This page contains instructions for session chairs, contributed talks, and poster presenters.

Contributing

The deadline for contributed abstracts was April 24. Contact Melissa Graham with inquiries about late talks or posters, or contact a session chair directly about space in a particular session.

Virtual posters do not require advance abstract submission. All are welcome to contribute a virtual poster (Rubin Research Byte) whether attending in-person or virtually. See how to create a Rubin Research Byte.

Switching from in-person to virtual?

• For talks, all rooms can accommodate virtual presentations, just let the session chair know.
• For posters, let Melissa Graham know.

Questions? 

Contact Melissa Graham.

1. Session chairs

• Thank you very much for (co)-chairing a session, it is greatly appreciated.
• At least one of the session chairs must be an in-person attendee.
• Use these reminder slides (link to be added here) in your session please.

1.1. Breakout sessions and rooms

• Check the block agenda for the date, time, and location of your session.
• All breakout sessions are 1.5 hours (90 minutes) long.
• All three rooms are fully hybrid (Zoom capabilities).
• Kavli is a raked auditorium with immovable tables and chairs.
• Redwood and Trinity are flat classrooms with configurable tables and chairs.

1.2. Planning the session

• Accommodate the contributed talks assigned to your session by the SOC.
  • Contributed talks assigned to your session should not be given less than 7+3 minutes (more is ok).
  • Contributed talks may be virtual or in-person; check with the speaker if you need to know in advance. 
• Create the agenda for the breakout.
  • Fill the rest of the 90 minutes not taken up by contributed talks (if any).
  • As chair, provide a talk, facilitate a discussion, or lead an activity yourself.
  • Invite speakers to present (e.g., flash talks, regular talks, tutorials, panel discussions).
  • Accommodate late requests from attendees to speak in your session (only if there is time).
  • A maximum of eight (7+3)-minute talks per session is recommended.
• Ensure the session's webpage has an up-to-date abstract, agenda, and speaker list.
  • Put a draft up as soon as possible; aim for a final version by the end of June.
  • The page is important. It is how attendees will decide which parallel session to attend.
  • Can't edit yourself? Email Melissa with the requested changes.
• Identify an in-person "Zoom & Slack monitor".
  • A co-chair can be the remote monitor.
  • They will be in charge of interacting with remote participants.
  • Plan to solicit input from remote attendees and include them in activities.

1.3. Running the session

• Arrive in the room 15 min early to set up the Zoom.
  • Technical help will be on-hand before the session.
  • The in-room projectors will display Zoom participants and the shared screen.
  • Anyone may present slides from their own laptop by joining Zoom and sharing their screen. 
• Be aware of your own biases and aim for an inclusive session.
  • When taking questions, start with one from a junior or diverse audience member.
  • Solicit additional contributions with leading questions such as:
    • "What do junior people think of this policy?"
    • "How might this affect people from smaller colleges?"
• If you witness violations of the Code of Conduct, follow the reporting recommendations.

1.4. Considerations for a hybrid session

• Ensure all components of your session are virtually accessible.
• Reach out in the #rcw-help channel in Slack at any time if tech help is needed.
• Request that your speakers upload slides to the session webpage in advance.
• Everyone must speak into a microphone in order for remote participants to hear.
  • If the ceiling microphones aren't working there should be a handheld available.
• Any small-group discussions or icebreaker games must be facilitated for the virtual participants.
  • If there are multiple small groups formed in-person, one or more virtual groups should be facilitated.
• Any brainstorming session should include virtual participants.
  • They need to see, e.g., a whiteboard, and be able to contribute suggestions.

2. Speakers (contributed talks)

• Thank you for giving a talk! It is appreciated.
• Talks can be given in-person or virtually.
• All talks are scheduled in one of the 1.5 hour parallel breakout sessions.

2.1. Arranging to contribute a talk

• There are three paths for contributing a talk:
  • (1) Submitting an abstract, then being selected by the SOC and assigned to a session.
  • (2) Being invited to speak in a session by that session's chair.
  • (3) Reaching out to a session chair to volunteer a relevant contribution.

2.2. Preparing the talk

• The default time for contributed talks is 7 minutes, with 3 minutes for questions.
  • Session chairs may allocate additional time to contributed talks.
  • Session chairs may invite shorter talks (e.g., flash talk) or panel speakers.
• Ensure your name and talk title are listed on the session's webpage.
  • If not, reach out to the session chair to make corrections. 
• Make and upload your slides.
  • There is no template for slides.
  • Use color palettes and fonts that are suitable for color-blind and dyslexic participants.
  • It is helpful if you upload your slides to the session's webpage in advance.

2.3. Giving your talk

• Slide share with Zoom:
  • Slides will be projected in the room via Zoom screen share from your own laptop.
  • This is true whether you are presenting in-person or virtually.
  • Ensure your Zoom is up-to-date and test your screen share in the room before the session.
  • As a back up, make sure the session chair has your slides by uploading them to the session's webpage.
• All talks are recorded:
  • All Zoom rooms are recording by default.
  • Recordings will be available in YouTube.
  • Contact the session chair in advance if you do not want your presentation to be recorded.

3. Poster presenters (in-person)

• Thank you for presenting a poster! It is much appreciated.

3.1. Preparing your poster

• Follow the poster dimension guidelines below.
• Posters must be printed before arriving at the venue.
• If shipping, ask your hotel about options to receive a package as a guest.

3.2. Volunteering to give a flash talk

• Student poster presenters are invited to give a 30-second poster flash talk in the Tuesday plenary.
• This is a highly popular plenary session and all student poster presenters are encouraged to do it!
• Contact Melissa Graham to sign up.

3.3. Presenting your poster

• Poster presenters will be assigned a two days for their poster (Mon+Tue or Wed+Thu).
  • Put your poster up in the morning of your first day in any open space; pins will be provided.
  • Put posters up right at the board edges, not in the middle (see diagram below).
  • Please remove your poster at the end of the second day.
• Designated poster-viewing times will be the afternoon breaks on Mon, Tue, Wed, and Thu.
  • Stand by your poster at these times if you'd like to engage in conversations.
  • It is also ok to not do that.

3.4. Poster dimensions

• Posters should be no wider than 36 inches (3 feet).
• Portrait dimensions of 36 inches wide by 44 inches tall are recommended.
• Poster boards are 8 feet long and there will be two posters per side.
• Posters on either end should be pinned as close to the edge of the board as possible.