Instructions for ASEEES 2020 - Virtual Presentations

Instructions for ASEEES 2020 - Virtual Presentations
posted Oct 21, revised on Oct 28

The Virtual Convention website is now live:
aseees2020.secure-platform.com/a/organizations/main/home 

Please note that the website is not in its final form. We are still entering changes in the Schedule, including entertainment breaks, networking events, and the film series and adding new exhibitors in the virtual exhibit hall. We ask for your patience.

First please review the Guide for Attendees and the Attendee/Presenter checklist.

Log in

Please log in before November 5  to test your log-in credentials. To log in, select “ASEEES Login” on the left. Enter your registered email address and select “Sign In”. You will automatically receive an email in your inbox with a new link to the website. If you have registered for the convention and are having problems logging in, please submit the problem on this problem report form, and the ASEEES staff will respond expeditiously.

Instructions for Virtual Presentations

Go to the Schedule and find the sessions in which you are participating or want to attend. You can add them to your favorites by clicking on the star next to the session title. Once you are logged into the site, you can freely move about between sessions.  You can join a session 15 minutes before its start time by selecting “Join Session.” In most cases, attendees will be muted and should use the chat box to ask questions. 

Zoom links will be provided by ASEEES for each Convention session and meetings. All session Zoom links are embedded on the convention site with password protection and cannot be shared or sent out to participants separately. 

The Session Manager (Zoom Host) will oversee the technical elements of the session. The Session Manager is considered the meeting host (per Zoom vernacular), but all panelists will be added as co-hosts once they are accepted into the session.  

Therefore, while it is essential for Session Managers to be well prepared to host the session, we recommend that all presenters, chairs, and discussants prepare themselves

by watching the Zoom Host tutorial video (follow-up Q&A recording 1 and recording 2)

and review our thorough step-by-step process ASEEES Session Manager (Zoom host) Check List

We also offer these other guides: 
Zoom Host tutorial PPT
Guide for Presenters
Attendee/Presenter checklist

Chair or Discussant should take on the responsibility of reading the questions and comments in the chat.

The session should end promptly as there is likely another session in the Zoom "room" immediately after your session.

Pre-Recording Presentations

If it’s necessary or preferable as a presenter, you are welcome to pre-record your presentation. Please review the Guide on Pre-Recording. (This is a generic guide. We are not accepting a recording of an entire session.) It is recommended that one or two individuals on the panel have a copy of the recording stored on their computer. We expect all panelists to be in the Zoom session for live q&a and discussion following the presentations.

If you prefer to have the Session Manager play your recording, you can also upload it on the Pre-recording Submission Form. You will need to log in to submit.

Instructions on No Shows

While we have asked all participants to confirm participation and register, if a panel participant does not show, we recommend proceeding forward as best as possible. Session recordings will be accessible for up to one year by attendees. 

Session Recording Policy and Opt Out

  • ASEEES’s default policy is to record all sessions. (The Session Manager must start recording the session). However, if you do not wish to have your session recorded, please tell the Session Manager while in the waiting room/before the session begins. 

  • If a presenter requests not to be recorded, the Session Manager can pause the recording while the presenter reads their paper and restart recording after their presentation. 

  • All recorded sessions will be uploaded onto the convention site and be available for viewing by the 2020 convention registrants for one year.

  • We cannot edit recordings. If a session participant asks us to take down their recorded presentation, we will take the entire session down. 

Practice

We recommend that you schedule a practice for your session with your own Zoom account prior to the convention. We have scheduled an open Zoom rehearsals for speakers who would like to practice their presentations or ask any questions: Fri, Oct 30, 2020 11:00 AM Eastern Time (US and Canada) Please register HERE.

Some practice sessions will be available on our Virtual Convention site on Nov 2-3.

Please DO NOT reach out to the assigned Session Manager to help with any preparatory meetings. They are volunteers and were asked to only help out during the Convention. 

For more information visit: Frequently Asked Questions 
For registration and membership questions, contact aseees@pitt.edu
For convention schedule questions, contact aseeescn@pitt.edu
For session changes, complete Session Change Request or contact aseees.proposal@pitt.edu