Dear Colleagues,
Happy 4th of July!
Thanks to all of you for presenting and moderating at this week’s Hubbard Brook Annual Cooperators Meeting! We include detailed instructions below. Please be sure to read to the bottom, regardless of whether you are a presenter or moderator so you understand the flow of the meeting.
Instructions for Participants
· If not already the case, please rename your participant identification so everybody knows who is who. To rename, go to "Participant List," find your login, and then click on the "More" tab. "Rename" is an option on the drop down list.
· To
ask questions, please raise your hand using the "raise hand" function
on Zoom. The session moderator will call on you to ask your question.
PLEASE
NOTE: ZOOM LINKS WERE SENT WHEN YOU REGISTERED.
You can find the link to the information in your email inbox. The subject was: Confirmation of registration for Hubbard Brook Annual Meeting
The sender was: Mary Martin
Instructions for Presenters:
Preparation of Presentations:
· You have either 2 or 4 minutes to present and we will keep a very tight schedule, so please practice your talks
· We have 1 minute between each talk to allow time for transition between talks
· Please minimize use of jargon and abbreviations in your slides
· Explain your work so a broad audience can understand; try to avoid referring to watersheds as their numbers only and explain their background briefly
· Minimize number of figures and tables on each slide and maximize font size so people can follow your talk clearly
Presentation Files: You must upload your file to the Google Folder by 11:59pm on Tuesday, July 6th (for Wednesday talks) and by 11:59pm on Wednesday, July 7th (for Thursday talks)
· Each speaker will share their screens at the time of their talks, but please upload your presentation file to the Google Folder so we have a physical back-up of your talk
· Use this format in saving your presentation file:
o Session #_Last Name
o For example: Session 2_Gannon.pptx
· Place your talk in the appropriate sub-folder of this Google Folder: Upload HB 2021 Talks
Actual Presentations on Day of the Meetings:
· Have your presentation file open and your screen ready to share before the start of your session
· Have the Zoom Phone Number and Meeting ID handy in case your internet becomes unsteady. We can show your slides if needed using your back-up presentation files in the Google Folder, but we need you to be able to connect verbally. If you are unable to connect at the time of your presentation, we won’t be able to return to your presentation later since we have many talks in the schedule.
·
The Zoom link will be open 30 minutes before the start of the meeting. We recommend that you check your presentation and screen share during this pre-meeting online check.
Instructions for Moderators:
· Meeting support
Peter Groffman is the main host of the Zoom meeting.
Christy Goodale will keep time on Day 1 (Wed, July 7); Pam Templer will keep time on Day 2 (Thur, July 8)
Jackie Matthes will moderate the chat on Day 1 (Wed, July 7); Winsor Lowe will moderate the chat on Day 2 (Thur, July 8)
John Battles is the back-up on presentations in case of internet problems.
· Following talks, each session has a period for “Questions and Discussion” about the talks from the previous session
· We also have time set aside at the end of each day for “Broader Discussion and Visioning” that can be about topics at large.
· Please end the session-specific Q&A and then introduce the “Broader Discussion and Visioning” if you’re moderator in sessions that have the “Broader Discussion and Visioning”
· We have a “chat facilitator” for each session to help you with questions in case there are too many to track (see above).
· If one person asks many questions, encourage them to allow others to speak and encourage others to ask questions.
· At the beginning of each discussion and Q&A section, tell the audience the following:
· Do not just call out your question, everyone is muted until it is their turn to speak
· “Raise your hand” within the “Participants” window when you want to comment or ask a question
· “Lower your hand” after you ask your question
· We will unmute people when it is their turn to ask a question or make a comment
· You can write questions directly in the chat box (as moderator, please watch the chat box for questions people don’t want ask themselves)
· We reserve the first questions for students and postdocs to encourage their participation.
· Do any students and postdocs have questions?
Please don’t hesitate to reach out if you have questions or concerns!
All the best,
John Battles and Christy Goodale
Co-Chairs, Hubbard Brook Scientific Coordinating Committee (SCC)