Volunteers for the DER symposium

🎉 Welcome

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

Volunteer Timeslots

Morning session timeslot: 9:30-13:00

Afternoon session timeslot: 13:30-17:00

DER Meeting Zoom Link

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.

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