only of the presenters but also all attendees. Recording or photography is not ethical or permitted without the permission of everyone, and this becomes impossible in large sessions, and when people come and go during sessions. Please do not take screen shots or take photos or record sessions. Many presenters prefer that their work-in-progress not be circulated without permission. And some sessions may include sensitive content that should not be shared beyond those in attendance. If you wish to read a presenter’s paper, please email them to ask for a copy.
Posters will be uploaded for asynchronous presentations.
- Poster presenters should submit their work to the conference organizers as soon as it is available so it can be uploaded prior to the conference. Please see https://cies2021.org/wp-content/uploads/Poster-Guidelines.pdf for instructions. Please submit posters before April 18, although we would appreciate receiving them earlier so we have adequate time for uploading all posters before the conference begins.
- Attendees are invited to visit the Poster Gallery – links are in the Conference Hub – at any time during the conference. Leave comments in the Chat, and feel free to return to see the conversation as it evolves throughout the week.
Art Exhibits will also be asynchronous sessions. Attendees can attend at any time April 25 to May 2, and artists are invited to return to their exhibit periodically to respond to questions or comments that attendees leave on the chat.
Asynchronous Alternatives to Synchronous Presentations – if a whole panel or roundtable, who is currently scheduled for a synchronous Zoom session, prefers not to present at the scheduled time, they can opt to post their presentations on the Conference Hub, in an asynchronous space that will be available April 25 through May 2. Attendees can view the presentation at any time and leave comments or questions using the chat feature, and the presenters can respond to them using the same chat feature. This works best for a whole panel or roundtable. If only some of the presenters within a panel/roundtable wish to record their session, we suggest the recording be played during the synchronous session as scheduled (i.e., videorecord your talk and play it during the scheduled session).
vCIES-2021 offers, in addition to formal research presentations, the following:
- Networking Space – April 25- 28 from 7am-9pm, and April 29 7am-5pm. This Zoom space will be open for you to network with others, meet new people, and engage in some of the planned informal activities. The link will be in the Conference Hub. Break-out rooms will be self-selected. (We encourage everyone to be welcoming to those who join your room.
- Mindfulness Activities are offered during coffee breaks, brought to you by the Contemplative Inquiry and Holistic Education SIG. Activities vary, so plan to return often, for meditation, yoga, journaling and other activities that will re-energize you during the conference.
- Newcomer Orientations. Is this your first CIES? Plan to attend the newcomer orientation Sunday evening or Monday morning (PDT). Organized by the New Scholars Committee, this orientation is open to everyone.
- And don’t forget the…
- Art Gallery (asynchronous exhibits)
- Film Festivalette and related discussion sessions
- Book Exhibits
- Institutional Receptions
- and more…
Please also see “Navigating the Virtual CIES 2021 Annual Meeting”