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RDA's 17th Plenary Meeting - Speaker and chair FAQ

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22 March 2021 1777 reads

Information for VP17 Session Speakers

 

  • Full Juno Live guidelines and best practices for session chairs are available in this RDA VP17 chair instructions document.
  • Speaker Contact Information
    If you haven't already done so, please  email secretariat@rda-foundation.org with the names and email addresses of all your speakers for your breakout session(s). This will ensure they will be provided the relevant access levels on the technology platform being used for the meeting.  
    • Speaker access will provide access to the green room prior to the session (a virtual area that speakers will join 15 minutes prior to the start of their session), screen sharing controls, etc.
    • Speakers will also be listed in your session description.
    • If we do not hear from you, the Group co-chairs / BoF chair will be assigned the speaker role for your session.
  • Speaker Registration
    Please also ensure that all session speakers are registered for the Plenary. Registration is available at https://rdavp17.eventbrite.co.uk. Registered attendees will receive an access link to the event website one week prior to the Plenary. We recommend that your speakers log in to the platform as soon as possible after receiving their link, to ensure their access is complete ahead of time. If for any reason your session speakers change, please notify us as soon as possible.
  • Pre-recorded Presentations
    If you are planning to use a pre-recorded presentation, there are two options available to you.
    • Your session chair(s) and/or speakers can share their screen during the session, and play the recording when needed. If you opt for this route, please ensure you use Google Chrome. When you select the option to 'Share desktop', you will see a pop-up asking you to select exactly what you are sharing. You will have three options: 1) Share entire screen, 2) Share application and 3) Share Chrome Tab. If sharing a YouTube video, please select 'share Chrome tab'. If you are sharing a video player, please select 'Share entire screen'. In both cases, plesase ensure that you tick the 'share audio' box as shown here, and mute your microphone. 
    • You can upload your recording on https://drive.google.com/drive/folders/1NepjuULBy6-vp21GWgldlbit3m65HL3R and request that a member of the Secretariat and/or VP17 local organising team share their screen and show the recording during your session. For this option, the deadline for submitting your pre-recorded presentations has been extended to 12 April 2021.  

For both options, a member of the RDA Secretariat and VP17 local organising team will be available to support you during your session.

If you are planning to use the recordings of your main Plenary session during your repeat sessions (where applicable), please note that processing time for recordings can take up to 24 hours, and videos for meetings held on 22 April may not be immediately available for re-use in the repeat breakout sessions. Please let us know if there are any questions.
 

  • Breakout session functionality

    • Screen sharing: The ability to screen share is available to both attendees and session chairs for each breakout session (Interest/Working Group and BoF). We recommend that one of the group co-chairs or session leads takes responsibility for this. Please note that while you are sharing your screen, you will not be able to see the Juno interface. Cooperation with other session leads is necessary to keep track of any attendee questions or other issues.

    • Session Attendance: On the bottom right of the breakout session screen, there is an icon displaying the number of participants in the session. Anyone in attendance can click on this to see a full list of who is currently in attendance. 

    • Chat and Q&A functionality is available on the right hand side of the screen.

    • Polls: The breakout sessions each have a live polling feature. The questions for these need to be submitted to plenary organisers in advance to be added to the platform. For those interested in using this facility, please submit your questions to Plenary organisers no later than 14th April 17:00 UTC. The polls/questions can be in the following format: multiple choice, rating, free text. 

    • Testing Juno Live: During the week commencing 12th April, once you have been given access to the platform, there will be three test meeting rooms available at all times on the RDA VP17 home page, under ‘what’s happening now’ called ‘Training session 1 - 3’, allowing you to become familiar with the platform and its functionality. If you need any further support, please don’t hesitate to contact us at secretariat@rda-foundation.org. 

    • Dividing into smaller groups: Within your session page, and below your session description, you will find four additional meeting rooms. If you wish to divide your audience into smaller groups, please use these designated meeting rooms.  Please ensure you provide appropriate guidance to your attendees about returning back to the main meeting room, and when this would be needed, as there is no option to automatically retrieve attendees back to the main session room. When attendees are in the breakouts A-D, they will have the option to click on ‘Back to ‘session’ (please see example below)
  • Speaker and Moderator privileges 

As you know, the RDA Secretariat is currently collecting names of your session speakers. We will assign ‘moderator’ privileges to those speakers as well as the Group or BoF chairs, to assist you in managing your session. 

Here are a list of privileges that designated moderators have during sessions:

  • A private chat function for use by moderators
  • The ability to remove chat posts, Q&As & polls
  • The ability to release polls
  • The ability to mute/unmute audio video of presenters
  • The ability to stop publishing of other speakers if they are screen sharing
  • Answering polls/questions
  • Pushing polls/questions in front of audience

 

  • Juno Live technical requirements

Juno has provided a number of tips for troubleshooting any issues with the platform: For best user experience:

  • Use Google Chrome.
  • Clear your cache from all time and cookies.
  • Confirm your device settings allow
  • Use of microphone and camera on your browser
  • Make sure your browser is up to date.
  • Make sure you are not connected to any VPN.
  • Disable strict or privacy-related browser extensions.
  • Test your internet speed.
  • Refresh your browser if you are in a meeting and the audio or video is unclear.
  • Test your microphone and camera.
  • Times through the platform are adjusted automatically to where you are.

 

  • General guidance and best practice

    •  Your breakout sessions will be automatically recorded. Please ensure the chair informs your participants at the start of the session. 

    • When entering the session, all attendees have their mics and cameras turned off by default. In your Juno breakout session, up to 50 attendees can have their cameras on. We strongly recommend that you advise attendees to remain muted with their cameras off, unless they are speaking. 

 

If you have any questions or queries regarding anything above, please contact vp17registrationenquiries@rd-alliance.org or secretariat@rda-foundation.org.