Embedded Files
Before the conference
Before the conference
Session organizers
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
Make sure your speakers understand that talks will be recorded and that accepting the talk slot implies their willingness to be recorded/shared (remote speakers can keep cameras off if they prefer).
To design inclusive visual content: we encourage presenters to
use color palettes that are suitable for color-blind audiences
use fonts that are suitable for dyslexic participants.
additional resources for color-blind and dyslexia-compliant slides: https://github.com/fedhere/FASTlab/blob/master/AccessibleVisualContent.md and https://www.nature.com/articles/d41586-021-02696-z.
a slide template with logos and an acronym glossary in the footer is provided for the speakers's convenience 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.comRemind 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
On the day of your session
Guidelines for session moderators
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
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.comRemind 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 WaltonRemind 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.
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