Guidance for speakers and moderators

Deadlines

COVID protocol

Before the conference

Session organizers

  • by October 7th Please check carefully that the list of speakers in your session as posted in the appropriate sheet on this spreadsheet is correct. Confirm to fbianco@udel.edu that you checked and validated the spreadsheet

  • by October 17th Share the detailed schedule of your session with Andjelka Kovacevic, Dragana Ilic, and Federica Bianco so as to enable the publication of the session program on the conference website.

  • by October 17th Please share with the presenters the following recommendations

  • Remind participants to keep their masks in shared spaces

  • Remind participants to check the stickers that indicate the level of comfort with physical contact before initiating handshakes, hugs, etc…

  • Remind the participants who are the ombud persons at the meeting:

    Aprajita Verma and Nicholas Walton omsblssteu4@gmail.com

  • Remind remote participants to communicate on slack not chat

  • Encourage the use of the social media hashtag for this meeting which is #LSSTEurope4.


    • Do not belittle or elevate some questions over others (by saying “that is a good question”, implying others may not have been). It is important that everyone is empowered to and comfortable in asking questions and clarifications without the pressure of having to think up a “good question”.

    • no later than 48 hours before your session upload your talk in pdf, pptx, or keynote format via your session dropbox link. Links should be provided to you by your session organizers

  • no later than 48 hours before your session Ensure each speaker uploads their talk to the relevant session link.

  • by October 23: Each session should have a conference participant in each of the following roles:

    • Chair / moderator:

      • Handles speaker switches

      • Times speaker’s presentation and warns them at appropriate times when an agreed number of minutes is left

      • Decides if there is enough time for questions

      • Chooses in-person questions and handles alternation of in-person and remote questions (ideally 1 and 1) (see equity guidances below)

      • IMPORTANT: has a question ready for each talk in case the audience has no questions

    • Slack moderator:

      • Monitors the slack channel for the session and the general slack channels to redirect users if needed

      • Monitors, selects, and reads out slack questions when prompted by the chair / moderator

      • Tags the speaker after their talk pointing out which questions have remained unansweres

    • Zoom sentinel:

      • Monitors that the zoom connection is live and slides render appropriately

      • Monitors the zoom chat and tells users to move the conversation to slack to the appropriate channel

    • Scribe (required for parallels):

      • Take notes on the session to be shared with Dr. Steve Ritz who will summarize the conference on Friday

      • Notes will be posted along with the session videos that will be uploaded on youtube

    • Social media moderator (optional):

      • Someone to post on twitter for each talk using the hashtag #LSSTEurope4

On the day of your session

Guidelines for session moderators

Guidelines are given to ensure and promote an equitable environment: be conscious of your biases and avoid preferentially selecting some people because you know them, or because of their identity, and/or paying attention to only some parts of the room.

  • In Q&A accept questions from junior members of the audience and members of underrepresented and marginalized communities first. There is evidence that this makes it more likely that junior people and people from underrepresented groups will come forward with questions.

  • Discretely invite contributions from quieter members of the group without forcing anyone into the spotlight (e.g. “what do colleagues from primarily undergraduate institutions think”).

Guidelines for starting a session

The chair that opens the session needs to start the session with an acknowledgment of the Code of Conduct and its guiding principles. Two slides are provided to start each session here (slides may be updated so check on the morning of your presentation) https://docs.google.com/presentation/d/14gfWEP2bpCuKplfHaR348AYxgUL0nQwy7BheKJ1v42M/edit?usp=sharing

  • Remind participants to keep their masks in shared spaces

  • Remind participants to check the stickers that indicate the level of comfort with physical contact before initiating handshakes, hugs, etc…

  • Remind the participants who are the ombud persons at the meeting:

    Aprajita Verma and Nicholas Walton omsblssteu4@gmail.com

  • Remind remote participants to communicate on slack not chat

  • Encourage the use of the social media hashtag for this meeting which is #LSSTEurope4.


  • Remind participants to keep their masks in shared spaces

  • Remind participants to check the stickers that indicate the level of comfort with physical contact before initiating handshakes, hugs, etc…

  • Remind the participants who are the ombud persons at the meeting:

    Aprajita Verma and Nicholas Walton

  • Remind remote participants to communicate on slack not chat

  • Encourage the use of the social media hashtag for this meeting which is #LSSTEurope4.

  • Remind participants that sessions will be recorded: As a presenter or participant of the meeting, your image and/or your voice may appear in recordings that may be publicly accessible. If you prefer your image not to appear, presenters and participants are welcome to keep the video muted. As a participant, to avoid your voice being recorded you may consider asking questions on Slack.