Guidelines for participants

Guidelines for Participants

We have two types of sessions to attend: plenary sessions and parallel sessions. Plenary sessions are the “large” sessions where the keynote speakers present their work. The parallel sessions are the smaller, more topic-specific sessions.

For an overview of the content of all sessions, please go here. For information on how to participate in each of these sessions, find instructions below.

Guidelines for participants of parallel sessions

-House rules
-Procedure overview
-Information for chairs
-Information for presenters
-Information for discussants
-Information for participants

House Rules
  1. House Rules will shortly be presented by the technical facilitators at the beginning of every session.
  2. All participants are required to use their full name, affiliation and role (e.g. chair, if applicable) in the identification line of the Zoom software. Please adjust your identification if possible and do not use nicknames, shorthands, and the like.
  3. Clarifying questions for individual presentations can be placed in the chat box from the beginning until the end of the presentation; the chair will select a maximum of three questions. Technical questions can be directed at the technical facilitator.
  4. Questions for the Q&A discussion can be placed into the chat box after the end of the last presentation.
  5. For both types of questions, we kindly ask participants to introduce themselves and to keep their questions short and concise.
  6. Tweeting: please use the hashtag #GlobalGoals2020 and twitter handle @UtrechtUni
Procedure overview
  • Short introduction by chair
  • Presentation #1 (10 min)
  • Max 3 clarifying questions (max. 5 min)
  • Presentation #2 (10 min)
  • Max 3 clarifying questions (max. 5 min)
  • Presentation #3 (10 min)
  • Max 3 clarifying questions (max. 5 min)
  • Presentation #4 (10 min)
  • Max 3 clarifying questions (max. 5 min)
  • Input by discussant (5-7 min)
  • Open discussion (Q&A)

Please note that the time for clarification questions and open discussion may be shorter or longer depending on the number of panelists, e.g. with 3 panelists, 5 minutes for clarification questions and 30 min for open discussion; with 5 panelists, 3 minutes for clarification questions and 15 minutes for open discussion.

Information for Chairs
  1. The chair enters the virtual ‘meeting room’ well before the start of the session, preferably 20 minutes and at least 15 minutes before the session to check if all presenters and the discussant are in the meeting. If this is not the case, the chair informs the technical facilitator.
  2. The chair opens and closes the session, and makes sure that all participants adhere to the “House Rules” of parallel sessions.
  3. The chair introduces presenters and the discussant, keeps the time, selects questions from the chat box with the support of the technical facilitator, and leads the discussion.
    1. Time-keeping: If a presenter is not finished after 10 minutes, the chair has to cut short the presentation, by kindly asking the presenter to conclude and by muting the presenter after 12 minutes.
    2. Q&A: After selecting a question from the chat box with the help of the technical facilitator, the chair invites the author of that question to unmute him/herself and ask his/her question directly to the presenters.
    3. Q&A: If presenters do not receive any question from the audience, the chair might step in and ask questions.
  1. At the end of each session, the chair thanks all presenters, the discussant and participants for their contributions and attention; shortly mentions at what time participants should reconvene for the next part of the programme, and closes the session.
  2. In order to maintain orderly discussions and taking into account the openness of online meetings, the chairs, together with the technical facilitator, may turn off video, mute and exclude participants from the session at his/her discretion.
Information for Presenters
  1. The presenter enters the virtual ‘meeting room’ well before the start of the session, preferably 20 min and at least 15 minutes before the start of the parallel session in which he/she present.
  2. The presenter gives a 10-minute presentation based on the accepted paper, preferably with a PowerPoint presentation or a PDF.
  3. The presenter should set his or her own timer in order to stick to the time. Please keep slides to a minimum and avoid overloading the slides with too much text and information.
  4. We expect presenters to inform their audience on the main research question and methodology; originality of contribution; (preliminary) findings; and remaining research challenges and implications. We encourage all presenters to especially reflect on the potential steering effects of the SDGs that they might have (or expect to) observe in their research.
  5. Please make your presentation accessible to a diverse academic audience, ranging from advanced graduate students to senior scholars. Also, practitioners from government or civil society might participate.
  6. Should you feel your Internet connection is unstable, we advise you to pre-record a video of your presentation (this can easily be done with PowerPoint here) and send it to us by email to globalgoals@uu.nl prior to the session.
Information for Discussants
  1. The discussant enters the virtual ‘meeting room’ well before the start of the session, preferably 20 minutes and at least 15 minutes before the start of the parallel session in which he/she will serve as discussant.
  2. Upon invitation by the chair and following the paper presentations, the discussant gives a 5-7 minute reflection on all presented papers.
  3. This reflection should draw on the written versions and the oral presentation. The discussant can explore common themes running through the presented papers, but also give a short individual feedback on each paper.
Information for Participants
  1. Participants are automatically muted at the beginning of a session. Please keep yourself muted unless you are invited to speak by the chair.
  2. During the presentations, participants may write clarification questions to the presenters in the chat box; some of these questions will be taken up by the chair.
  3. During the Q&A session at the end of the parallel session, participants may share insights or ask questions by raising their hand or writing questions and comments in the chat box. Participants will only be able to ask questions or provide comments upon invitation by the chair.
  4. Please formulate your criticism and comments in a constructive way with the overall aim to improve the ongoing work that is presented.

Guidelines for participants of plenary keynote sessions

Step 1: Entering the meeting

To attend Zoom plenary sessions, you can download the Zoom software or attend in a browser (please use Firefox or Chrome).

When it’s time for the plenary session, go to the password-protected programme page [LINK] and click “Join session”

Joining with Zoom software installed

After clicking “Join session”, your browser will open and ask to open “zoom.us”. Click Allow. This will open the Zoom software on your computer. You will then be asked to enter your name and email. Please use your name and affiliation, and if possible your institutional email. Example below. Click Join Webinar and you will be in the plenary.

Joining through the browser

After clicking “Join session” your browser will open (please use Chrome or Firefox). At the bottom of the screen, there is an option to “Join from your browser”. Click this. (Sometimes you first need to click “Click here to launch the meeting”, cancel, and then the options “Join from your browser” becomes available).

You will be asked to enter your name. Please use your first and last name, and add your affiliation in brackets, as example below. Click Join. In the next screen, enter your email address. Click join.

Joining through the browser

After clicking “Join session” your browser will open (please use Chrome or Firefox). At the bottom of the screen, there is an option to “Join from your browser”. Click this. (Sometimes you first need to click “Click here to launch the meeting”, cancel, and then the options “Join from your browser” becomes available).

You will be asked to enter your name. Please use your first and last name, and add your affiliation in brackets, as example below. Click Join. In the next screen, enter your email address. Click join.

Step 2: Guidelines for Q&A

Once you are in the plenary, you will not be able to speak to other attendees or the panellists for security reasons. If you want to ask a question, you can use the Q&A screen:

  1. Open the Q&A screen by clicking the button Q&A at bottom of screen.

2. To ask a question, simply type it and click send.

3. If your question is to a specific panellist, please specify them by name. For example: “Chasek: …. ?”

4. If you have a technical issue, please open with “TECH: …”

5. You can vote on questions that you like by clicking the thumbs-up button. Perhaps your question has already been posed, in that case: do not repeat, but vote!