---
tags: ols
title: OLS Online meeting Formats
---

[TOC]

<MAYBE we can move [resource descriptions](https://openlifesci.org/ols-2#resources) to a common page along with the meeting formats?>

#### Presentations
Our most traditional method - presenters spend approx ten minutes introducing a concept, method, lesson, technique they have some expertise in. They may or may not use slides for this.

##### Outputs
- Short notes in the shared document created for the meeting.
- Ideally, slides should be shared before the call and/or deposited on a service which provides a DOI.
- Videos will usually be uploaded to YouTube, except when speakers prefer not to be recorded.

##### Accessibility considerations
- Otter.ai auto captioning should be running so spoken content is transcribed.
- If Otter isn't available, ask presenters to use Chrome and [Google Slides captioning function](https://support.google.com/docs/answer/9109474?hl=en-GB)

#### Silent collaborative document writing
Silent collaborative document writing usually takes around five minutes of writing and another five minutes of discussion and wrap-up, led by a call host.

Ensure that the document writing task has a clear prompt, i.e. "write about a time when you experienced a really sublime, well-led open project." Multiple prompts can be chained - e.g. you might also have a second question asking participants to share a time when they experienced an open project that _didn't_ go well.

Hosts should introduce the task, monitor typing to see when it slows down, and encourage interaction between participants. Participants can use sub-bullet points to converse with queries, express agreement, or ask further questions.

Sample prompt:

## Silent document writing: 
1. Write about a time when you experienced a really sublime, well-led open project. 
- answer here
- answer here
2. Share a time when they experienced an open project that _didn't_ go well.
- answer here
- answer here

Sample _completed_ task:

## Silent document writing: 
1. Write about a time when you experienced a really sublime, well-led open project. 
  - Shula: I had a really great time when the first speaker of the day at a conference introduced themselves and shared their pronouns - it made me feel lke I was in a safe and inclusive environment.
    - +1 +1 +3
  - Jas: The first time my mentor congratulated me for saying I didn't have time to do something I was a little surprised but really happy.
    - Joy: agreed! Encouraging others to set healthy boundaries is really important. +1
2. Share a time when they experienced an open project that _didn't_ go well.
  - My first pull request to an open source project was closed and I never got a clear answer why :(
  - Jas: I watched a presentation where it took me several slides to figure out why I couldn't understand what was going on - it turns out that the two significant colors used were red and green. Not a great choice as I (like many people) am colorblind and there was no other way to tell which bar meant what in the bar charts. 
    - Joy: :( This really sucks, do you know if they planned to fix it?

##### Accessibility considerations
- This activity is accessible for most participants, as there is no spoken content whilst writing.
- If someone is attending the call on their phones and struggle to switch between the conferencing app and shared documents, ask them to send their comments on the chat that hosts can move to the shared document.
- Wrap-up and discussions should be covered by Otter.ai captioning.

#### Breakout rooms

A break-out room is where a group, usually 2-6 people, discuss a set task for a period of time in a mini video call group with private audio, video, and chat within that sub-group for the duration of the breakout. OLS runs two types of breakouts for discussions: Spoken English and Written English.

Ask all participants to indicate in the roll call whether they prefer Spoken, Written, or Either. Either is assumed to be the default unless an express preference is shown. If your group is unfamiliar with written break-out rooms, make sure to prepare them with a full-cohort silent collaborative document writing task before a breakout activity to get people into the flow of things.

When the breakout rooms are opened, send a gentle reminder of half-time and before the end of breakout for wrap up.

##### Rooms for discussions in spoken English
Spoken rooms should usually try to split time evenly amongst the speakers in the room. You may wish to nominate a chair and/or note-taker within your group.

##### Rooms for discussions in written English
Written rooms can choose to use the Zoom breakout chat (it's private to your breakout), or you may find it easier to use the written notes in the HackMD, which allows more authors to write thoughts at the same time. Leave space for each silent room to chat, i.e.:

Task: In groups of 3-4, discuss aspects of open project management that can make it easier for contributors to find ways to help out.

### Breakout room 1 (spoken): 
    - <notes here>
    
### Breakout room 2 (written): 
    - <notes here>
    

##### Outputs from breakout rooms
- Teams will be encouraged to make notes in the HackMD for spoken and written rooms.
- For written breakout room, send a reminder to read what others have written and add '+1' next to statements that they agree with. This will help create a consensus based summary from their rooms.
- For spoken breakout room, send a reminder to add notes to capture the main points they discussed that they would like to share with the rest of the cohort.
- Breakout rooms are _not_ recorded.

##### Accessibility considerations
- **Otter doesn’t support break-out room captioning**, so it's _essential_ to provide some written rooms (not just spoken rooms) for inclusive participation.