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Published Linked with GitHub Susana465/der_symposium_20230310/volunteer_tasks.md

Volunteers for the DER symposium

🎉 Welcome

Hello!

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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

Agenda: https://docs.google.com/document/d/13buQgzAbTTSWVtONXC3cnjegWapJ0CBkL7TBkqNNRqU/edit?userstoinvite=cw779@cam.ac.uk#

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Volunteer Timeslots

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

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DER Meeting Zoom Link

Data Hazards, Ethics and Reproducibility Symposium

https://us02web.zoom.us/j/89670289137?pwd=U2FkQjY0cW9ZakZDQm5RYjV1bnZqZz09

Meeting ID: 896 7028 9137

Passcode: 313561

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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.

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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 (Roxana, Susana/Ceilidh/Reception)

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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