During conference presenter instructions

Congratulations! You are presenting at EDM 2022, which will be a hybrid conference. Most sessions at EDM are organised thematically, and some presenters will be remote and some will be in-person. This document is your 1-stop shop for preparing for a great conference experience. 

The first thing you should do is double check the date and time of your session in the schedule (https://educationaldatamining.org/edm2022/schedule/). We suggest you place the day and time into your personal online calendar along with a reminder. EDM2022 uses Time Zone UTC+1. If you need assistance converting time zones, please use https://www.timeanddate.com/ or similar type website.  

Presentation preparation and upload 

Tech Setup 

  • FOR REMOTE PARTICIPANTS: Prepare and upload the slides and video as instructed (https://educationaldatamining.org/edm2022/instruction-for-presenters/). You will use Zoom for your actual presentation. Please download the Zoom app if you have not yet done so. As a presenter, this is the most important system with which to be familiar. You will be able to share the screen and present (preferred); alternatively, you can ask one of the volunteers to upload your presentation from the EDM-AIED’22 Google drive and play the PowerPoint or equivalent for you, whilst you speak (you will have to say ‘next slide’ every now and again). For Poster presentations online, see information below.
  • FOR IN-PERSON PARTICIPANTS: Prepare and upload the slides and video as instructed (https://educationaldatamining.org/edm2022/instruction-for-presenters/). You will present from the front of the room as in regular conference presentations. The Session Chair or volunteer will help you open your PowerPoint presentation from the EDM-AIED’22 Google drive, to show on the overhead projector, and also will ensure that your presentation is transmitted in Zoom for the online audience. For Poster presentations face-to-face, see information below.
  • In physical larger rooms, where there are microphones, the volunteers will bring the microphones to you if you have a question.

Presentation Duration 

The programme of EDM2022 is rich with presentations and opportunities for discussion. To enable a high quality experience, it is important to keep all sessions on time.   

Long Papers: Each long paper presenter should finish their presentation within 20 minutes, leaving 10 minutes for Q&A and change over. 

Short Papers: Each presenter should finish their presentation within 12 minutes, leaving 8 minutes for Q&A and change over. 

Presenter Instructions for Livestream (remote + in-person) 

Representation 

  • Presenters and moderators should be present at least 15 minutes prior to the start of each session. 
  • Every Presenter must be registered for the Conference. 

To Access Your Session (Remote Participation) 

  • The only way to access the livestream session is utilizing the Zoom Link that the EDM Virtual Team will send out. This important email will be sent to you in advance of your session. 

To Access Your Session (In-person Participation) 

  • Please navigate to the meeting room at the conference venue (the Teaching and Learning Centre, Durham University) at least 15 minutes prior to the start of the session. 
  • Retrieve your presentation slides that you have uploaded to the platform by 11 July 2022.  

Day of Session Timeline 
Check in 15 minutes prior to the start of your session with your Session Chair and volunteers for last minute instructions and tech check. Once the session begins, there will not be an opportunity to do a tech audio/video check as the session will be in-progress. 

  • 15 minutes before session time 
  • Remote Presenters click into the Zoom link that was sent out a few days before. This will be the same Zoom link as in the WHOVA platform. 
  • In-Person Presenters arrive at the meeting room. 
  • The Session Chair supported by the in-room volunteer will do a last-minute audio/visual check of presenters and review any last-minute details. 
  • Just before the session start, if multiple presenters are going to speak at once (panel format) all presenters will turn on camera and unmute, including the moderator. 
  • At the session start time 
  • The Session Chair supported by the online volunteer will ask for anyone who is not presenting to turn the video off and to mute as they start the livestream.  
  • The Session Chair should start the session with an introduction. 
  • The Session Chair or the online volunteer will spotlight the videos of speakers and ensure that Live Transcript is enabled, and turn on the closed captions for the zoom. 
  • Live transcript is needed to ensure accessibility – this must be enabled in zoom settings, and then enabled by the zoom host, and then closed captions have to be turned on. This is a three-step process. The closed captions will be showing on the in-room projectors. 
  • To ensure the livestream is not interrupted, if you are not speaking, please mute yourself. 
  • During the session 
  • Each presenter will present their slides and then take questions from the audience.  
  • The Session Chair can (or ask the online volunteer to) view questions from attendees from the Zoom chat and read them to the presenter, and alternate with questions from the room.  
  • Time reminders before the end of the session 
  • The Session Chairs will give presenters a 5-minute/2-minute warning for Long/Short Papers, as well as a final 1-minute warning. When hearing the 1-minute warning, you will wrap up your talk. 

During the Livestream Session Q&A 

  • The Session Chair will review all the questions submitted for each paper, and will ask the most relevant question verbally to the authors during the Live Q&A, or may ask face to face or online participants to ask questions directly, depending on the time available. 
  • During your paper’s LIVE Q&A, we ask that you turn on your video to assist attendees that are lip-readers. 
  • Please be prepared to answer questions in the final 5 minutes of your session without slides while the next presenter is getting set up. 

Presenting Your In-person Poster You will be sent a schedule when you are expected to be near your poster to present during the Posters & Drink reception, see https://educationaldatamining.org/edm2022/schedule/. The reception will take place at the open plan space in the second floor of the conference venue (the Teaching and Learning Centre, Durham University). 

Accessibility information 

All presenters are responsible for creating accessible content. Please use our Accessibility Guide (educationaldatamining.org).