Below we have included some guiding principles for this using the ZOOM platform during the virtual conference. Outside of these basic terms of engagement we remind all participants and attendees that this conference has been organised with a powerful commitment to ensuring that all participants are equally welcomed and supported. Cultivating this ethos by active and engaged participation is even more vital this year. We advise all attendees that we will remove anyone who engages in behavior that demeans, humiliates, or threatens another person(s) based on race, religion, class, gender, nationality, gender expression, sexual orientation, disability, age, immigration status, or other group affiliation. Harassment includes but is not limited to offensive comments, slurs, jokes, materials, or gestures based on group affiliation that have the effect of creating a hostile or intimidating environment. If you feel that you have been the target of such behaviour during the conference please inform a member of the organising committee by emailing: firstname.lastname@example.org
Guidelines for using ZOOM:
If you are unfamiliar with the zoom platform we recommend downloading the application using google, opening the application on your desktop and clicking the orange ‘new meeting’ icon. This will start a meeting where you can familiarise yourself with zoom features in preparation for the conference. Here are some guidelines for using zoom during the event:
- To help keep background noise to a minimum, make sure you mute your
microphone when you are not speaking.
- Position your camera properly being mindful of lighting
- Limit distractions – you can make it easier to focus on the meeting by turning off
notifications, closing or minimizing running apps, and muting your smartphone.
- Try not to use the chat function during presentations (unless very urgent) as it
can take focus away from the person presenting – your chair will let you know
when to engage with the chat function.
- To create a sense of community and feel like we are with each other, we have
opted to schedule standard ZOOM sessions. We’ve decided to choose this
format so that participants can see people in the audience and feel a sense of
community. As such we encourage audience members to keep videos on,
because speaking to digital rooms of empty Zoom squares can be
- Naming/Renaming one’s self: Your name is visible to all participants. If you need
to rename yourself, follow the directions here
- Prepare materials in advance – If you will be sharing content like powerpoint during the meeting, make sure you have the files and/or links ready to go before the meeting begins. To share your slides follow these steps: Before you start the zoom meeting ensure that your powerpoint is open on your desktop. Once you are in the zoom meeting
Click the button that says ‘share screen’ at the bottom-middle of the screen (it will usually be lit up in green and be in the middle of the screen at the bottom)
When you click this button a new pop-up menu will appear with an option to choose
what you would like to share. If your powerpoint is open on your computer it will be
visible to you and you can click on it.
When you have clicked on the powerpoint then you will have to also click on the blue
‘Share’ button on the bottom right of the pop-up menu.
Now you are screen sharing and will be able to navigate through your powerpoint as
normal and all attending the meeting will see your slides.
When your presentation is finished please click the ‘Stop Share’ button at the very top
centre of the screen. You may have to move your mouse cursor toward the top of the
screen to access the ‘stop share’ function. If you are unfamiliar with this technology we recommend starting a zoom meeting on your own computer and practicing sharing your slides and also stopping the shared
Time Management Etiquette:
Most panels are 1 hour, 45 minutes long. We request that time is equitably distributed
and managed by panel chairs in order to leave time for a Question and Answer passage
at the end.
Guidelines for Panel Chairs/Moderators:
● Each panel has a designated chair who may ask you to use the ‘raise hand’ function,
put questions in the chat or simply turn on their mic and ask a question – it
is up each chair to decide what makes most sense.
● We would like panel chairs to allow for some time, either at the beginning
or before each paper, for presenters to introduce themselves.
● Panel chairs can elect to designate another panelist as a co-host at the
beginning of the session in case of tech failure. Directions for enabling a
co-host and creating one during a Zoom session can be found here.
● Chairs should also be sure to give panelists screen-sharing privileges.
Instructions for making this option available as well as basic share screen
tools and menu options can be found here and here.
● Zoom security and ‘Zoom bombing’ is an unfortunate reality. Zoom
meetings are not necessarily secure places and can be hijacked by
unwanted, disruptive intruders and trolls. Panel chairs have the ability to
remove people from the call who prove to be continually disruptive and
unruly. Directions for removing participants and reporting troll accounts
can be found here.
We want to encourage everyone who has registered to do their best to attend as many sessions as possible. We are intimately aware that our conference is competing with
the demands of your daily lives, too. Therefore, whilst we request that all participants attend early and often, to show up, listen, and participate in conversations, we also
encourage everyone to take the time to practice self-care.