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Author of this padlet:
Reto Schürch, Careum Bildungsmanagement.
Contact: reto.schuerch@careum.ch

Suggested citation.
SCHÜRCH, R. 2020.

Practical guide to online conference.

https://careum.link/online_conferences
Licence: CC BY-NC 4.0

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In each phase there is a need of offering support: Ahead and during the conference.

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Software and licences

Laptops

LAN connection

Microphone and interfaces

Cameras and maybe mixer / live cutting

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After the event keep your next event in mind.

Debriefing & evaluation

Prepare space for documents, recordings for participants

Key questions

What worked well?

What could be done better?

What do I need to test again?

Is there any missing equipment I need next?

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Important points to concider during conference day

Direction (leading technic and program sequences)

Team briefing

Teachers room (ex. etherpad)

Onboarding participants

Support

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Testing equipment and software (tools) is most important.

Run technic checks with important people.

Generate checklists, descriptions of roles and briefings.

Scenarios including special localtions or studios: Conduct rehearsals (Analogy: TV show).

Key questions

What do I need to test? > creating list of testing / test scenarios

With whom do I need to run technic checks?

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Create an online program

Link collaborative documents to the program

Integrate support guidance

Online program have 3 major goals:

Single point of entry for participants

Update the program very quickly

Communication in case of emergency

Possible tools: Padlet, Miro, Trello
Example > check Padlet Ressources

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(Video) Conference system / collaboration documents / support

Key questions

Which systems (ex. Zoom, Teams, WebEx, Wonder, Gather Town etc.) and which collaborative tools (ex. Padlet, Miro, Trello, Etherpad (example: yopad.eu) etc.) do I use?

How do I configure the settings to make it easy to use and to avoid disturbance?

What kind of support do I offer?

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Good communication is essential.
Communication must be just in time (when do I communicate which information)

Participants

Content / technic / preparation / guidance and support / Hilfestellungen

Example:

2 weeks ahead of conference: Check of technic

2-3 days ahead of conference: Link to the online program

Organisational team and speakers

Briefing (descriptions of their role / program sequences) / checks of technic / rehearsals

Key questions

Who and when do I inform people? What do I need to communicate to them?

With whom do I need to run a briefing, a test or a rehearsal?

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Create the different sequences of the program and develop a script (concider didactical aspects as well as technical aspects)

Design the items of the agenda / plan the collabrative parts

Develop plan B

Drawings of technical setups > drawings by hand or computer figures

Possible tools: Word, Excel
Script template > check Padlet Ressources
Example conception of a conference: Forum 2020

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Online conferences

Video conferences using 1 laptop per person

Video conferences using special locations and multiple cameras

Studio = Seminar / meeting room

Studio = Eventlocation

Studio = professional studio

Video conferences using social environments (gather town, wonder, etc.)

Hybride conferences

Hybride conferences: Participants on location as well as online

Hint: Do not forget to reconnoitre the location (LocationScouting)...

Key questions

What kind of atmosphere do I want to create?

What are you able to implement technically?

What team do I need for the implementation?

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Check the ressource-padlet for templates, documentations, links, examples