# Volunteers for the DER symposium ## 🎉 Welcome :::success Hello! :smile: Thank you for helping us with volunteering at the DER symposium on the 10th of March. We are really grateful for your support. ::: List of online attendees: please keep an eye to make sure that the zoom link has not been overshared and we do not have too many attendees who didn't sign-up via eventbrite :::success Agenda: https://docs.google.com/document/d/13buQgzAbTTSWVtONXC3cnjegWapJ0CBkL7TBkqNNRqU/edit?userstoinvite=cw779@cam.ac.uk# ::: ## :book: Volunteer Timeslots :::success Here is the availability you passed on earlier this month - please let us know if this has changed! ::: |Name |Online or In-Person| Availability| |-----|--------|------| |Volunteer Name |Online | Entire Day |Volunteer Name |Online | Morning |Volunteer Name |Online | Morning |Volunteer Name |In-Person| Entire Day |Volunteer Name |In-Person| Afternoon |Volunteer Name |In-Person| Entire Day |Volunteer Name |Both | Entire Day |Volunteer Name |Both | Entire Day Morning session timeslot: 9:30-13:00 Afternoon session timeslot: 13:30-17:00 ## :pencil: DER Meeting Zoom Link :::success Data Hazards, Ethics and Reproducibility Symposium https://us02web.zoom.us/j/89670289137?pwd=U2FkQjY0cW9ZakZDQm5RYjV1bnZqZz09 Meeting ID: 896 7028 9137 Passcode: 313561 ::: ## :small_orange_diamond: Online Tasks Volunteer 1, Volunteer 2, Volunteer 3 - [ ] set up zoom link connection in enigma room - [ ] add all volunteers as co-hosts - [ ] 10:00 - welcome people into the zoom call from the waiting room (cameras off, mics muted) #### 10:00-10:15: During the introduction Sort Break out Rooms - Volunteer 1 - Once everyone is in the call please put people into break-out rooms with 5-6 people per room. Please could you allow the co-hosts/hosts to roam the breakout rooms. - These break out rooms will then be used for the rest of the day at any other oppurtunties i.e. networking session online 14:00-14:30 #### 10:15-11:05: First Session - Volunteer 1, Vounteer 2: can you make sure presenters are made co-hosts in zoom so that each of them can record their talk (with transcription enabled) as reminded by chair) - [ ] Siddharth keeping an eye on questions in the chat and raised hands - [ ] Keep and eye on technical issues of participants and message Ceilidh or Susana directly with any queries - [ ] at the end of the speaker the chair of the talk (Susana) will ask for one question/raised hand from online chosen by Siddharth #### 11:15-13:00: Online Data Hazards workshop - Volunteer 1, Volunteer 2, Volunteer 3 - [ ] Nina and Natalie responding to any data hazards specific questions - [ ] Nina, Vanessa and Eirini moving between breakout rooms to facilitate discussions - [ ] If you are in a breakout room feel free to take part in the discussions too if the group in the room is chatting well! (No recording here!) #### 14:00-14:30: Facilitate Networking session - Volunteer 1, Volunteer 2, Volunteer 3 - [ ] Ask particpants to rejoin their breakout room by clicking the breakout room button at the bottom of the screen, make sure no one is lost, left behind - [ ] Slide for networking prompts (found in agenda) to also be shared in the zoom chat for all participants to reference #### 14:30-15:00: Second Session - Volunteer 1, Volunteer 2, Volunteer 3: can you you make presenters co-hosts so that each of them can record their talk (with transcription enabled) as reminded by chair) - [ ] Patricia keeping an eye on questions in the chat and raised hands - [ ] Keep an eye on technical issues of participants and message Ceilidh or Susana directly with any queries - [ ] at the end of the speaker the chair of the talk (Maryam) will ask for one question/raised hand from online chosen by Patricia #### 15:15-16:00: Second Session - Volunteer 1, Volunteer 2, Volunteer 3: can you you make presenters co-hosts so that each of them can record their talk (with transcription enabled) as reminded by chair) - [ ] Nina keeping an eye on questions in the chat and raised hands - [ ] Keep an eye on technical issues of participants and message Ceilidh or Susana directly with any queries ``` Additional Information: Presenter instructions (already sent to presenters via email) - Make sure you are in the zoom link meeting prior to your presentation, so that we can offer you co-host rights to share and record. - One of the helpers will make you co-host. - Share screen. - Hit the record button to record your talk. ``` ## :small_orange_diamond: In person tasks Volunteer 1, Volunteer 2, Volunteer 3 #### 9:15-9:45: Room Set-Up - [ ] set up zoom link connection in enigma room - [ ] check microphones and speakers are working - [ ] test presenter view for data-hazards workshop #### 9:45-10:00: Welcoming, registrations - Volunteer 1, Volunteer 2, Volunteer 3 - [ ] Welcome people at the door, keep register direct them to Enigma - [ ] Give sticker badge, people write name and pronouns #### 10:00-10:15: Introduction - Volunteer 1, Volunteer 2, Volunteer 3 #### 10:15-11:05: First Session - Chair: Volunteer 1 - [ ] Introduce speaker name and title of presentation (see agenda) - [ ] Make sure microphones are working, both for presenter and when questions come in. - [ ] one question in-person and one question online per presenter/talk #### 11:05-13:00: Data Hazards - Volunteer 1, Volunteer 2 - [ ] Presentation, discussion session in separate groups in the room, and the combined online/in-person feedback to the room #### 12:30-14:30 Catering - Volunteer 1 - [ ] Ceilidh, Roxana, Maryam need to get food set up around 12.30pm. Catering company will call Ceilidh, and we will go to parking entrance with the help of facilities. - [ ] 14.15-14.45 remove food (<span style="color:red">Roxana</span>, <span style="color:blue">Susana/Ceilidh/Reception</span>) #### 14:30-:15:00: Second Session - Chair: Volunteer 1 - [ ] Introduce speaker name and title of presentation (see agenda) - [ ] Make sure microphones are working, both for presenter and when questions come in - [ ] one question in-person and one question online per presenter/talk #### 15:15-:16:00: Third Session - Chair: Volunteer 1 - [ ] Introduce speaker name and title of presentation (see agenda) - [ ] Make sure microphones are working, both for presenter and when questions come in - [ ] one question in-person and one question online per presenter/talk #### 16:00-16:30: General Discussion and Closing Remarks - - [ ] Take raised hand questions and in-person questions and general feedback for discussion
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Data Hazards Chapter planning document

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11/16/2023
Volunteers for the DER symposium

Hello! Thank you for helping us with volunteering at the DER symposium on the 10th of March. We are really grateful for your support.

3/10/2023
Code of Conduct - DER symposium

:::info :bulb: We want all spaces (online or in person) at the Data Hazards, Ethics and Reproducibility (DER) symposium to be places where people feel welcome to discuss their thoughts and ideas. This Code of Conduct aims to ensure that those participating in the Symposium are protected from abuse, harassment or discrimination, and that the discussions we have are supportive and productive. ::: :hammer: Purpose The purpose of this policy is to outline the rules governing the conduct of facilitators and attendees of the DERR symposium at the Alan Turing Institute and provides guidance on the expected standards of conduct during the symposium. :straight_ruler: Scope This policy applies to all attendees of the symposium (which includes, but is not limited to, permanent staff, temporary staff, volunteers, speakers and external institute attendees).

3/6/2023
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