CEDAR email: CEDAR 2023 Virtual Component Recommendations

[Lindsay Goodwin]

Hi All,

People are enthusiastic about having a virtual component to CEDAR, and we
want conveners to engage in a virtual component for their session if/how
they feel comfortable. If you do plan on having a virtual component, CEDAR
has the following suggestions:

   -

   We want conveners to use whatever platform they are comfortable with,
   but we are encouraging everyone to use Zoom if possible for consistency.
   -

   Let your speakers know in advance if you intend to have a virtual
   component to your session, and if you wish to post a recording.
   -

   Post the link to your session (and ultimately the recording) at the top
   of your session page on the CEDAR website. Please contact UCAR if you are
   experiencing issues updating your session page.
   -

   Post the agenda for your session several days before the CEDAR workshop
   in order to give attendees enough time to plan their day
   -

   Establish meetings such that attendees are muted when they enter the
   session, and so zoom notification "chimes" are turned off (see here for
   more info
   <https://www.iq.harvard.edu/faq/how-do-i-disable-enterexit-chime-zoom-meeting>
   ).
   -

   Do not require people to be manually admitted, and hide the "participants
   window" and "meeting controls".
   -

   If there are questions from the in-person audience, either pass around a
   microphone connected to the zoom session or have the speaker/moderator
   repeat them for the virtual attendees.
   -

   Consider alternating between a few questions from the in-person audience
   and a few questions from the online audience.
   -

   Assign an in-person or online moderator specifically to monitor online
   activity and questions throughout the session.
   -

   Slido can be used to ask and vote on questions anonymously and may
   encourage student participation. Consider using this (or software with
   similar functionality) if it makes sense for your session.
   -

   To reduce the amount of laptop switching, encourage your presenters to
   hand in their slides before the session.
   -

   If you do have speakers who are switching laptops, make sure they are
   logged into the virtual session, that virtual participants can hear and see
   their talk (share their screen), and be mindful of audio feedback (only
   have one presenter laptop unmuted in the room at a time).
   -

   For online presenters, encourage them to arrive a few minutes early to
   the session to test that the screen sharing of their presentation is
   working properly.
   -

   Test your equipment before the session begins.

More general session tips can be found here
<https://cedarscience.org/workshop-proposal-guidelines>.

Please feel free to reach if you have any questions, and we look forward to
seeing you at CEDAR 2023!

Best,

Lindsay Goodwin, various other CSSC members, and DEI Tag-Up meeting
attendees
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