Committee & Organization

CONTACTS

Organizing committee for all correspondence specific to SEALS34: SEALS34Bali@proton.me

SEALS Executive for policy and other SEALS related matters: seals.executive@gmail.com

Advice for Panel Chairs & Room Monitors

Onsite speakers: There is one PC/laptop in each room logged into Google Workspace for hosting Meet. Open the relevant presentation, start slide show, share screen, start recording, and introduce the speaker(s).

When time is up, stop the recording and close the share screen. If there are questions in the chat, use your discretion to put them to the speaker, alongside questions from the floor.

Offsite speakers: invite the speaker to open their pptx and share screen, then commence recording and introduce the speaker. Speakers can also click record on their PC, but the file goes automatically into our cloud folder.

Before the panel begins

Make sure that the scheduled speakers are in the room.

If it is a multi-authored paper, clarify who is speaking.

For onsite talks, ask speakers to give you their talks on a USB stick and load them onto the computer desktop. Open the files and see if they work.

Introduce the speaker by name and talk title. Repeat verbally that they are limited 20 minutes speaking time.

 Timing

Start and stop sessions on time.

Speakers are allocated 30 minutes; this assumes 20 minutes for speaking and 10 minutes for discussion. In practice, it takes a couple of minutes for changeovers, so make sure to end discussion with some time for changeover.

Do not let sessions run late; use the “time left” signs (10, 5, 2 minutes, & "Stop") to actively to guide speakers in time management. Interrupt speakers verbally if necessary to manage their timing.

 Google Meet

Regularly check for people asking to be let in – approve all requests.

You can mute all off-site microphones or ask offsite participants to keep their microphones muted unless invited to speak.

Verbally confirm with the speaker if he/she agrees to be recorded and start recording. End recording when the presentation stops, before the discussion starts.

Offsite participants can offer comments or questions for the discussion period via the chat window. Monitor the chat and use your discretion to read out the questions during the discussion period.

If the session is not busy, you can use your discretion to let offsite discussants speak to the room.

Do not end Meet sessions, just leave the same session to run all day. Meet sessons should be closed at the end of the day. Log-in details are provided on a separate sheet if it is necessary.

 Help

If you have difficulties, ask a blue nametag person in the room to assist you. Do not hesitate.