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ESWW21 Hybrid PC Members, Conveners, Chairs, and Co-Chairs’ 
Parallel & Plenary Sessions’ Guidance

Introduction

Document Structure and High-Level Warning

Following the Introduction overview, this guidance is structured by role and by session preparedness, in session tasks, and post session requirements. TDM Guidance will be described separately. At no point should you end the session or leave the breakout room from the in-room computer – this will be done only by those on the LOC running the meeting as whole if and when needed. Please always stick to time and do not overrun for any reason!

Space Weather Forecasts

Plenary Session Lead Chairs are required to end their session exactly on time and then introduce the Space Weather Forecast which will immediately follow the plenary going into the break. The full timetable will be online for these Space Weather Forecasts. Please do
not forget to do this introduction as you end your session.

Lead Chair/Backup Co-Chair/Virtual-Facing Co-Chair Location(s)

Lead Chairs or Backup Co-Chairs can either be in the room or virtual (online), but one person must be in the room during each session to deal with support at the podium for in-room presenters alongside a Virtual-Facing Co-Chair also in the room to monitor the Zoom chat from within the room. The Lead Chair facilitates the session and carries out the necessary introductions for each speaker while the Backup Co-Chair is primarily responsible for the timing of each of the talks and checking that everyone is present as per the programme before the session starts. The Virtual-Facing Co-Chair must be in the room to monitor the Zoom chat and alert the Lead Chair of questions from online. If you have organised your session contrary to these guidelines, then there will be additional in-room support provided to your session from the LOC and/or PC side to ensure the session runs smoothly with sufficient in-room support.

Dealing with Chair Absences

The roles into which the guidance is broken down are - PC Member, Lead Chair, Backup CoChair, Virtual-Facing Co-Chair, and LOC Member, but please remember if one of your delivery team is missing on the day, a PC Member or LOC Member may have to step into one of the roles and/or where the tasks from the three different roles may need to be merged, to ensure smooth delivery of your session. Whilst this is not recommended and could be a significant challenge, it is best to be prepared in case of connectivity issues etc… Thus, it is vital to be aware of all the delivery roles and areas of responsibility. Note also that in such circumstances of one or more absences it is very unlikely that that your LOC support will be a subject matter expert and so it will be more difficult for them to recognise an interesting question to bring to the Lead Chair’s attention. 

Please request Co-Host permissions BEFORE joining the breakout room

As Chairs/Co-Chairs you should request Zoom Co-Host permissions before joining the breakout room of the session you are running to ensure you have the ability to mute anyone that inadvertently unmutes themselves during the session and also to request people to unmute should the Lead Chair choose to bring someone in upon your request.

Limited LOC Support

Remember that you do not have the hands-on backroom support of the LOC for session management, as was provided for European Space Weather Symposium (ESWS2020). Therefore, each session team is led by the Lead Chair, and as Lead Chair you are fully
responsible for being prepared for your session and for the smooth and timely delivery of your session.

If we have had to place a() PC and/or LOC member(s) into any in-room supporting roles (as noted above), please be aware that you will have to bring them up to speed and any additional on-the-day adjustments to cover any gaps will be done with very little notice and very little
time, so we would like to avoid those if at all possible.

Optional Session Backroom Communications

If necessary, it is recommended that you communicate anything required within your team using the private one-on-one chat through Zoom, or by any communications channel you prefer but noting that the LOC and PC cannot provide you with any support for this due to GDPR.

Session Preparedness

PC Members, LOC Members, Chairs, and Co-Chairs MUST ensure that you are in the room physically or in the correct breakout room virtually for your session at least 5 mins before your session starts.

Ensure that whichever Chairs/Co-Chairs are in-person in Glasgow, have located your session Presenters’ backup slides on the in-room PC and queued them, to be ready to present, in the event of connectivity issues (this will be what was uploaded in advance and may not have
had any later amendments/updates). 

PC Members and/or Convenors and/or Lead Chair (Online or In-person)

Pre-Event/Session
  • Promote Posters and Quick Views and thus comments and interaction by retweeting and sharing live ESWW2021 tweets.
  • Ensure, directly or through your Convenors that your Presenters have uploaded their slides by the deadlines sent through from the LOC.
  • Ensure your Lead Chair is prepared and still available to lead your sessions, as per the programme.
Session Preparedness
  • On the day, ensure immediately that all your session delivery team is present, if not seek to resolve the situation immediately, or step in yourself if you are a Convenor/PC member not already in a Chairing role.
  • Ensure that they are completely clear on their areas of responsibility and the tasks, being definite about who is doing what, vital to ensuring that there are no gaps and no duplicated effort.
  • Ensure your Chairs and Co-Chairs are ready to take responsibility for the session.
  • Ensure that your Backup Co-Chair knows that they are responsible for keeping the session on time and has a suitable timing device with them to do so. Due to Zoom background-noise filters a two-minute warning to the speakers will need to be given verbally as most chimes/alerts will be filtered out.
  • Session duration is VERY fixed, and the Backup Co-Chair must alert the Presenter to keep them on track and prevent overruns.
  • There is NO SCOPE for anyone to overrun, not even by a few seconds!
  • Ensure that your Virtual-Facing Co-Chair is responsible for noting the Q&A/discussion being carried out in the Zoom Chat.
  • NOTE that they are also responsible for capturing the Zoom Chat at the end of the session by downloading it to their computer and later uploading it into the EventsAir platform following instructions from the LOC that will be provided separately.
  • Ensure through your Co-Chairs that your first presenter is present or, where applicable, that all your panellists are present. This check will also be required throughout the session to ensure the next Presenter is available (especially as many sessions are fully hybrid in nature in terms of the presentations and panellists being a mix of inperson and virtual presenters as noted in the programme).
  • If any of your Presenters are absent, ensure your Backup Co-Chair is empowered and is working to identify an alternative schedule/speaker rotation, to keep the session moving, we cannot extend the length of ANY session. If necessary, please fill any gaps with ad hoc discussions.
  • Ensure you are all ready for session launch on time!
In Session
  • Always look at the camera as well as the in-room audience! You may want to look at the screen where you can see your virtual attendees, but this usually means you are NOT looking at them – especially when conversing with a virtual presenter/questioner!
  • Please ensure you reiterate this for all your in-room presenters, this is key to inclusion and it is vital that this message is heard loud and clear.
  • Endeavour to seek questions from both online and in-room audiences to ensure full inclusion – this is why we have a minimum of three Chairs for each session running.
  • If questions come from within the in-person room you MUST ensure that questioners await the arrival of a mic, to ensure your virtual attendees are in no way disadvantaged by not hearing the question.
  • If there are questions shouted out without a mic, you MUST repeat the question for the virtual audience.
  • If questions come from a virtual source, they must be spoken out loud by either the questioner (invited to unmute and talk), or by the Virtual-Facing Co-Chair on their behalf. This is done at your discretion during the session.
Session Close
  • REMINDER: you must ensure your Virtual-Facing Co-Chair understands and is tasked with capturing the Zoom chat (as noted earlier). This entails downloading it and putting this in the EventsAir platform alongside the session synopsis, slides, and posters
    (instructions will be provided from the LOC in due course).

Backup Co-Chair (Online or in Person)

Session Preparedness
  • As you are the Backup Co-Chair you may be required to step up to lead the session if your Lead Chair is absent for any reason. In that instance you need to be aware of both your tasks below and those above set out for the Lead Chair. You can also request additional in-room LOC/PC support which will be facilitated only if resources are available at the time.
  • As Backup Co-Chair, you are empowered and must work to identify an alternative schedule/speaker rotation if there are any absences, to keep the session moving, we cannot extend the length of ANY session. If necessary, please fill any gaps with ad hoc discussions and coordinate this with the Lead Chair.
  • Your role is to be the connection between the Lead Chair and the Virtual-Facing CoChair, both of whom have fixed roles focusing on the Presenters, and virtual attendees and chat, respectively.
  • Clarify and confirm with your Lead Chair the allocation of in session tasks – who is doing what (this will vary and depend on the location of the other team members)?
  • Ensure immediately that your next Presenter is present (between presenters you will also need to check that that the next is present) and ensure you are empowered to act immediately to find solutions and are prepared to move the schedule around to keep the session moving if a Presenter is absent.
  • Whichever Chair/Co-Chair is in-person in Glasgow, should ensure the session Presenters’ backup slides are queued on the in-room PC, to be ready in the event of connectivity issues (this will be what was uploaded into the EventsAir platform in advance and may not have any later updates).
In Session
  • Always ensure your Lead Chair and Presenters look at the camera as well as the inroom audience! They may want to look at the screen where they can see their virtual attendees, but this usually means that they are NOT looking at them depending on the camera angle and location at the podium!
  • Please ensure the Lead Chair reiterates this for all your in-room presenters, this is key to inclusion and it is vital that this message is heard loud and clear.
  • Your role is ensuring the schedule is going according to plan or, if not, managing variations to the schedule to maintain momentum if there are connectivity issues or a Presenter is absent.
  • Be ready to support either your Lead Chair or your Virtual-Facing Chair as issues arise.
  • The Backup Co-Chair is also the timekeeper – this role is vital during ESWW21/ESWW17. Session duration is VERY fixed since we are managing two, time critical environments – online and in-person – and presenters must be alerted and kept on track and thus prevent any overruns.
Session Close

Ensure that the Virtual-Facing Co-Chair has managed to capture the chat ready for putting into the EventsAir platform alongside the session synopsis, slides, and posters.

Virtual-Facing Co-Chair (Online or in Person)

Session Preparedness
  • Even if you are in person in Glasgow, you MUST still connect to Zoom in the room with your own laptop, but do not connect to the sound. You should be sat at the front so you can easily have access to the in-room microphone for questions and also able to immediately get the in-person Chair’s attention.
  • If the Lead Chair is virtual, then please request the microphone from one of the runners to be able to alert the Lead Chair to questions coming in on the Zoom chat.
  • As the Virtual-Facing Co-Chair, you are fully responsible for the virtual attendees and all online chat, communications, and issues.
  • Your role is to be the connection between the in-room activities and the virtual attendees and the chat content. This includes flagging interesting online questions, issues with your virtual audience hearing, seeing presentations and content or participating in a session.
  • Clarify and confirm with your Lead Chair the allocation of in session tasks – who is doing what (this will vary and depend on the location of the other team members)? Working partnership with your Backup Co-Chair to ensure virtual Presenters are present. If your Presenter is absent, working with your Backup Co-Chair identify an alternative Presenter, either online or in-room and, if online then assist with communications to vary the schedule to keep the session moving, we cannot extend the length of ANY session.
In Session
  • You represent the virtual attendees and so it is a primary responsibility that you focus on the virtual attendee experience. It is imperative that you keep the Lead Chair on track with regards to ensuring a fully inclusive environment.
  • Remind your Lead Chair and in-room Presenters, repeatedly, if necessary, to look at the camera! They may want to look at the screen where they can see their virtual attendees, but this usually means they are not looking at them or you…
  • If questions come from within the in-person room you MUST remind your Lead Chair to ensure that questioners await the arrival of a mic, to ensure your virtual attendees are in no way disadvantaged by not hearing the question.
  • If there are questions shouted out without a mic, you MUST ensure you’re your Lead Chair repeats the question for the virtual audience.
  • If questions come from a virtual source, they must be spoken out loud by either the questioner (invited to unmute and talk), or by you, the Virtual-Facing Co-Chair, on their behalf.
  • Ensure that you keep pace with online communications and flag anything that will help the Lead Chair maintain inclusion with those attending remotely.
  • Ensure you also flag interesting online questions.
Session Close

It is VITAL that you capture the Zoom Chat at the end of the session by downloading it to your computer and later uploading it into the EventsAir platform following instructions from the LOC that will be provided separately.