C19 Poster, October6.jpg

       

 

 

 

The 2020 Virtual Conference: Guidelines & FAQs

 

Glossary of key terms in Virtual C19/Ex Ordo lingo:

Asynchronous Sessions—a number of conference panels will be partly (but not entirely!) asynchronous, as presenters have pre-circulated their materials (in video, Powerpoint, image, document, or PDF format). The live component of these panels will consist of discussion only; attendees should have reviewed the materials in advance by navigating to the panel’s Ex Ordo page and clicking on the names of each presenter. These sessions are 45 minutes long (you can tell if a panel is Asynchronous by its length and by the presence of uploaded files when clicking on presenter names). Please note: Ex Ordo strongly recommends against streaming video, so presenters should NOT replay their asynchronous content within the session. 

Synchronous Sessions—these panels will be conducted entirely live, with no pre-circulated materials to be viewed in advance by attendees. Please note: if you are a presenter on a Synchronous panel, you will be able to share your screen for slides, images, etc., but Ex Ordo strongly recommends against streaming video via the live, synchronous sessions in order to preserve feed quality. These sessions are 75 minutes long (you can tell if a panel is Synchronous by its length and by the absence of uploaded files when clicking on presenter names).

Live Stage—synonym for Panel, Session, or Event. To attend a panel at C19, you will “join a live stage”

Stage—one of the simultaneous panel tracks. Think of a stage as a conference room hosting successive panels. For example, most days there are 4-5 concurrent sessions. Each of those concurrent sessions is on a different “Stage,” named for C19 Pennsylvanians. 

Stage Manager—the tech host/admin for each session. The Digital Conference Fellows will be acting in the role of Stage Managers. 

Attendee—the audience in any given session. Attendees are muted and cannot turn their webcams on. In order for an attendee to unmute and turn on their own video, they must be promoted by the Stage Manager to “panelist”

Panelist—the presenters in any given session, initially. During Q&A, however, session attendees can be “promoted” within Webex to “panelist” in order to enable their audio and webcam and participate in discussion, ask questions, etc. 

Bundle—a collection of conference events for easy navigation. Bundles might consist of promotional videos, or thematically-grouped panels, or Cluster or affinity lunches. Bundles will be visible on the conference home page, https://event.c19conference2020.exordo.com/ 

Card—a promotional panel on the conference homepage, highlighting special events; cards have a link to the event at bottom right

Guidelines for Conference Participation

PRIOR TO THE CONFERENCE

  1. Log in with your Ex Ordo account: https://event.c19conference2020.exordo.com/

  2. Be sure you have registered for the conference: https://c19conference2020.exordo.com/registration

  3. Read/view/consume in advance any content pre-circulated for Asynchronous sessions (see glossary above for Asynchronous/Synchronous distinctions)

  4. Download Cisco Webex (THIS IS ESSENTIAL!): https://exordo.webex.com/ec3300/eventcenter/support/eventManager.do?siteurl=exordo 

  5. If you need technical support, visit https://support.exordo.com/article/942-technical-specifications-for-joining-a-live-stage 

 

To familiarize yourself with any of the actions detailed below, join the Digital Conference Fellows at one of the following Practice Stages:

  1. October 15, 1:30-3:30pm EDT https://event.c19conference2020.exordo.com/session/184/practice-session  

  2. October 22, 1:30-3:30pm EDT https://event.c19conference2020.exordo.com/session/185/practice-session-week-2  

 

DURING THE CONFERENCE

To find a panel’s Live Stage on Ex Ordo:

  1. Explore the conference schedule At a Glance: https://event.c19conference2020.exordo.com/at-a-glance.
      Here are some tips on using at a Glance (it’s easy to navigate): https://support.exordo.com/article/946-using-at-a-glance

  2. OR browse highlighted content Bundles in the On Demand tab: https://event.c19conference2020.exordo.com/bundles.

    Here are some tips on using Bundles: https://support.exordo.com/article/929-accessing-content-bundles  

  3. Click on a panel or session of interest, and on the panel’s detailed page you will see a box in the upper right that says Ways to Watch. Click on the View Stage link, then click Join Stage to begin.

  4. A guide to joining a live stage: https://support.exordo.com/article/922-attending-an-event-on-a-live-stage 

 

To participate in a panel as an attendee/auditor:

  1. Follow the steps above to join a live stage.

  2. NOTE: all attendees join the stage muted and with video off. Attendees will not be able to enable their video or audio unless they are “promoted” to panelists by the Stage Manager. This means attendees need not worry about the state of their clothes, room, hair. Attendees are not visible unless they choose to be.

  3. Helpful Live Event best practices: https://support.exordo.com/article/923-live-event-best-practises 

 

To chair or moderate a panel:

  1. Panel chairs should review this guide to Q&A and Chat before the conference begins: https://support.exordo.com/article/934-managing-chat-q-a-during-the-event 

  2. Be sure to log in to your panel’s stage *early*–10 minutes before the panel is scheduled to begin.

  3. When you log in to the stage, you will connect with the Stage Manager or session host, who will be one of the C19 Digital Conference Fellows. Each Stage Manager will then “promote” the panel chair and presenters from “attendee” to “panelist.” Only panelists will be able to turn on their video and audio.

  4. After the panelists finish their presentations, the chair can choose to ask the Stage Manager to “promote” all attendees to panelists (for a free-form discussion, as in a general zoom meeting).

  5. OR the chair can facilitate discussion using the Q&A function on Webex. This has more limitations and may be better suited for a very large panel.

  6. Panel chairs need not decide in advance what discussion format they will follow, but it would be good to have a sense of the different possibilities as outlined in the link above.

  7. Note: panel chairs will not need to monitor or admit attendees to the session; this will be handled by the Stage Manager of each session. 

 

In order to enable as much access as possible during panel sessions, we ask all participants to do the following:

  • mute audio/mic when you are not speaking

  • state your name every time you begin to speak as an audio cue for folks (even for short comments or questions)

  • describe visual materials that are included in your presentations

  • use strong contrast for text provided on slides

  • avoid flashing graphics

  • try to speak slowly at a pace that allows folks to process information

 

FURTHER INFORMATION & TECH SUPPORT

 

Helpful Ex Ordo support articles: https://support.exordo.com/category/899-attending-a-virtual-event 

 

Ex Ordo will also have a chat help line available on the conference website during the conference. Or email them at support@exordo.com in advance of the conference.

* * *

The Virtual Program Committee is: Dana Luciano, Christy Pottroff, Sam Sommers, Claudia Stokes, Ed Whitley, and Gretchen Woertendyke

 

Advised by: Hester Blum, Virtual Site Coordinator and Jennifer James, Program Committee Chair for the Miami conference

Image: The Branding Iron, Newspaper of the Choctaw Nation, Atoka, Indian Territory,

February 23, 1884; Masthead for the paper's debut reads: “Our Head Having Failed to Arrive,

Our Readers Will Have to Guess at the Name Until Our Next.”

Courtesy, Oklahoma Historical Society

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