The speakers will log in 15 min before their session commences. At this point, the moderator will introduce himself /herself to the speakers and run them through the program.

Kindly acknowledge all conference partners

Introduction and Background

The moderator will start the session by introducing himself and set out the background to the session.

The moderator will then introduce the speakers through their bios.

There will be four speakers:

Speaker BIOs (insert here)

Presentations by Speakers

The moderator will give each speaker a maximum of …… minutes (moderator to ensure timelines are strictly adhered to)

Discussions

The moderator will give each discussant a maximum of five (5) minutes (moderator to ensure timelines are strictly adhered to)

Q and A Session

The moderator will open up the Q and A session. Ensure someone such as the admin assistant is keeping track of the chat box

Wrapping up

The moderator will give the final remarks and thank the speakers and participants for tuning in.

MODERATOR GUIDELINES

This will be a session broken down into presentations followed by a Q and A session run on the Teams app. Please download the link here and install it[aw1] .

The Convenors will endeavor to contact each of the speakers including the moderator at least two days before the conference to ensure that they have set up the app and run them through the system.

Each speaker will be given 10 minutes to discuss the most pressing questions on the topic chosen based on their personal experiences and areas of expertise.

The moderator will then open up the session for discussion to make interventions for a maximum of 5 minutes.

A twitter thread on the topic will have been set up by Friday 9th October 2020 to allow people to already begin posing their questions. Please check on[aw2] #researchweek2020

After they all speak, the moderator is encouraged to look through the chat and the twitter handle and pick out 1-2 questions per speaker. We would like to have at least 2 rounds of questions.

The twitter hashtag for this conference is #ResearchWeek2020

SPEAKER GUIDELINES

This will be a 2-hour session run on the teams app with 50 minutes allocated for all presentations after which there will be a Q and A session and plenary input.

Kindly download the link here and install it. (preferably on PC)

…………………. (the contact person) and will get in touch with you by ………….. to test your system and help you familiarize yourself with it.

Contact details:

The moderator will introduce the session and give a brief bio as well as set the stage by discussing the importance of the webinar. Please confirm your bio as set out above. If we do not hear back on this action, we will proceed with the bios as drafted above.

Each speaker will have 10 minutes to present.

The moderator will control the speaking times for each of the panellists during the webinar.

All microphones will be muted to avoid background noise and interruptions.

Please remember to mute your microphone after you speak.

All questions will be directed to your chat box for ease of the session and will be read out by the moderator for response from the panel.

However, after the session we will share all unanswered questions with the panel, kindly do take the time to prepare responses, which we will forward to the audience. Further, you can tweet your answers by tagging @dvcrie and #researchweek2020s. If this is not possible please send them to us at ……………………………….and we will circulate the responses.

Convenor Guidelines

Convenors will be physically located on the 14th or 15th floor of the UoN Tower
They should have WhatsApp group with their admin and ICT support in advance for ease of communication
They are in charge of organising Deans speeches

ICT Support Guidelines

The lead ICT officer should be physically in the room with the admin and moderators. Allocations are already done.
They need to be in the room for the duration of the conference in case of any technical challenges.
They are to assist in all technical related support for the moderator including and not limited to training, loading of documents and transitioning of panels and participants from plenary to sessions.
Ensure all special needs related support like subtitles are activated.
COVID Guidelines

Kindly ensure that all staff are following national health guidelines

Participant Guidelines

All participant microphones and videos will be turned off
Unless otherwise agreed by the individual session moderator all questions should be posted in the Q and A section or the chat box
The conference will be using Microsoft teams. Kindly download the link …. and install it. (preferably on a PC)
A twitter thread on the topic will have been set up by Friday 9th October 2020 to allow people to already begin posing their questions. Please check on #ResearchWeek2020
However, after the session we will share all unanswered questions with the panel, kindly do take the time to prepare responses that we will forward to the audience. Further, you can tweet your answers by tagging @dvcrie and #ResearchWeek2020. If this is not possible please send them to us at ……………………………….and we will circulate the responses.
Should you have a special need kindly reach out to the contact person xxxx The sessions have been activated for subtitles.

Communication Team Guidelines

Videos will be recorded 2 days in advance and shared with the conference convenors and their ICT support at least 1 day in advance
They are responsible for all social media outreach
The team will liaise with our web champions to ensure wide dissemination of the conversations

[aw1]Insert link here

[aw2]Insert dvcrie twitter handle and hashtag here