Organizing Online Events
Abstract
- Abstract
- en This is a compilation of over 100 slides which were presented in different block courses on Organizing Online Events that were attended by colleagues and members of The Africa Multiple Cluster of Excellence at the University of Bayreuth. Each of them was tailored for different events and attendees – from new student assistants to professors of partner institutions. We used Zoom Meetings and Zoom Webinars, but also administrative platforms and OBS and Restream for streaming onto other platforms. Most courses were structured into eight modules, comprising Basics, Installation of Zoom Webinars/Meetings, Recording, Streaming, Mixed Formats, (internal) Administrative Tasks, Problem Management, and After the Event. Some modules are designed for beginners, some for experienced colleagues.
Description
- Full text
-
Organizing Online Events
Petra Steiner, Natalie Röthlingshöfer, Nicola Dörrbecker, Robert
Debusmann, Stephanie Jassat, Alice von der Osten, Lilly Geißler
@ Cluster of Excellence, Africa Multiple, University of Bayreuth, Germany
This is a compilation of slides which were presented in different block courses on Organizing Online
Events that were attended by colleagues and members of the Cluster of Excellence Africa Multiple at
the University of Bayreuth. Each of them was tailored for different events and attendees – from new
student assistants to professors of partner institutions.
We used Zoom Meetings and Zoom Webinars, but also administrative platforms and
OBS and
Restream for streaming onto other platforms. Most courses were structured into eight modules (see
next slide), comprising Basics, Installation of Zoom Webinars/Meetings, Recording, Streaming, Mixed
Formats, (internal) Administrative Tasks, Problem Management, and After the Event. Some modules
are designed for beginners, some for experienced colleagues. Technical Rehearsals were obligatory for
all participants.
As our skills and knowledge were growing, team members became important contributors. Finally, we
decided to share our experience with others.
The circumstances of the last two years were sometimes rough. We like to thank everybody who
helped us with advice, trust, patience, and collaboration as digital hosts and co-hosts, namely Alice von
der Osten, Anne Kummer, Farzam Abrishami, Fatima Ghanem, Gregor Gawor, Jelena Mijajlovic, Lilly
Geißler, Maryam Khourmehr, Olenka Pankiv, Sabine Lieske, and Theresa Reß.
Petra Steiner, Natalie Röthlingshöfer, Nicola Dörrbecker, Robert Debusmann, Stephanie Jassat
Introduction
2
Example Preliminary Schedule
3
2, 4, 8: advanced modules
The introduction and all rehearsals are obligatory.
•
Internship/Praktikum is highly recommended.
The concrete planning was carried out collaboratively via DFN Terminplaner
Comments are marked by blue color.
10:00 – 11:00 Socializing, motivation, goals, assignments to modules
11:00 – 11:10 Short break
11:10 – 12:20 Roles, functions and first tricks
13:30 – 14:30 Module 2:
Administrative preparations @ Uni Bayreuth.
The user interface for setting up a meeting
Differences between webinars and meetings
Unauthoritative to authoritative, risky to safe settings
15:00 – 16:00 Module 4:
Streaming: Youtube, Facebook, Restream, OBS
Example Schedule Day 1
4
Module 1
Introduction
Principle
不闻不若闻之，闻之不若见之，见之不若知
之，知之不若行之；学至于行之而止矣。
"Not hearing is not as good as hearing, hearing
is not as good as seeing, seeing is not as good
as knowing, knowing is not as good as acting;
true learning continues until it is put into
action.“ Xunzi
https://english.stackexchange.com/questions/226886/origin-of-i-hear-and-i-forget-i-see-and-
i-remember-i-do-and-i-understand
Why are we here?
8
Socializing
•
Now gather in groups of two
•
Tell the other one a bit about yourself (mostly on the
professional level) and what made you come to this course
(each 3 min!)
•
Afterwards the groups come back together
•
Now you will introduce your partner to the audience and will
be adding something that is not true about her/him
•
The audience has to listen carefully and has to guess what was
wrong in the description
Task developed by colleagues of RDM Helpdesk, FSU Jena, 2019
3
minutes left
2
minutes left
1
minute left
3
minutes left
Now, it is the other person’s turn
2
minutes left
1
minute left
Time is up!
Come back
together
16
Please introduce each other now...
•
Avoid the White Knight Method, be
proactive
•
Improving communication and mutual
understanding
•
Put planning and organization on a
realistic foundation
•
Helping colleagues in socializing and
networking
•
Find collaborations and key persons
•
Prepare ourselves for coming events
•
Test different settings
•
Improving own skills and knowledge
My Motivation
17
https://commons.wikimedia.org/wiki/File:324_The_Romance_of_King_Arthur.jpg
Dealing with Dragons
18
https://static.wikia.nocookie.net/drachen/images/e/e8/Frau_Mahlzahn_Augsburger_Puppen
kiste.jpg/revision/latest?cb=20160227115822&path-prefix=de
https://static.wikia.nocookie.net/drachen/images/e/e2/Goldener_Drache_der_Weisheit_-
_Augsburger_Puppenkiste.JPG/revision/latest?cb=20160227120021&path-prefix=de
Roles and Tasks
19
Photo by Product School on Unsplash
Role
Tasks
Skills and Scopes
Event Host, Chair,
Moderator
Organizing the content,
moderation during the
event, introducing others
Camera, microphone, (often also
recording if assigned a role as
host or co-host)
Co-Chair, Co-Moderator
Similar to Event Host
Camera, microphone, (recording
if assigned)
Panelist/Participant
Participation in discussion
Cam, mic, chat, can respond to
Q&A, show presentations
Attendee (Zuschauer)
“audience”
Only in webinars with a partial or
no participation in Q&A /chat,
no cam, mic after permission
Roles and Tasks – Real Life Perspective
20
Role
Tasks
Skills and Scopes
Digital Administrator
Organizing the digital part;
administration of the digital
meeting or webinar.
Cam, mic, recording,
streaming, adding and
blocking people, do all
kinds of setting, e.g.
chat permission,
generation of reports
Digital Co-Administrator
Appointed by Digital
Administrator
Can do almost the
same as the Digital
Administrator.
Roles and Tasks – Digital Settings
21
Role
Tasks
Skills
Digital Host
Often identical with the Digital
Administrator but the role can be
assigned during an event
Cam, mic, recording, streaming, adding
and blocking people, change some
settings during the meeting, e.g. chat
permission, assign rights
Digital Co-
Host
Co-Admins enter as Co-Hosts or
Hosts. This role can also be assigned
during an event by the Digital Host.
Often one of the moderators has this
technical function to moderate the
chat or Q&A sessions.
Similar to Digital Host but can differ
according to settings, co-hosts can also
do the recording.
Alternative
Moderator
Alternative Moderators can start the
Zoom event and are then Digital Host
until the Digital Administrator enters.
After this they become Co-Hosts.
Same as Digital Host (when starting)
or Co-Host (otherwise)
Roles and Tasks – Digital Perspective
22
Who
Tasks
How
Often by host or co-host
Recording
To a local mp4 file
Often by host or co-host or
externally
Streaming
e.g. to Youtube
Often by co-host or panelist
Communication
second channel, e.g.
whatsapp
Host, student assistant …
Storage, Publication
e.g. to Panopto, Youtube
Other Digital Tasks
23
Who
Tasks
How
Often by office assistant,
student assistant
Catering
Pizza, tea, coffee, snacks
By Office assistant, student
assistants
Hygienic Supervisors
Air & wipe,
coordinate lists of attendance
By student assistant
Election assistant
Host, Digital Host
Legal Supervisor
Consent forms: distribute, collect,
control, forward
Digital host to student assistant
Security
Close doors, phone calls for the
way home
Office assistants, team
assistant
Time and Task
Management
Schedules of online events, virtual
rooms and lecture halls, task lists
Other Administrative and Organisational Tasks
24
Functions
Let us see what is there
25
Practice, 15 minutes, activities is up to attendants. If possible, show users what to do in case of
hostile intrusion. Blocking of chats, locking the event, waiting room, use of breakout room for
checking out strangers, explain exclusion and caveat that the dismissed could not come back.
Webinar, Plenarvorträge
Digital Admin/Host: …
Digital Co-Admin/Co-Host: …
Alternative Host:
Recording etc.:
Event Hosts, Moderator*innen, Dolmetsch …
Panel 1, Meeting
Digital Admin/Host:
Digital Co-Admin/Co-Host:
Alternative Host:
Recording etc.:
Event Hosts, Moderator*innen, Dolmetsch …
Panel 2, Meeting
Digital Admin/Host:
Digital Co-Admin/Co-Host:
Alternative Host:
Recording etc:
Event Hosts, Moderator*innen, Dolmetsch …
Information Desk, Beratung, Begrüßung, Begegnung
Digital Admin/Host:
Digital Co-Admin/Co-Host:
Alternative Host: (extern, Bereitschaft)
Real life:
•
Hygienekonzept
•
Kamera-ITS-Beauftragte
•
Technik-Beauftragte (Zusammenarbeit xy)
•
Registrierungen (xy)
•
Inklusionsbeauftragte: Event Hosts
•
Recordings/Panopto: xy, and many more!
Emergency Room, DFN-Conf:
1 substitute Webinar, 1 substitute Meeting:
People and Groups
Concrete example for conf preparation
Milestones and Rehearsals
27
Two internal rehearsals: 5.-9.7. (three groups with event hosts etc.)
Final rehearsals: 12.-14.7. (three groups, with everybody involved)
For conferences: Use a planning device (here Gitlab) and
introduce it to the colleagues.
Group Tasks
28
1.
Choose a second channel
2.
Fix your roles (e.g. Admin/Co-Admin)
3.
Choose a time coordinator (for developing your work plan)
a.
When are you not available?
b.
When do you want to be off-campus? (minimum: 1 of the
(co-)hosts)
c.
Where will you sit when you are on-campus?
d.
Start planning your next rehearsal by DFN Terminplaner
e.
and write a draft version for your convenors (in
cooperation with other groups and Natalie) (who?)
4.
Other tasks: security officer, food!, coordination of storage
For conferences; do this in breakout rooms.
Start with your planning
in a breakout session
Discussion and Feedback – what else do we
need (to do)
• Discussion forum
• Useful texts and checklists
• Background and break slides
• Text snippets
Elearning Platform
31
Take Home Messages
• Roles https://padlet.com/address1
• Functions https://padlet.com/address2
Collect it together
Reference on White Knights
• Tannen, Deborah (1994). Talking from 9 to 5.
How women’s and men’s conversational styles
affect who gets heard, who gets credit and
what gets done at work. New York NY:
Morrow.
Thanks for getting involved!
Looking forward to seeing you again.
Module 2
Installation of Online Events and Webinars
Administrative Preparations
1. Create a Zoom profile
a.
ONLY via uni-bayreuth.zoom.us
b.
Information: https://www.its.uni-
bayreuth.de/de/erklaerungen/zoom_dienst/
c.
Have a look at the profile and change it
2. Apply for a Webinar license at [generic email
address] (Herr XY)
This is your home assignment.
Please start very soon with it.
How it looks
Meetings vs. Webinars
Meeting
• Interactive
• Break-out sessions are
possible
Webinar
• Lecture hall with audience
• Restricted ways of
communication
• Attendees in listen-only
mode
Security Features
• Meeting > Webinar
• Everybody gets an
invitation as panelist
• Chat among everybody
• Everybody can see
other’s questions
• Renaming is possible
• Webinar > Meeting
• Audience
• Single registration with
manual approval
• Disable chat
• No Question &
Answering
• Lock the webinar
liberal, risky
authoritative, secure
Learning by Doing A
• assign rights to co-admins
• check the co-admins and alternative hosts
• transfer a template to the co-admin’s event
• load a list of registrants to your event
• generate the call-in numbers
For conferences
Learning by Doing B
• Q&A, add translators, how to do double-pinning
• Create an emergency room at DFNConf
• Task: prepare an emergency email
For conferences
Thanks for getting involved!
Looking forward to seeing you again.
Module 4
Streaming
Three Options
• A. Streaming from Zoom (directly ) to Facebook or
YouTube (for the host)
• B. Streaming from Zoom to FB and YT via a multistreaming
platform, e.g. restream.io (for the host). Does currently
not work due to security restrictions of the university.
• C. Workaround for everybody(!) via OBS
• We look at A. and start with C.
Getting started with OBS
•
Install OBS https://obsproject.com/download
•
Open OBS and your Zoom Meeting/Webinar
•
Maybe necessary: After you have chosen “Fensteraufnahme”, you might see a
black screen.
•
Then, instead you could try:
•
The problem can also come from using a laptop with two graphic cards. You have
to unify the graphic adapter. The solution depends on your system, detailed
information is here: https://obsproject.com/forum/threads/laptop-black-screen-
when-capturing-read-here-first.5965/
Getting started with OBS
•
Instruction for OBS to Facebook: https://obsproject.com/forum/resources/how-to-
stream-to-facebook-live.391/
•
More information here: https://www.facebook.com/live/producer
•
OBS to YouTube – before your first livestream a waiting time of 24 hours is
required.
•
Instruction: https://www.th-
koeln.de/mam/downloads/deutsch/hochschule/organisation/zle/steckbrief_obs_y
outube.pdf
•
Use Start Streaming, Stop Streaming, Beenden/end and check the FB and Youtube
pages – attention: Double effects .
Getting Started with Restream.io
• Get a free account at restream.io
• Have your FB and YT etc. account ready, open it
• [YT: first livestream requires 24h time of verification]
• Restream: add channels
• Find the RTMP settings and copy them to the
• A. (for hosts) Entry of the Zoom settings (live streaming)
• B. (for everybody!) Or better to the settings of OBS
• Open the Zoom event – A. go live!
• B. Capture the Zoom event with OBS, direct to Restream
This is your home assignment.
Please start very soon with it.
Thanks for getting involved!
Looking forward to seeing you again.
08:30 – 08:50 Getting together, exchange of experience, consents
09:00 – 10:00 Workgroups
Recording in a Nutshell (Module 3)
Setting up a Webinar (or Meeting) (Module 2)
Functions, ways of entering for different groups
16:00 – 17:00 Common rehearsal
Topic: backup and storage
Day 2: Schedule
49
Module 3
Recording
Recording for Everybody
• Do you have a consent form for the recording?
Check if it is mandatory for recording
• The persons in charge must sent, collect and check
the forms. Then they forwards the correct forms
to [responsible person].
• Must know:
– Who will do the recording?
– Who is not permitted to do it?
– Who will collect the recordings?
Practical Part for Module 3
Consent Forms
Checklist „Online Events in a Nutshell“
Recording!
Things you Need to Know
• [Practice: where is the consent form? How do I send it?]
• How do I check out who else is recording?
• How large will the files be?
• How much time does the processing take (on my laptop)?
• Which view do I choose for the recording (gallery or speaker?)
• Where are the files?
• How and where do I store them?
This part is done as parallel session in a breakout room. An
experienced student assistant is doing this.
•
If the recording time is long, make several recordings so that the
files do not become too large and download faster (at least 2
persons needed)
•
Rule of Thumb: 1,5 hours -> new recording
•
2 GB (ca. 1,5 hours recording) is a critical size for data transfer
1. Person 1 starts 1st recording (recording sound hearable)
2. Person 2 starts 1st recording (no recording sound heard)
3. Person 1 can stop 1st recording and then immediately starts 2nd
recording (no recording stop sound)
4. Person 2 records meanwhile - as soon as person 1 starts 2nd
recording person 2 can start step 3
Tips & Tricks - Recordings
Recommendation: Just before you start recording, put a short text
fragment in the chat that the recording will start soon. In this way, no
one is surprised by the recording sound.
Module 2, Second Part
Installation of Online Events and Webinars
As to the Settings
• Look at a Webinar or Meeting
• Organizing registration
– Manually and automatically
– Create a registration form
– Administration of registrants
– Create and export reports
• Survey/Polls
This is done interactively and learner-centered
while sharing the window with the settings.
Technical Rehearsal I
Topic: Storing and Securing Data
58
During the rehearsal give a course on data security. The next six slides were developed
and translated in the RDM team at FSU Jena.
File Type
File Type
Size
Video interviewer
MP4
4 GB
Video frontal
MP4
4 GB
Video proband 1
MP4
4 GB
Video proband 2
MP4
4 GB
Video cut
MP4 (Adobe Premiere)
4 GB
Conversation, audio, Pr1
Wave
500MB
Conversation, audio, Pr2
Wave
500MB
Informed consent
PDF
Survey
PDF
Form money transfer receipt
PDF
Overview metadata
CSV
Data Size, Example
59
What are your Storage Requirements?
•
storage volume
•
access frequency and speed (e.g. online 24/7?)
•
shared space (e.g. access from home, for
collaborators)
•
protection against manipulation, theft
•
legal constraints (e.g. privacy protection)
•
backup strategy
60
Why do I need a backup?
•
hardware faults or failure
•
software or media faults
•
virus infection or malicious hacking
•
power failure
•
human errors by changing or deleting files
•
theft of hardware
61
What is your backup strategy?
a) I make a copy of my data whenever I remember to do so
b) I have an script running every night.
c) I use a cloud service (e.g. Dropbox, OwnCloud).
d) Some IT department takes care.
e) I’ve got a Mac, Time Machine takes care!
62
Recommendations for Backup
•
create a backup on every change (or at a fixed time
intervals)
•
use incremental backups every day and have a fully
backup every week
•
do not overwrite old backups with new ones! Keep at
least 3 time slices
•
3-2-1 rule (3 places, 2 types of hardware, 1 offsite).
•
use at least two different storage devices
•
make sure backup files are not corrupted (checksum)
•
replace hardware every 2-5 years
•
Check out if the local cloud is suitable for backups!
63
Thanks for getting involved!
Looking forward to seeing you again.
12:15 – 12:45 Online Events and the Cluster network (Module 6)
14:00 – 14:10 Status reports, exchange of experience
14:10 – 14:50 Problem management – all that can go wrong . (M. 7)
15:00 – 15:50 Common rehearsal (for speakers, guests etc.)
16:15 – 16:45 After the event (Module 8): administrative tasks
16:55 – 17:35 file administration, Panopto, post editing, outlook
Day 3: Schedule
65
Module 6
The Network – this module comprises internal
administrative instructions, please adjust this part to
your own requirements, e.g. application for grants,
consent forms, reports
Some Tasks to Do
• Specify the roles and the technical requirements according
to the checklist
• PR guidelines: Requirements should be discussed with
person responsible
• Recording or streaming the event: get all consents and
send the forms to the person responsible.
• Organize catering, hygienic support, security officer etc.
• Write your conference report
Some points which could be discussed
in Module 6
Thanks for getting involved!
Looking forward to seeing you again.
Module 7
Problem Management – Dealing with Dragons
Dealing with Dragons
70
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kiste.jpg/revision/latest?cb=20160227115822&path-prefix=de
https://static.wikia.nocookie.net/drachen/images/e/e2/Goldener_Drache_der_Weisheit_-
_Augsburger_Puppenkiste.JPG/revision/latest?cb=20160227120021&path-prefix=de
And what went wrong in your meeting?
Be proactive before the event I
• Use the checklists in Online Events in a Nutshell
• Two feedback rounds
• Minimum: Two rehearsals/meetings with the event hosts.
• Have a second communication channel for the team
• Create a substitute room, have an emergency room ready,
e.g. at DFNConf.
• Have ready: Dial-in Phone numbers, maybe phone cards
• Have a schedule: who is doing what, when, and where.
Links and PINs, substitute rooms etc.
Student Assistants
• Be a good role model: Be punctual, reliable, do what you say and say
what you do, do not try to solve problems by procrastination.
• Hiwis are very important and the success of the event depends on
them. Transfer this as a message!
• Tell them that they should not plan anything else for the time during
the event.
• Do not tolerate unreliable behavior during the preparation period as
this sends wrong signals to all student assistants. Be rather clear in
your communication than pseudo-harmonious and afraid of conflicts.
• Be ready to give references for industrious and persistent students.
Provide recommendations for grants or future projects.
Usually, student assistants give feedback to their new peers. However, use this slide to
make the situation transparent if there are many new student assistants.
Be proactive before the event II
• Substitute laptop (with Zoom installed)
• Substitute internet connection, cables, storage device
• Substitute solution if camera system does work
• Presentations are stored three times, copy available (3-2-1)
• CVs and texts of laudatios, clarify who will stand in for the
moderator
• Have a good protection against intruders, trolls, and
technical naivity – e.g. registration, restrictive
communication, webinars …
The four proactives against crashes
A. Alternative Host
C1. Co-Administrator
C2. Co-Hosts
D. Double recordings (not of host)
Security Features
• Meeting > Webinar
• Everybody gets an
invitation as panelist
• Chat among everybody
• Everybody can see
other’s questions
• Renaming is possible
• Webinar > Meeting
• Audience
• Single registration with
manual approval
• Disable chat
• No Question &
Answering
• Lock the webinar
liberal, risky
authoritative, secure
Be proactive and alert during the event
• Welcome and instruction texts for the webinar audience, to be
repeated for newcomers
• Problems during the event: No silence! Silence is ambiguous and
does not help. If the moderator does not react within 10 seconds: at
least tell them that you will look for a solution; or tell them that there
is a problem and what it is. Show that you are there.
Example – Text Snippet
Welcome everyone to the XY Lecture,
This is the technical team hosting this event. To ensure the session runs smoothly, we have some information to share:
- If you require a transcription in English, please click ‘Live Transcript’ at the bottom of your screen.
- After the lecture, Prof. Dr. XY will open the floor for the Question & Answer session. As soon as the floor is open you are
welcome to raise your virtual hand. After being called we will enable you to state your questions personally.
- Kindly notice that this session is being recorded and that also the chat will be downloaded at the end. If you asked a
question and you don’t want to appear in the recording, kindly send us an Email to XY.
- In case you have technical difficulties please contact us via the chat or the email above
Thank you very much for your cooperation and enjoy the session!
During the Event ….
•
This is a live event. Matters that are not perfect indicate this and make it
lively. In most online events, something goes wrong, 90% of it at the start.
Be relaxed. You are well-prepared.
•
All participants of the event are asked to join the event 30 minutes before
their task starts (whatever it is: be it panelist, discussant, or recording or
streaming).
•
Have your presentations ready/prepared (uploaded and opened).
•
If there are problems with your connections that did not occur during the
rehearsal, please do not hesitate to contact the coordinator for the second
channel of contact.
•
If you have urgent questions or things go wrong (or seem to go wrong),
keep your nerves stable, contact the coordinator in the second channel.
For the Rehearsal: We practice
•
Q&A – caveats for the co-hosts and panelists
•
Deactivating the chat
•
Translation functions
•
Text messages
•
Films in the event
•
View settings
Actors: main speaker, interpreter, audience, (host).
•
In the Zoom settings (before starting the webinar) activate
the interpreting function and add the required languages
•
One (or more) person must be assigned as the interpreter
–
Either: in the webinar settings before starting the webinar, you
can enter an email address (if the interpreter is from your own
domain)
–
Or: while the webinar is running, you can assign a panelist to
be the interpreter
–
The languages he or she will interpret must be entered (e.g.
English and Spanish).
–
There is also the possibility to assign several interpreters for
different languages.
•
Important: Check with each interpreter which languages
they need and make sure that they know when they need to
translate and how to set the correct language.
Interpretation Tool, Settings by the Host
• Once the interpreter has been assigned, he or she can independently
set the language into which he or she currently wishes to translate.
He or she can translate in both directions!
– For example, if the main speaker changes from English to Spanish,
the interpreter can also change the language in the bottom of his
or her Zoom window and everyone in the audience will only hear
the language the interpreter has set.
– The interpreter hears each main speaker, but the main speaker
does not hear the interpreter unless they set the language the
interpreter speaks
Interpretation Tool – Settings by the Interpreter
• The audience must choose their language and, depending on which
language the interpreter has set, they will hear the main speaker or
the interpreter.
• The audience only hear the language they have set (e.g., Spanish).
• The audience hear the interpreter in Spanish. If the interpreter
changes his language to English, because the main speaker changes to
Spanish, the audience automatically hear the main speaker.
• If the audience’s interpreter function is set to ‘inactive’, they hear only
the main speaker, no matter what language the interpreter speaks.
Interpretation Tool – Settings by the Audience
•
Suppose there is an interpreter, he speaks and translates English and Spanish.
•
There are two speakers. One speaks English, the other speaker speaks Spanish.
These two speakers talk in their respective languages.
•
Therefore, the interpreter must switch between the languages. When the Spanish
speaker speaks, the interpreter translates into English. When the English speaker
speaks, the interpreter translates into Spanish. To do this, the interpreter must
always change the target language in his settings when the speaker and thus the
translation changes (The target language in which the interpreter is speaking must
be activated.)
•
The listener only must set the language he/she understands once and will then
automatically hear either the speaker or the interpreter.
•
Important: the Auto-Transcription only transcribes the main speaker and not the
interpreter! This can be a problem if the main speaker does not speak English.
Interpretation Tool – Two Language Directions
Our experience: two interpreters, one for each direction, can sometimes
ease the workload and provide a clearer structure.
• The transcription tool must be activated in the
host's settings under "Closed captioning".
• The host can switch the transcription on and off
during the meeting/webinar.
• If the function is switched on, all attendees can see
captions if they choose to do so.
• The host has three different setting options:
1. Give the job of transcribing to a participant, or
he/she can do the transcription himself/herself.
2. There is the option to have a third party
transcribe (we have no experience with this so
far).
3. The auto-transcript - the live transcription is
automatically created by Zoom and only works in
English.
Transcription Tool – Example
In case the main speaker
does not speak English, this
can lead to strange subtitles.
If the main language spoken
is not English, better
deactivate the transcription.
For proper names, the quality of
the speech recognition
component is sometimes low.
View Settings for Webinars
•
The host and the co-hosts can set which view the audience see when
they participate in a webinar.
•
While the webinar is running, under Views in the top right corner,
you can select a menu:
•
My Views means how I see the panel room. As in a meeting, I
can choose between speaker and gallery view.
•
With Immersive, you can set a virtual background in which you
can see the panelists ‘sitting’.
•
Participant’s view determines how the audience sees the
panelists (all hosts and co-hosts have access to this setting).
•
Following view of the host shows the audience the settings of
the host. Panelists with a camera switched off are always hidden,
even if the gallery mode is activated.
•
In the speaker's view, the audience sees only the speaker. No
small video frames of the other participants are displayed here.
•
In gallery view, all panelists who have their camera switched on
are displayed to the audience.
If a video is played in the
webinar to which no
panelist says anything, it
makes sense for all
panelists to switch off their
camera. Then the
audience do not see the
tiles of the panelists, but
only the video.
Recording settings
•
Set view for audience (speaker or gallery)
•
Disable participants without videos (3 dots top left)
For simultaneous interpreting
•
the audio settings of the recorders will be recorded Note the setting in the
toolbar
For sign language interpreting:
•
Host remains in gallery view, so that the audience can also see the translators.
•
Pin videos
Share video
•
When we play videos, there is an option "share with sound" under share screen
Practice this
Thanks for getting involved!
Looking forward to seeing you again.
Module 8
After the Event
After the Event: The Form
• [xy link]
• Add all forms of documentation which are of
importance for reports etc.
After the Event: Recordings
• Store the recordings at a safe place.
• Delete unwanted recordings (from streaming platforms).
• Make backups: at least three copies, two storage devices, one
external place (3-2-1 rule).
• Make the recordings available to the people who have given their
consents, ask for their deletion requests.
• Do the editing of the recordings and publish it.
• Write a short description and give the information according to the
metadata scheme provided to you from the digital team.
Panopto Platform – How it looks like
• Login with your e-learning account
Panopto Platform – Administration
•
Administration of rights
•
Links are possible
•
Definition of groups
•
Person of contact
Panopto Platform – Postediting
Thanks for getting involved!
Looking forward to seeing you again.
14:00 – 14:50 Mixed formats (Module 5)
Unboxing and installing a table camera set
Options at University of Bayreuth
15:00 – 15:45 Getting together, exchange of experience
Gemütliches Beisammensein: wie weiter?
Day 4: Schedule
95
Module 5
Mixed Formats
Hybrid communication setting
Camera = Panelist
• Room [number]: Room camera system, automatic choice of
speaker, for an introduction ask [person responsible]
• MuVi Room (ITS): Room camera system, smaller room,
automatic choice of speaker, see above
• H[number], lecture hall. Camera system steered and
supervised by a professional team of ITS (ask [person
responsible])
•
simple solution: table camera set in a small conference
room, manually.
You could list here what is available.
Logitech Group Camera Set
• More are available at ITS, ask [person responsible],
plan ahead, make an appointment, send a Hiwi etc.
• Short instruction
https://www.youtube.com/watch?v=k_a5aRY3SPA
• Avoid doubling effects (loud speakers, microphone)
• A camera remote controller might be useful
Thanks for getting involved!
Looking forward to seeing you again.
Further Tips & Tricks
From experienced colleagues
•
Basic information about process and zoom settings to be noted for all (adjust before
meeting and in the process)
•
Small groups and distribution of tasks/responsibilities
•
Maximum 2 communication channels (1 computer, 1 phone)
collect information and send it bundled less emails to prevent information overflow
•
Last minute issues: despite planning, working with people can cause problems and last
minute changes stay flexible
Rehearsals
– before events: Create checklist & send to group know in advance what is to be discussed
– assess if several rehearsals are necessary beforehand otherwise trust panelists to know if
they can handle Zoom rehearse and check settings shortly before presentation
Tips & Tricks - Organizational
Zoom formats
•
Meeting: nice, because participants can see each other exchange possible
especially at beginning or end events
•
Webinars are rather anonymous
Hybrid events
•
How does the technique work? What microphones are available? Can everyone
online understand clearly? Pass around microphones if necessary
•
Follow conversation etiquette, otherwise it is inconvenient for online participants
•
Check out other material/instructions on hybrid formats and prepare carefully,
especially with rehearsals at the event location. This course does not cover this
topic.
Tips & Tricks - Organizational
Tips & Tricks – Contact with Event Hosts
• We sent the chairs a checklist beforehand with points we wanted
to cover during the rehearsal and with instructions for the session
itself
Dear xxx, Dear interpreters of Panel 9,
I hope you are fine. I would like to renew our invitation to the rehearsal. If no panellist from Panel 9 can attend, we think
we should at least hold a rehearsal with the convenor and the translators to test the translation tool. We would like to
avoid discovering and trying to solve errors only during the conference.
The technical rehearsals with the presenters are about image and sound quality, lighting, screen sharing, size of files,
presentation mode in PowerPoint, pre-sharing of slides, the use of other media (videos or audios), etc.
We would like to briefly go through these points and through the process of the event, and explain what the convenor
should announce at the beginning and what to do if something doesn't work or if a participant has a technical problem.
We also introduce the team who helps with these problems.
Attached you will find a Checklist for Convenors summarising the main points.
Could you please check if you, convenor and interpreters, could put some available dates on the diary
https://terminplaner4.dfn.de/xyz so we can do a rehearsal? I am sure the rehearsal will help everyone involved.
Et bien entendu, on peut faire la répétition en francais aussi.
Kindly,
Robert
The survey period is: 05.07.-13.07.2021. We furthermore reserve 12-14 July for a last general rehearsal with all
participants. To find the most suitable timeslots, we are sending you a planning survey: https://terminplaner4.dfn.de/xyz
Please choose all slots that would be possible for you and your colleagues. Please assign as soon as possible.
Example of an E-mail Reminder
Tips & Tricks – Experience of a Meeting Track
• Focus on two channels for communication (1 for computer, 1 for
cellphone)
• Last minute issues: panelists didn’t send their presentations
beforehand. Decide beforehand on where to store them and who will
display them in case of technical issues
• We did a last minute sound check (20 min before), and focused less on
previous rehearsals
• The Panel 3 didn’t work so well on Teams (better for smaller meetings)
• Welcome and Final session can be in webinar format, but at the
beginning and the end participants should be able to see each other
• Typical problems: screen-sharing, information overflow
At the rehearsal: work off the checklist
•
Clarify key roles (moderator, speakers, discussants, panelists) and detailed schedule
•
Check webcam and lighting, quality of the sound
•
Test screen sharing, presentation slides on the speakers’ screens, "slide show" mode.
Recommend to use PDF if required
•
Convenors and speakers were asked to send us all slides before the conference for
eventual take-over
•
Explain and test the interpretation tool with all interpreters
•
Check if panels / presentations include special features that should be tested, e.g.
embedded videos, audios, links
Tips & Tricks – Rehearsals with Event Hosts and Panelists
instructions for moderators, speakers, attendants
•
Waiting room: real names or aliases >> eventually renaming
•
Remind the moderator or event host etc. to announce the recording and to
inform the audience about other functions, e.g. the interpretation or
transcription tool
•
Inform moderators, speakers and attendants about trouble shooting in case of
. individual technical problems
. weak connectivity
. a Host crash / Recording team member crash
•
Distribute to all participants via chat prepared text snippets with information
and instructions
Tips & Tricks – During the Session
2nd channel with technical assistance : during the Panel
When a participant encounters a technical problem that noone from
our core team knows the answer to.
•
Call in someone from the Helpdesk who can help out. Put the
participant and the Helpdesk person in a breakout room where they
can talk to each other and resolve the technical issue.
•
Once the issue is resolved, the participant can leave the breakout
room and come back to the main session with everybody.
•
We didn‘t need the 2nd channel but it can be very useful
Tips & Tricks – the Helpdesk
Thanks for getting involved!
Looking forward to seeing you again.
These slides were developed within the Africa Multiple Cluster of Excellence at the University
of Bayreuth, funded by the Deutsche Forschungsgemeinschaft (DFG, German Research
Foundation) under Germany’s Excellence Strategy – EXC2052/1 – 390713894.
Subjects
People & roles
- Authors
- Steiner, Petra
- Röthlingshöfer, Natalie
- Dörrbecker, Nicola
- Debusmann, Robert
- Jassat, Stephanie
- von der Osten, Alice
- Geißler, Lilly
- Exzellenzcluster Afrika Multiple, Universität Bayreuth
- Exzellenzcluster Afrika Multipel, Universität Bayreuth
Origins & context
- Title
- Organizing Online Events
- Publication type
- Conference paper
- Language
- English
- Presented at
- Organizing Online Events, Universität Bayreuth, February to September 2021
- Year
- February 22, 2022
- Status
- Not peer reviewed
Identifiers & sources
- Source ID (eref-/epub-)
- eref-68864
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