SESSION ARRANGEMENTS

 

Paper sessions

Paper sessions will be organised as ‘traditional’ parallel sessions or as ‘speed dating’ sessions.

Both the traditional as well as the speed dating paper sessions will last 90 minutes.

Authors are kindly requested to check which session format their paper will be presented in.

There will be no difference regarding publication of papers in the traditional and speed dating sessions in the Proceedings and Book of Abstracts. The speed dating sessions have been assembled so that the different themes presented, worth of discussing more interactively, could add value and build synergy during the sessions.

Traditional paper sessions

These 90 minutes sessions will accommodate four to five papers, allowing the presenter to speak for 15-20 minutes depending on the number of papers in the session.

The sessions are moderated by the Chair who also facilitates the discussion (questions/answers) related to the papers presented. The Chair may wish to contact and inform you about the organisation of the session.

Basic equipment (laptop, beamer, WiFi) will be available and technicians will be around to help if necessary.

Duration

90 minutes

 

Number of presentations

4-5

 

Time for one presentation

15-20 min

Note: depends on the number of papers in the session

Session management, facilitation

Chair

 

Technical equipment in the room

PC/laptop (MS Office, Power Point), beamer and WiFi (25/25)

Note: bring your own laptop if that is more convenient.

Speed dating sessions

With the speed dating sessions format we aim to trigger and enable feedback and enhance discussions about the presentations in a lively, interactive environment.

The 90 minute long speed dating paper sessions will accommodate 6-7 presentations.

Presenters using PowerPoint for their short (8-10 min.) presentation are kindly asked to limit the number of their slides to maximum 4, including the title slide.

Structure of the session

  • The Session Chair introduces the ‘speed dating’ concept and keeps the time of short presentations during the first block of the session.
  • Presenters have 8-10 minutes to cover key concepts and ideas in their papers and pose questions for the following discussion.
  • After the flash presentations smaller working groups are formed around the papers, with their presenters moderating the subsequent thematic discussions.
  • The participants convene for a 10-minute rapport block before the closing of the session, in which the presenters report back to the whole group about the key messages coming from their group (1-2 minutes per group).

All necessary equipment will be available, but you can use your own laptop to present if you find that more convenient. Technical assistance will be provided in every room.

Duration

90 minutes

 

Number of presentations

6-7

Note: number of slides max. 4, including title

Time for one presentation

8-10 min

 

Session management, facilitation

Chair

 

Session structure

1. flash presentations

2. thematic discussions of the papers in small groups

3. reporting back to the session audience in 1-2 minutes/group

 

Technical equipment in the room

PC/laptop (MS Office, PowerPoint), beamer and WiFi (25/25)

Note: bring your own laptop if that is more convenient.

Moderated Poster sessions

The duration of sessions will be 90 minutes.

One session will accommodate 9-10 posters. The sessions will be implemented as follows:

  • Overall session introduction from the Moderator (3-4 minutes);
  • Visiting the posters one by one as scheduled for the given session, presenting the individual posters beginning with brief comments from the moderator and a 3-4 minute more detailed introduction from the presenter, followed by questions and answers with the audience (2-3 minutes);
  • Concluding notes from the Moderator.

Poster stands will be available in the poster display area, in sufficient number to accommodate all posters to be presented until the end of the conference. The recommended maximum size of the poster is ISO A0 (1189mm x 841mm, vertical format). Please bring your own stationary tools (double-sticky tape, blue or white tack) to mount your poster on the stand.

Poster presenters are invited to fix their posters at 08:30 in the morning. Technical help will be available for those who may need assistance (but presenters must take care of their own posters’ mounting).

Moderators may contact their session’s poster presenters before the conference.

Duration

90 minutes

 

Number of posters

9-10

 

Time to present one poster by the author

3-4 min, followed by Q/A for 2-3 min

 

Session management, facilitation

Moderator

 

Session structure

1. introduction by the moderator (3-4 min)

2. poster visits, presentation, Q/A

3. concluding remarks from the moderator

 

Technical equipment in the room

Poster stands for ISO A0 (1189mm x 841mm, vertical format posters)

Note: bring your own stationary tools (double-sticky tape, blue or white tack)

Demonstration sessions

Demonstration sessions will be organised using the ‘show and tell’ approach. Tables and electrical power outlets will be provided for the presenters to set up their demonstration.

Due to the nature of the session, beamer – for the introductory short presentations but not for each individual table/presenter – but no laptop will be provided, expecting the presenters’ having the demonstrated application / case / tool installed on their own device.

At the beginning of the session, there will be a short (2-3 minute) introduction of each demonstration. Delegates attending the session can move around the tables to find out more about the showcases and discuss with the presenters on one-on-one basis. Tabled information materials are welcome in order to present data/facts about the contributing organisation and the demonstrations offered.

Although WiFi (25/25) will be available, it is safer and recommended to run the demonstration from your own computer.

There will be technicians around to provide assistance if needed.

Duration

120 minutes

 

Number of demonstrations

4

 

Time to present the demonstration/showcase/tool

2-3 min

Note: participants move around and discuss personally with the presenters

Session management, facilitation

Chair

 

Session structure

1. short introduction of the demonstration by the authors, 2-3 minutes each

2. moving around and visiting the demonstration tables and discussions with the authors

 

Technical equipment in the room

Tables, WiFi(25/25), power outlet

Note: Please, bring your own laptop with the demonstrated application / case / tool installed, and run the demonstration from your own computer

Synergy sessions

Synergy sessions have 120 minutes duration.

One Synergy sessions will be held on Wednesday, another one on Friday, and each will consist of 13 presentations.

These sessions aim to discover basic points of synergies among the presented projects and practices. The structure will resemble the speed dating style, beginning with flash presentations (maximum 4 slides) of basic information, key facts, achievements and aspirations the showcased projects and initiatives wish to share with the audience. After each presentation there will be a minute allocated for 1 or 2 short questions while the other projects’ representatives (who see scope for collaboration with the presented initiative) can leave short comments/notes on a ‘message board’. The presentations’ block will be followed by lively discussions organised in freely formed thematic networking groups.

The expected outcomes are the foundations, or even roughly elaborate roadmaps, of mutually beneficial collaboration schemes, depending on the level of creativity and pro-activity of the participants.

Basic equipment will be available, but you can use your own laptop to present if you find that more convenient. Technical assistance will be around..

Duration

120 minutes

 

Number of presentations

13

Note: number of slides max. 4

Time to present basic information, key facts, achievements and aspirations the showcased projects

5 min + 1 min for Q&A

 

Session management, facilitation

Chair

 

Session structure

1. flash presentations + quick Q&A

2. freestyle networking to discuss potential collaborations between the presented projects

thematic networking groups will be formed as dictated by the session’s content and dynamics

Technical equipment in the room

PC/laptop (MS Office, Power Point), beamer and WiFi (25/25)

Note: bring your own laptop if that is more convenient.

Workshops and training sessions

Workshops and training sessions have special arrangements, mostly determined by the subject and the trainer or workshop facilitator. Details (target groups, basic skills required, technological enhancements) about training sessions is summarised here. Duration should fit into the time slot for the session

General

All conference delegates will gain access to the electronic publication of the accepted papers before the event and will be encouraged to familiarise themselves with the content of the session they will attend. This will allow the presenters to highlight the key points of their contribution instead of giving a thorough overview. Authors may test the smooth running of their presentation during the break before the session.

 

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