Busy preparing your upcoming #Ecsite2018 session presentation?
Or up to an impromptu speech?
Whatever your style (we don't judge!) be attentive to the following guidelines:
Your presentation (format & uploading info)
Your session room
Your session evaluation
Your conference registration
Twitter tips
If you're a convenor: here's what's expected from you
Your Speakers reception invitation (+ special note to pre-conference speakers)
Your presentation
Here are the exact instructions about accepted formats:
You need to send your presentation to the session convenor, who will upload them together into a centralised system.
Convenors: This needs to be done at least three hours prior to the session (one hour for early morning sessions). Presentations cannot be directly uploaded in the session room. The Upload room is located in the second floor, room 11, of the Convention centre (open from 8.00 to 17.30). Please come with the files ready on a USB stick, and the order of speakers in your session.
Once in the system, presentations will also be uploaded to the online programme on the Ecsite website, accessible to all. If you would rather not share your presentation online, please let the technicians know.
Note: pre-conference speakers at the Natural History Museum can show presentations directly from laptops available in each room.
Your session room
You find the day, time and place of your session in the Programme (published online and printed in your delegate's bag).
The CICG convention centre is used to welcoming high-profile organisations such as the UN. We will feel very comfortable there though the venue is formal and not so used to creative crowds such as the Ecsite conference attendees. The conference rooms are less flexible than you might be used to, with rooms 1, 6, 15 & 18 being the least flexible (fixed desks and chairs). Chairs in rooms 3, 4 & 5 swivel around, allowing the formation of small groups and therefore workshops. Room 13 is the exception: we have kept it almost empty to allow freer circulation - the downside being that you'll have to sit on the floor.
Each room is equipped with a flipchart and pens, laptop, a screen and two microphones, as well as water for the speakers.
Your session evaluation
Feedback on your session is collected through evaluation forms filled in by participants, available in each room. Compiled feedback will be available to speakers and convenors by the end of the summer. Convenors, please make sure to set aside a couple of minutes at the end of the session and prompt participants to fill in their form - a collection box will be available in each room. You can add the following slide to your presentation:
Your registration
All convenors and speakers need to register for the conference. Online registration will close on 22 May, after which you can only register onsite.
Twitter tips
Whether you're a Twitter user yourself or not, here are few easy steps to make sure your session travels far on social media and reaches an audience beyond #Ecsite2018 participants!
Give your audience a little help
At the start of the session, take a minute to help the audience with:
Hashtags
Each tweet needs to contain #Ecsite2018 + the hashtag of the room in which the session is taking place (otherwise conversations from different parallel sessions get all jumbled up). You can find room hashtags in the online & paper programmes and they'll be present in each space too.
You can suggest content-related hashtags, for instance #rri if you're going to cover Responsible Research and Innovation.
Twitter handles
For those speakers who have Twitter accounts: let participants know what your user name is.
We've put together a simple powerpoint template to convey that information if you'd like. It's also a good idea to add hashtags and your Twitter handle in the footer of each of your presentation's slides.
Get involved
If you're planning to tweet yourself, know that tweets containing pictures and videos are more likely to get relayed by our @Ecsite community manager.
A Twitter wall will show live tweets at the convention centre, and we'll publish a little thank you tweet at the end of each day, mentioning the keenest Twitterers.
Each session page of the online programme will show an archive of the tweets published with the #Ecsite2018 + room hashtag combination at the time of your session - get it right to make sure you're recorded for posterity!
A note on sharing
The Ecsite community is based on peer learning and a culture of openness. By default, participants will feel free to share session contents (for instance to take pictures of your slides and post them on social media). If you'd like some of what you say or show to stay confidential, please say so in the session.
To convenors
Your role as a convenor is to make sure that all speakers in your session are aware of the following information:
- Registration is mandatory;
- Presentations need to be prepared on time and sent to you;
- The flow of the session (order of the talks);
- Speakers’ reception is on Wednesday 6 June and they need to bring their invitation (see just above).
Before the session, you are also responsible for uploading all presentations; and during the session, you're in charge of general introductions, time keeping, facilitation and of reminding participants to fill in their evaluation form.
Speakers Reception
All pre- and main conference convenors and speakers are invited to the Speakers Reception on Wednesday 6 June. Your official invitation has been sent by email (don't forget to print it and bring it with you).
If you haven't received the invitation, please request it to the convenor of your session
The reception will be hosted at on the CERN campus at the Globe of Science and Innovation, one of CERN's outreach spaces. Before (from 17.00) and after (from 19.30) the reception, you're invited to visit CERN's permanent exhibitions (Microcosm, Universe of Particles) or the "IdeaSquare" creative innovation space.
Check out the practical information dedicated webpage for more info on how to get there.
Note to speakers of the Wednesday pre-conference workshops at the CICG convention centre: you're welcome to take a shuttle bus to CERN, leaving just after the end of workshops.
We are very much looking forward to seeing you soon in Geneva and thank you for your precious contribution.
Questions? Contact Raquel da Cunha