Virtual attendees will be able to access in-person sessions in real time through a Zoom link for the session (found in Whova). In-person attendees will be seeing the virtual presentations live as they are delivered over Zoom and shown on the large screens in the session rooms. The entirety of each session will be recorded via Zoom. All presenters must use the dedicated podium laptop (windows machine).In-person authors will need to upload their slides to conference Google Drive by May 22, and pre-load their slides onto this laptop prior to the session start time (between 8-9 am the day of your talk). All paper and panel sessions will be simultaneously delivered virtually and in-person.
Guidance for In-person Presenters
By Sunday May 22: Ensure that your presentation materials are uploaded to the RESPECT 2022 Google Drive folder (Instructions here) by Sunday, May 22, 2022 at 5 pm EST
Morning of your talk: Ensure that your presentation materials are downloaded on the podium laptop in your scheduled presentation room between 8-9 am the morning of your presentation
Please remember that your audience is not only the people in the room with you, but you have a virtual audience as well.
Speak slowly — you need to be understood by the virtual audience as well as the in-person audience
It’s okay to look at the laptop! Acknowledging and speaking directly to the virtual audience during your presentation is highly encouraged (you can also use this time to check your notes, or remind yourself of where you are).
The session chair will be moderating the Q&A and will be ensuring that you are answering questions from both audiences.
We encourage you to take some time after your presentation to engage with the questions and comments on the Whova platform.
Guidance for Virtual Presenters
Speak slowly — you need to be understood by the in-person audience as well as the virtual audience.
We plan to have the other virtual attendees visible to the virtual presenters, so you are able to see at least some of your audience.
The session chair will be moderating the Q&A and will be ensuring that you are answering questions from both audiences.
If you have difficulty hearing any of the questions from the in-person attendees, please alert the session chair so that they can either repeat the question, or type it into the Whova chat.
Guidance for Chairs and Tech volunteers
The Room Tech will login to the zoom for the paper or panel session via the podium laptop, and will ensure that virtual attendees are able to hear the presentation, and have a visual of the presenter.
The Room Tech will also activate zoom captions to be viewed by in-person audience
The Zoom chair will login 15 minutes in advance and confirm that they can hear the Room Tech
The Zoom chair will ensure that the session is recorded via Zoom
The Zoom chair will ensure that the automatic transcripting/captioning via Zoom is turned on [it should be automatic through the Zoom settings we’ve set]
The Zoom chair will ask that virtual attendees to use Whova chat, and only send private messages as needed to the Zoom chair in case of difficulties. (Zoom chairs instructions)
The Session chair will ensure that the presentations are all loaded before the session (ideally during breakfast that day)
The Session chair will double check that virtual attendees are able to hear the presentation, view closed captions, and have a visual of the presenter.
The session chair will moderate the Q&A, alternating between in-person and Whova questions.
The Session Chair will ask the Room Tech for assistance as needed.
Guidance for In-person Attendees
When asking questions during the Q&A, use the microphone. This not only shows respect for the other attendees in the room with you, but it will be essential to ensuring that your virtual colleagues can also hear your question and the subsequent response.
We encourage you to utilize Whova as a place to dialogue with other attendees who are not physically present in Philadelphia. Ask questions in the Whova session chat
Guidance for Virtual Attendees
Please utilize the Whova chat and question features, not the Zoom chat. Zoom is going to be our primary session recording platform. We would like to minimize chat notifications appearing in the recording.
If you are having difficulty in understanding the presenter, or in-person attendees during the Q&A, please notify the session chair so that we can adjust and support your full participation in the sessions.