Originated many decades ago, tele or online conferencing is the remote meeting through a telecommunication platform. An online conference is not a substitute for its face-to-face counterpart, a crucial element to appreciate. The purpose of this introduction is to gather essential elements and some best practices for organizing an online conference.
Ang tele o online na kumperensya, na lumitaw maraming dekada na ang nakalipas, ay ang pagpupulong sa malayo sa pamamagitan ng platform ng telekomunikasyon. Ang isang tampok na dapat pahalagahan ay ito: ang online na kumperensya ay hindi nilayon na palitan ang mukha-sa-mukhang katapat nito. Ang layunin ng panimulang aklat na ito ay tipunin ang pinakamahalagang elemento at ilan sa mga pinakamahusay na pamamaraan para sa pag-aayos ng online na kumperensya.
While paper submission, peer review, and archiving exist on a digital platform, an online conference also facilitates virtual modes of paper presentations, poster sessions, workshops, and even post-event content distribution. The main benefit of an online conference is the time gain for participants, without more traffic and travel time. Digital Platform for Conferences "What do you think are the main benefits and disadvantages of an online conference?".
The success of an online conference largely depends on the quality of the presentations and the platform itself.
II . Planning
The program committee, composed of published members with expertise in various fields, determines the conference theme, topics, abstract review guidelines, and important dates. He prepares the pool of potential speakers and ensures that talks and plenary presentations are of high quality, priority, general interest and engaging. Standing committees handle the operational components of the online conference: finance, information technology, publications, sponsors/exhibits, education and outreach, membership and promotion.
The secretariat prepares the invitations, schedules confirmations, calls and announcements, reminders, speaker orientation and sponsorship packages. Since conferences aim to invite many international and local experts, a timeline of 6 to 8 months for a large gathering and 3 to 6 months for a small gathering may be sufficient preparation time.
Timeline and Choosing Conference Dates
The ideal program format is one-track or mostly plenary talks, with long breaks and only a few sessions. Company sponsorship is recognized by the logo and link to the company website included in all publication materials and press releases. Sponsored webinars are the main options for company sponsors to reach the target segment of the community who are suitable for the scheduled session.
Those who registered for the sponsored webinar (not all conference attendees) are qualified executives and would like education and knowledge about the company's products, services and job opportunities.
Sponsorships and Industry Linkages
An online conference reduces the necessary considerations for the proximity of future speakers compared to on-site seminars.
Choosing Keynote and Plenary Speakers
Emphasizing the Role of the Technical Team
Submission and processing of pre-recorded videos will generate bulky files, with many of the videos arriving at the last minute (ie some during the conference dates).
Utilizing Cloud-Computing Technologies
Set up the platform to collect, manage and evaluate conference submissions and documentation: full papers for peer review, presentation abstract only, pre-recorded videos of the accepted papers, signed transfers of copyright ownership, bionotes of invited speakers and other conference materials. Create an authoritative data source for preparing conference proceedings, schedule, handbook, press releases and other event documentation.
Setting-up the Submission Platform
Use available open source, cross-platform applications to broadcast or stream the conference sessions.
Apps for Screencasting and Streaming
Apps for Various Conference Activities
Use mobile device software that provides access to the technical papers, view the schedule, add events to a calendar and network with other attendees. All attendees must pre-register to access the technical sessions, be included in the clean list of conference attendees, and receive updated information and other communications. Payment options include bank transfer and online payment systems, enabling the conference to reach a global audience.
Common fee additions include, during an embargo period, in-person access to the live presentations, conference recaps and, for those who missed or want to relive the event sessions, on-demand viewing of the presentation videos. The registration fees and sponsorship cover operational costs: website built, subscriptions to platform and video editing software, salaries for event and technical support staff, special prizes, tokens for speakers, and other expenses.
Registration, Inclusions, and Overheads
Create a conference page to link to the organizer's official website and social media platforms. Maintain pre-event visibility through scheduled waves of event promotion: 2-3 months, one month, one week before the conference dates.
Promoting the Conference
III . Pre-Event
III . Pre-Event
Risks Assessment and Mitigation
Preparing for Pre-Conference Survey Questions
Provide presenters with conference information, guidelines in case of paper withdrawal, program schedule, criteria for best oral and poster presentation awards; online viewing guidelines and tips, platform setup guide and video tutorial; and reminders based on schedule: 2-3 months before, one week before, three days before, on the day 1 hour before the webinar. Provide moderators with session information, speaker biography, guidance and reminders at each step: 3 days before the conference and 15 minutes before the session begins. Provide general attendees with conference information, schedule of special events and workshops, platform setup guide and video tutorial, and reminders one week before, three days before and on the day 1 hour before the webinar.
Resources for Speakers, Moderators, Participants
The audience must be able to see the speakers and their gestures as far as possible. While showing slides, stay connected to the audience by using the option to set slides as virtual background. Minimize or avoid reading the exercise script that is usually located at the bottom of the slides.
Tips for an Engaging Presentation
Making Slides that Stand Out
All speakers are encouraged to submit a pre-recorded video of his/her presentation in case streaming slows down. Attendees enjoy a live Q&A session with the speaker after watching the polished pre-recorded presentation.
Pre-recording a Presentation Video
On Copyrighted Materials
The online platform makes published conference material more public, and the legal status of inserting copyrighted work into presentations becomes important. Using a mix of online and asynchronous activities, imparting practical knowledge is done through live demonstrations, instructional videos and home-based projects to improve skills, learn techniques and become competent in the particular field of interest. Personal facilitator skills are both transferable and critical in online delivery, such as feedback, smiling face and opportunities for sharing and self-disclosure.
Conducting free public seminars and forums on the Internet achieves the organizational goal of undertaking corporate social responsibility to raise awareness of relevant topics and issues and to have a positive impact on the public.
Pre-Event Online Training Workshop
For hands-on demonstrations at close angles, use a document camera or tripod with an adjustable horizontal arm to achieve proper framing of the equipment or technique described. It is crucial to get applicants interested in an upcoming conference, such as a pre-event forum featuring some of the keynote speakers. The forum could allow them to develop a general understanding of the topic from their perspective.
This will allow them to get up to speed with the latest hardware and software and learn about some of the key challenges and opportunities in the speaker's area of interest. In addition, registrants will be further motivated by providing them with an advanced copy of the conference program and abstracts, encouraging them to do cursory research on the session topics.
Priming the Registrants with a Pre-Event Forum
All other associated economic and moral rights granted by the Intellectual Property Code of the Philippines (Republic Act No. are retained by the authors. The author may reuse his own work, for example for eventual journal submission. To promote development of work in progress, extended manuscripts are encouraged based in whole or in part on work presented at the conference is submitted for consideration in a journal.
Copyright Transfer
The high quality of technical talks and networking opportunities are still the main reasons why conferences (face-to-face or virtual) are well attended. General Audience - participate in art and tribal demonstrations and challenges based on the central theme of the session; attend non-technical but equally enriching lectures and workshops.
Motivating the Participants
If the session is running out of time, allow the audience to ask questions for the speaker in the Q&A box. Communicate with the technical support team: arrange conference photography, provide cloud recording and streaming. Don't assume that participants are experts in the conferencing platform, as they may have forgotten some essential settings such as speaker/gallery view, chat room, screen sharing, and computer audio sharing.
Increasing Audience Engagement
Conducting a Virtual Business Meeting
Including some photos, sound overlays, and short video sequences, if appropriate, in the presentation can provide an immersive experience for the audience.
Holding Special Events and Cultural Exchange
V . Post-Event
Processing the Conference Videos
Share the article as an e-newsletter or news feed on a website or social network that announces the premiere of the video according to the time frame.
Curating the Videos
Feedback based on evaluation of various sessions, number of respondents, thoughts of organizers, summary of feasible proposals.
Metrics for Success
The primer is a response to the challenge of providing guidance for academics and professionals to adopt virtual forms of collaboration. It is hoped that the primer can serve as a catalyst by paving the way for more conferences that are accessible and affordable, especially for beginning researchers and artists. An Act establishing the Intellectual Property Code and the Establishment of the Office of Intellectual Property, providing for its powers and functions and for other purposes, Republic Act No.
