DSF Online Events

Hosting Guide

Please read this guide on hosting, as well as the hosting FAQ at the bottom of the page. You will have a practice session with a member of the DSF team to go through all of this and to meet the speaker ahead of the event.

Joining the event:

You will be emailed a panellist link, which you will use to join the event. You will also receive a reminder 1 week, 1 day and 1 hour prior to the event. Please join the event 15 mins before the start time of the session. We will be in a “practise session” which attendees are unable to join at this time.

15 minutes before the event:

The speaker, host and DSF team will join the webinar in the “practise session”.  We will make sure that the speaker can be heard, seen and can screen share during this time.

DSF will make you a co-host of the event once you join the session. This gives you full host ability for all cameras, mics and the Q&A.

DO NOT CLICK THE ‘START WEBINAR NOW’ BUTTON.

Starting the event:

When everyone is ready and it is time for the event to begin, we will ask everyone to turn OFF their camera and microphones.

We will then click the ‘START WEBINAR NOW’ button to start the event. Attendees can now join the event. All events will be recorded unless the speaker notifies us ahead of time.

During this time, DSF will share their screen with a holding slide, whilst we wait for attendees to join the webinar.

We will leave the holding slide up for roughly 1 minute to allow attendees to join.

Introduction for the event:

Once we stop sharing the holding slide, please turn ON your camera and mic.

Please note: if your camera and microphone are on at any point during the webinar, this is what the attendees will see.

Once you have turned on your camera and mic:
– Introduce yourself, DSF and the event (please see suggested below).
– Ask the audience to use the Q&A function to ask any questions for the speaker.
– Introduce the speaker with a short bio and invite them to the “virtual stage”. They will then turn on their camera and mic and start sharing their screen. If you could confirm that their screen share is working verbally, and then you can turn OFF your camera and mic.

During the event:

The speaker will then begin their session, which will be around 30-40 mins.

You can use the chat function to contact the DSF team at any time if you have any issues during the call. Make sure this is set to all panellists, not attendees.

Please note: the DSF team will not have their cameras or microphones on during the event at all.

You can monitor the Q&A while the speaker is presenting. If there are any non-talk related questions the DSF team will answer them by writing back. Any other questions can be answered live during the Q&A. The DSF team will dismiss any questions that are inappropriate or repeated.

Beginning the Q&A:

Once the speaker is finished, please turn ON your camera and mic for moderating questions. You and the speaker will then both be side by side on the screen. If you can also thank the speaker for their session before starting the Q&A.

Starting the Q&A:
– Start by asking a few of the plant questions to get the Q&A started (these will be emailed to you ahead of the session).
– After you have done this, moderate all questions in the Q&A.

The Q&A within Zoom:
– The Q&A is found on the bottom of your screen and will pop out. To view the questions, they will be in the “open” section of the Q&A pop out.There is an upvote option for attendees, where the most voted for questions will appear at the top.
– When answering a question from the Q&A, click “answer live”. Ask that question verbally and wait for the answer. Once it’s answered click “done” and it will move over to the answered section of the Q&A.

Ending the event:

When we are near the end, say we have time for one more question and choose that question. Then thank the speaker and attendees.

Please do not worry if the session does not run the full hour. If there are no additional questions after the plant questions, bring the webinar to a close.

The DSF team will then end the broadcast after you and the speaker say goodbye. We will NOT go back into the practice session, the webinar will end for everyone.

Hosting FAQ

What do I need to host virtually?

Please ensure that you do the following:
– Download Zoom as an application onto your device in advance. Please do NOT use Zoom on your browser.
– You have a reliable and steady internet connection.
– Nobody in your household is uploading or downloading at any time during your session.
– You sit in a well lit room to ensure the best video quality.
– You have a headset or headphones available for good sound quality.

How do the different Zoom functions work?

Video and Audio: This works the same as Zoom Meetings. At the bottom left of your screen you will see the ability to mute or unmute yourself or turn your camera on or off for the session.

Chat: The chat function is used for attendees to chat with each other. You can ask them to thank the speaker in the chat or give the speaker a virtual round of applause.
The DSF team will put some announcements into the chat while the webinar is happening.
If a question is added into the chat the DSF team will message the attendee and ask them to move the question into the Q&A so you can see it clearly.
If you need to get a hold of any of the DSF team during the webinar you can also chat with them directly in the chat box by clicking their name.

Q&A: Attendees are encouraged to type in questions during the session in the Q&A box.
The hosts can choose to dismiss a question if it’s not relevant, inappropriate or repeated. The attendees will not be able to see dismissed questions.
The host can also type in an answer if necessary or relevant during the Q&A session.
There will be an upvote function on the Q&A for the attendees.
The DSF team will answer any questions not related to the talk.

What shall I say in the introduction?

Welcome and thank all attendees for joining today. Introduce yourself, company and role. Feel free to share anything you like!

Please ask the DSF team for a description of what DSF are doing this month and for any community announcements.

Today’s speaker(s) have kindly offered to take questions at the end of the session. Please use the Q&A for any questions for today’s speakers. You can also upvote the questions you would like to hear answered the most.

Feel free to put your own spin on this of course!

What tags for the event shall I use?

Please mention us on Twitter @datasciencefest or LinkedIn @datasciencefestival in any posts you make, it makes a world of difference to us. We will retweet and share what we can from all our speakers. It also allows people who can’t attend the opportunity to feel involved and contact you if they have questions.

Do I need a Zoom background?

Zoom background and name tags are added automatically to your event. You will have a choice of colour and also what your name tag says. Please let us know what you would like on your practice session and we will note this down for your actual session.

Is there a dress code?

There is no official dress code, but smart business casual is recommended.

 

Thank you again for taking part in this event, we look forward to working with you!

Any questions please e-mail info@datasciencefestival.com

On the day if you have any emergencies please call the events team on 07852804440.

Code of Conduct

All staff, attendees, speakers, sponsors and volunteers at our festivals or online events are required to agree with the following code of conduct. Organisers will enforce this code throughout the event. We expect cooperation from all participants to help ensure a safe environment for everybody.

Our events, webinars and conference are dedicated to providing a harassment-free experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, seniority, culturally, socioeconomically, religion (or lack thereof), or technology choices. We do not tolerate harassment of participants in any form. Sexual language and imagery are not appropriate for any festival venue, including talks, workshops, parties, social media and other online media. Festival or online participants violating these rules may be sanctioned or expelled from the festival/webinar at the discretion of the Festival organisers.

Harassment includes offensive verbal comments related to gender, gender identity and expression, age, sexual orientation, disability, seniority, culturally, socioeconomically, physical appearance, body size, race, ethnicity, religion, technology choices, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.

Participants asked to stop any harassing behaviour are expected to comply immediately.

Sponsors are also subject to the anti-harassment policy. In particular, sponsors should not use sexualised images, activities, or other material. Booth staff (including volunteers) should not use sexualised clothing/uniforms/costumes, or otherwise create a sexualised environment.

If a participant engages in harassing behaviour, the festival organisers may take any action they deem appropriate, including warning the offender or expulsion from the festival or webinar.

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the festival staff immediately. Festival staff can be identified as they’ll be wearing branded clothing and/or badges with DSF Crew on them. You can also email info@datasciencefestival.com.

For our in person events, festival staff will be happy to help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the Festival. We value your attendance.

We expect participants to follow these rules at festivals and workshop venues, webinars where appropriate, and festival-related social events.

Please do not conduct any personal recordings. Once we have a speaker’s permission and the presentation is edited, we will then release content to our festival website and YouTube.

For our in person events, please put mobile phones on silent during all talks.

No excessive photography.

For our in person events, in consideration of fellow attendees, no food is allowed in the session rooms.

If you have any questions, comments, special needs, disabilities, wish to report an incident or dietary restrictions that we can address to make your participation more enjoyable, please contact:

Jessica Willis

Director

info@datasciencefestival.com

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