Instructions for Participants in Virtual CAMWS 2020

Instructions for Participants in Virtual CAMWS 2020

Instructions for Registrants / Instructions for Presenters / Instructions for Presiders and Moderators / Instructions for Tech Assistants / Instructional Videos / Handouts Uploaded by Presenters

Instructions for Registrants

A. Registration

You can register for the meeting at Virtual CAMWS 2020. Online registration for Virtual CAMWS will remain open until 8 a.m. CDT on Saturday, May 30, 2020. Since it takes some time to add a new registrant to the virtual meeting, only those who have registered by 8 a.m. CDT on a given day will have access to the sessions scheduled for that day. 

B. ZOOMing into the Meeting

Anyone registered for the meeting by Friday, May 22, 2020 will be emailed a link to a password-protected ZOOMing page on which there will be Zoom Meeting IDs for each session; you will use this Zoom Meeting ID as well as the password CAMWS2020 to enter each session. (NOTE: This is the password for all sessions.) If you are not registered for the meeting, the program will not allow you into the session, regardless of whether or not you know the ID and password. The inclusion of both a password-protected page and registration ensures that these talks will be available only to paid registrants. 

Zoom will recognize you through the email you submitted, when registering. If your Zoom Account is associated with another email address than the one you provided us when registering, please fill out this form: https://forms.gle/FsqZtSzdcHZWXSLQA.  

In addition each Zoom session itself will be password-protected for the privacy and security of all attendees of Virtual CAMWS.

To enable registrants to view the recordings of sessions that they were unable to attend, all of the video recordings will remain posted (youtube.com/channel/UCxNVh4zhXFwz5IRvcEtlw3A/featured), with access restricted to Virtual CAMWS registrants, for one week following the meeting (through June 6, 2020).

C. The Virtual Meeting

All registered CAMWS members will be able to participate in sessions and to access the Virtual Exhibit Hall or the Virtual Auction. 

All the panels and individual papers will be hosted as Webinars in which only the presenters and presiders can speak. Other participants will be muted but can send questions to presenters via the presiders.

If you plan to attend a Round-Table Discussion or a Workshop, we will be hosting these not in a Webinar format but rather in a Meeting format, to which most of you are accustomed. As such, these require registration ahead of time. These registration links can be found on the password-protected page. In these sessions all participants can speak and ask/answer questions under the direction of the moderator.

Once you enter the Zoom Meeting ID and password, you will enter into the Zoom Webinar or Meeting. If you attempt to enter before the specified session time, you will be placed into a Waiting Room and be allowed in at the specified start time. 

The links to talks that have been recorded will be posted on the password-protected ZOOMing page as they become available. These recordings will be available for one week after the meeting for your enjoyment and edification. 

If you are interested in attending the Table-Reading of Sophocles’ Trachiniae, you can access the script here: 
drive.google.com/file/d/1yP-igte-vjBuEj3o-EIAk3kT0e147RpN/view?usp=sharing and must preregister on the password-protected page mentioned above.

D. Code of Conduct

In Zoom Video Webinars, panelists will be visible and unmuted. All other attendees will be muted and have cameras off. Questions may be submitted to the presider through the Q&A feature throughout the course of the paper and/or at the end of the session; the presider will ask the questions after each individual paper or after the final paper (at the presider’s discretion).

All participants in Virtual CAMWS 2020 are expected to abide by the CAMWS Code of Conduct at Meetings: camws.org/codeofconduct.

 Instructions for Presenters

A llve walk-through for presenters was offered at 2 p.m. CDT on Thursday, May 21 (Zoom ID = 969 3682 3167, Password = CAMWS2020). This recap of the walk-through is posted here for the benefit of those who were unable to attend the live event. 
Also watch these Instructional Videos.

A. Live Presentations

  • If you wish to upload handouts to the CAMWS website, you may do so at any time during the conference at camws.org/2020-meeting-uploadsHowever, presenters are encouraged to post materials at least 24 hours prior to a scheduled presentation. A password for uploading will be sent to all presenters. For individual concerns, please contact camwstech@gmail.com.
  • If you wish to show PowerPoint slides or a Google Slides presentation while you present, consider the guidelines for PowerPoints that are posted here:camws.org/preparingpresentationmaterials. Please submit any materials you plan on sharing during the course of your presentation here: forms.gle/o53eaegNq1BuvTTv5.
  • If you have any questions/concerns about Zoom Webinar, please view these videos, youtube.com/channel/UCxNVh4zhXFwz5IRvcEtlw3A/featured. A live session with a Tech Assistant, walking through Zoom Webinar, will be offered at 2 p.m. CDT on Thursday, May 21. Password is CAMWS2020. If you require any individual help, please fill out this form forms.gle/1xNczHptKUwbfyjs9 by 8 p.m. CDT on Friday, May 15.
  • You will receive via email a Zoom email inviting you to be a Panelist for your section. This will allow us to assign you the role of Panelist and troubleshoot screen share, viewing/sharing of videos, and audio/video. Please hold on to this email; you will need this specific email to log into your session 15 minutes ahead of time. Use the access code for the Zoom Webinar 15 minutes before the session is scheduled to begin.
  • If you wish for your tech assistant to Share Screen and show your materials while you read, please submit your materials here at least 24 hours prior to your presentation:  https://forms.gle/JsoNLPX2DPRVJcQ48
  • Deliver your paper with clear enunciation and at a moderate pace. You have the choice of reading the paper either off your computer screen or off printed pages. If you opt for printed pages, be sure to look up frequently.
  • Keep to the 15-minute time limit.
  • Questions will be submitted to your presider through the Q&A feature during your talk. A selection of these will be asked by the presider after each individual paper or after the final paper (at the presider’s discretion).

B. Prerecorded Presentations

  1. If you wish to upload handouts to the CAMWS website, you may do so at any time during the conference at camws.org/2020-meeting-uploads. However, presenters are encouraged to post materials at least 24 hours prior to a scheduled presentation. For individual concerns, please contact camwstech@gmail.com
  2. Preferred formats for prerecordings are 
    1. .mov or .mp4 format 
    2. uploaded to Youtube 
  3. Best practices for prerecorded videos: 
    1. Different options for prerecording your videos include, but are not limited to,
      1. screencastify.com/ 
      2. screencast-o-matic.com/screen-recorder
      3. loom.com/
      4. QuickTime Player (for Macs) 
      5. meet.google.com/
      6. zoom.us/
    2. Consider your lighting: support.zoom.us/hc/en-us/articles/360028862512-Lighting-Concepts.
    3. Check your audio levels; use a microphone when possible.  
    4. Here is a video on how-to-record-a-video
  4. Submit your a link to your prerecording (maximum length = 15 minutes) to your presider and at forms.gle/o53eaegNq1BuvTTv5 by 8 p.m. CDT on Sunday, May 24.  
  5. If you have any questions/concerns about Zoom Webinar, please view these videos, youtube.com/channel/UCxNVh4zhXFwz5IRvcEtlw3A/featured. A live session with a Tech Assistant, walking through Zoom Webinar, was offered at 2 p.m. CDT on Thursday, May 21. This recap of the walk-through for the benefit of those who were unable to attend the live event. If you require any individual help, please fill out this form forms.gle/1xNczHptKUwbfyjs9 by 8 p.m. CDT on Friday, May 15.
  6. If you are able to participate in the session live, use the access code for the Zoom Webinar 15 minutes before the session is scheduled to begin. This will allow us to assign you the role of Panelist and troubleshoot screen share, viewing/sharing of videos, audio/video.
  7. Questions will be submitted to your presider through the Q&A feature during your talk.
    1. If you are present, a selection of these will be asked by the presider after each individual paper or after the final paper (at the presider’s discretion).
    2. If you are not present, any questions raised about your paper will be sent to you after the session ends.

Instructions for Presiders and Moderators

A llve walk-through for presiders was offered at 2 p.m. CDT on Tuesday, May 19 (Zoom ID = 934 2361 8817, Password = CAMWS2020). This recap of the walk-through is posted here for the benefit of those who were unable to attend the live event.
Also watch these Instructional Videos.

A. Beforehand

  1. By 8 p.m. CDT on Sunday, May 17, contact all of the presenters in your session. If you need email addresses for your presenters, please request them from stcamws@gmail.com. Confirm
    1. whether they will be presenting live or with a prerecording, 
    2. in the latter case, whether or not they will be able to participate in the live discussion afterwards.
  2. Request brief introductions for each presenter in the session.
  3. Decide whether questions will be asked after each paper or after the final paper. 
  4. Make sure any prerecorded presentations and any PowerPoints/Google Slides Presentations accompanying live presentations prior to the session have been submitted to this Google Form, so your tech assistant can access them: https://forms.gle/8hNY3uPgJ7fqv45i9.
  5. View these videos www.youtube.com/channel/UCxNVh4zhXFwz5IRvcEtlw3A/featured, which will explain the technical logistics and features of the Zoom Webinar. A live walk-through with a Tech Assistant was offered at 2 p.m. CDT on Tuesday, May 19. This recap of the walk-through is posted here for the benefit of those who were unable to attend the live event.
  6. If you need to request a Tech Assistant to troubleshoot ahead of time, please fill out this form by forms.gle/1xNczHptKUwbfyjs9 by 8 p.m. CDT on Friday, May 15 to schedule an individual appointment. 

B.  At the Time of the Session

  1. Immediately before the session: 
    1. Use the access code for the Zoom Webinar, which can be found in an email invite, 15 minutes before the session is scheduled to begin.
    2. With or without the help of a Tech Assistant, have participants practice sharing their screen. 
    3. Ask participants to stay muted during the presentation, except when presenting. 
    4. Ask if participants are comfortable with Live Tweeting their presentation on Twitter.
    5. Remind them that they have 15 minutes to present and that they will be politely interrupted should they run over the time limit. 
  2. Briefly introduce the session. 
    1. Invite participants to submit questions during the presentations using the Q&A feature. 
    2. Remind them that all participants in Virtual CAMWS 2020 are expected to abide by the CAMWS Code of Conduct at Meetings: camws.org/codeofconduct
  3. Briefly introduce each presenter before they give their presentation.  
    1. As they present, moderate the Q&A feature and prepare any questions of your own. 
    2. Politely cut off any live speaker who runs over the 15-minute time limit.
  4. After each individual paper or after the final paper (at the presider’s discretion), ask one or more of the submitted questions (depending on how much time is available) or a question of your own, and allow the presenter to respond. If the presenter is absent, invite the participants to submit questions through the Q&A Feature. These questions will be forwarded to the absent presenter.  
  5. Thank the participants and conclude the session.

C. Additional Information for Presiders and Moderators of Workshops and Round-Table Discussions

Unlike the panels and individual paper sessions, which will be hosted as Webinars, these sessions will be hosted in Meeting format, to which most of you are accustomed. As such, these require registration ahead of time. These registration links can be found on the password-protected page. In these sessions all participants can speak and ask/answer questions under the direction of the moderator. A live Question-and-Answer Session for Workshop and Round-Table presiders and moderators was offered at 2:00 p.m. CDT on Wednesday, May 20. This recap of the session is posted here for the benefit of those who were unable to attend the live event. 

 Instructions for Tech Assistants: Please watch this video: youtube.com/watch?v=BiO2nHVZIbM

  1. Tech assistants should volunteer via this form by 8 p.m. CDT on Sunday, May 17.
  2. Assist presiders in testing prerecorded presentations.
  3. Troubleshoot with presiders ahead of time in the Zoom Webinar format. 
  4. Assist presiders with operating the technology in the 15 minutes before the session and in the first 10 minutes of the session.