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Training Sessions for Volunteers & Presenters

Volunteer Training (4/16, 12-2PM EST)
Training for all volunteers. You do not have to be present for entire session. Ask any/all questions about your role.
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Presenter Training (4/16, 2-4PM EST)
Mock sessions for all student presenters. You will have 8 minutes to practice your presentation & ask questions about presenting.
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Complete Guides to the 2021 Whalen Symposium

Whether you're a presenter, a volunteer, or an audience member, these guides will help you navigate our virtual conference. People requiring accommodations should contact whalen@ithaca.edu as soon as possible.

Preparing for the Symposium
Thank you for attending our annual Whalen Symposium! This year is our first year hosting the symposium completely virtually, so please bear with us and enjoy the symposium.

The symposium is broken up over three days:

  • Monday, April 19 from 4PM-7PM EST (School of Humanities & Sciences);
  • Tuesday, April 20 from 4PM-6PM EST (Schools of Business, Communications, and Music); and
  • Wednesday, April 21 from 4PM-7PM EST (School of Health Sciences & Human Performance).

We encourage you to attend sessions on all three days of the symposium!

In order to view any live presentations at Whalen, you must have a computer or phone with access to Zoom. Zoom can be downloaded by clicking here, and you can find user guides to Zoom by clicking here. If you do not have access to Zoom, you will not be able to view any live sessions, but you can still view student posters and presentations by viewing the Whalen Symposium Digital Archive, where students have posted artifacts of their presentations for you to view at any time.

Your home page for navigating the Whalen Symposium is here at https://ithaca.edu/2021-whalen-symposium. You will be able to see the full presentation schedule for each day by clicking the corresponding links.

We advise that you look over the presentations happening and decide which presentations you would like to attend before the conference, so you can be prepared to enter (and potentially move) from Zoom room to Zoom room.

Day of Show: Oral Presentations

Click the link to join the Zoom room of your choice. You will likely be sent to a waiting room before you are able to enter the session. Each presentation will begin promptly at the time it was scheduled. Please keep your microphone muted for the entire duration of the presentations. After each student has presented, the moderator will open the floor for questions. At this time, you may unmute yourself and ask any questions you might have. Please make your questions brief, as there is only a 10 minute time period for all presenters to answer audience questions. If you wish to speak to presenters about their presentations more, you can find their contact information on the 2021 Whalen Digital Archive.

If you need to switch Zoom rooms in the middle of a session, please leave the session quietly and then click the link to open the next room. You will be sent to a waiting room and the Zoom moderator will let you in. The rules are the same for each oral presentation room.

Once a session is over, the Zoom moderator will end the Zoom call, and you can navigate to your next session.

Day of Show: Poster Presentations

In order to view student posters, find the poster you are interested in on the 2021 Whalen schedule page and click the link to view the poster and other important artifacts associated with the research. If you have any questions or comments, or would like the authors of the presentation to give you an overview of their work, click to open the Zoom room for the corresponding poster session.

Once you enter the Zoom room, a moderator will greet you. Let the moderator know which poster you’re interested in looking at, and they will put you in a breakout room with the authors of the poster. You are free to ask questions and interact with presenters for as long as you want, but be mindful of other audience members and their questions as well. When you are finished talking with the presenters, you can either leave the Zoom call entirely, or leave your breakout room and ask the Zoom moderator to put you in a different room.

Once a session is over, the Zoom moderator will end the Zoom call, and you can navigate to your next session.

We encourage all audience members to attend our closing awards ceremony each evening at 6:00PM EST in order to celebrate all student presenters, as well as student finalists and award winners!

Oral Presentations:

Preparing for presentations
Your full presentation, not including questions, should take no more than 8 minutes. Your presentation will begin promptly at your scheduled time. The link to your session can be found on the schedule page of your presentation's day. A Zoom moderator will private message you at the 5-minute and 7-minute mark to give you an idea of timing.

If you are sharing your screen in order to show a PowerPoint, poster, video, or any other media, let the Zoom moderator know ahead of time so they can make you a co-host. Only one member of your team should be sharing their screen, so if you have multiple things to present, make sure the member who is sharing the screen has access to all of them.

Have your presentation opened and ready to share before the session starts.

Day of Show

You must join your Zoom session 10 minutes before your session start time. For example, if your presentation is scheduled for 4:30, you are part of the 4-5PM session, so you must be on the call no later than 3:50PM so the moderators can ensure that everyone is prepared and ready for the session. Use the session link shared on the schedule. You must stay on your session call for the entire duration. The audience members will ask questions at the end.

Please keep your microphone muted until it is your time to present or answer questions. Only share your screen when it is your turn to present.

If you are an award finalist, there will be a judge scoring your presentation based on the following criteria: purpose/rationale of research, techniques and methods, results, relevance of research, originality and creativity, and cogency and visual appearance of presentation. There are a maximum of 4 points per category, with a total of 24 possible points. All finalists are expected to attend the live award ceremony from 6:00PM-7:00PM.

Poster Presentations:

Preparing for presentations
You will be put in a breakout room with all members of your group to present. Attendees may filter in and out of your Zoom room to view your poster and ask questions. A Zoom moderator will be responsible for moderating movement between rooms. There should be at least one presenter in your room at all times. You must remain in your room for at least 30 minutes to answer questions.

Some audience members may enter your room without viewing your poster, so have a brief summary of your research ready to explain.

Day of Show

You must join your Zoom session 10 minutes before your session start time. Use the session link that is on the web schedule. Please share your poster on your screen for viewers to look at as they speak with you.

If you are an award finalist, you must remain in your Zoom room for at least 30 minutes, and until a judge reviews your presentation. Judges will ask questions about your presentation. Judges will score your presentation based on the following criteria: purpose/rationale of research, techniques and methods, results, relevance of research, originality and creativity, and cogency and visual appearance of presentation. There are a maximum of 4 points per category, with a total of 24 possible points. All finalists are expected to attend the live award ceremony from 6:00PM-7:00PM.

Because this process involves people filtering in and out of your Zoom room, there may be an instance where you are speaking with an audience member about your poster, when another audience member enters the room. Be sure to acknowledge and greet anyone who enters your room, and let them know you will finish up with the person you’re talking to before addressing their questions.

Moderators:

Role Overview
On the day of the Symposium, Moderators will welcome attendees, introduce speakers, and facilitate brief Q+A's. Moderators are also responsible for assisting attendees with navigating Zoom and the online conference space. You need to be available for at least 1.5 hours of the conference.

Day of Show – Oral Presentations only

Go to the schedule page for your day of Whalen and click the Zoom link to open your session. You will be given a list of presenters for your hour-long session. 10 minutes before the session starts, you will meet with presenters and the Zoom moderator and go over any final details. Make sure that the students:

  1. Know the order in which they are speaking (you will announce this as well)
  2. Have their presentation materials open and ready to share via the Share Screen function

When the session starts, greet attendees and go over a few Zoom etiquette rules before introducing the first student presentation. Make sure to ask attendees to:

  1. Mute themselves for all presentation sessions
  2. Refrain from using any inappropriate language or gestures in chat or on video
  3. Save questions for the end of the session (you will let them know when they can unmute to ask questions).

After each presentation, the students should unshare their screens and mute themselves, so you may announce the next series of presentations. The students who are presenting next will then share their screens.

Once presentations are finished, (around the 40-minute mark), thank presenters for their time and open the floor for audience questions. At this time, all student may unmute themselves in order to answer questions. Try to ensure that each question is answered only briefly, as there is 10 minutes for questions posed to all presenters.

At the 50-minute mark, you will thank attendees for coming, and let them know to go to their next session. Assist attendees with any questions they might have about the conference and navigating before closing the Zoom room.

Time Keeper / Zoom Moderators:

Role Overview
On the day of the Symposium, Time Keepers will monitor Zoom rooms for appropriate conduct and admit users as needed. Time Keepers will also be responsible for messaging student presenters to remind them of when their presentation time is up. You need to be available for at least 1.5 hours of the conference. Zoom moderators should be proficient in using Zoom.

  • GUIDELINES FOR ORAL SESSIONS

Pre-Show Responsibilities

Conference & Event Services will create the Zoom room on your behalf, listing you as the host

Day of Show

You should have been emailed a unique link to open the Zoom room. Make sure you use your personal link and not the link on the public Whalen site. Please open the Zoom room no later than 15 minutes before the scheduled presentation time. The Moderator will welcome student presenters and make sure they are ready to present. Please identify which students will need to share their screen for their presentation, and assign them the role of "Co-Host." There should be no more than one co-host per presentation, so the student who is the co-host should be ready to share all necessary materials.

When the session time starts, you will open the waiting room and allow all attendees to enter the session. Make sure that all attendees are muted upon entry. You can mute them yourself if they do not. Watch over the Zoom videos and chat to make sure that attendees are behaving appropriately. You may remove attendees from the meeting if they are behaving inappropriately.

You are also responsible for letting the students know when their presentation will be over. Each presentation should start at the 10 minute mark of the hour (e.g., 4:10PM). Once presenters have spoken for 5 minutes (e.g., 4:15PM), private message the lead presenter and write “3 minutes left.” When the presenter has spoken a total of 7 minutes, private message the presenter once more and write “1 minute left.” If the presenter goes over time, you may either intervene or ask that the Moderator intervenes.

At the 50-minute mark, the Moderator will thank attendees for coming. Keep the Zoom room open until the 55-minute mark, at which point you can close out the Zoom call.

  • GUIDELINES FOR POSTER SESSIONS

Pre-Show Responsibilities

Conference & Event Services will create the Zoom room on your behalf, listing you as the hostAllow participants to assign themselves to breakout rooms.

Day of Show

You should have been emailed a unique link to open the Zoom room. Make sure you use your personal link and not the link on the public Whalen site. Please open the Zoom room no later than 15 minutes before the scheduled presentation time. Each breakout room for posters has been automatically created by CES. Make sure all participants can assign themselves to breakout rooms.

Students will log onto the call 10 minutes before the session starts, and they will tell you which breakout room they should be in if they are unable to assign themselves to it.

When the session time starts, you will open the waiting room and allow all attendees to enter the session. Greet attendees and let them know they can assign themselves to whichever breakout room they are interested in. Some attendees may need your help in assigning them to breakout rooms.

At the 50-minute mark, please close out the breakout rooms. Attendees and students will be brought back to the lobby with you. Direct them to the Whalen website for the next session. Keep the Zoom room open until the 55-minute mark, at which point you can close out the Zoom call.

Finalist Judges:

Role Overview
On the day of the Symposium, judges will be assigned abstracts and presentations to grade based on a provided rubric. Judges will navigate the Zoom rooms and attend presentations as needed. You will need to quickly submit your graded rubrics to the Whalen Coordinator before the end of the conference. You will need to be available for at least 1.5 hours of the conference.

Day of Show – Oral Presentations

Go to the schedule page for your day of Whalen and click the Zoom link to open your session. You will be given a list of presenters for your session. You are responsible for judging all award finalists in your session.

You will be submitting a rubric via Qualtrics survey for each assignment, so if you judge 2 presentations, you will submit the Qualtrics rubric twice. The rubric will be based on the following criteria: purpose/rationale of research, techniques and methods, results, relevance of research, originality and creativity, and cogency and visual appearance of presentation. You will assign a maximum of 4 points per category, with a total of 24 possible points. Please add comments you feel are important as necessary, as they will help us decide on winning presentations. Feel free to ask presenters questions.