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Presenter Instructions & Tips

2022 ASP Summer Symposium

Basic Presenter Instructions for 60-minute Concurrent Sessions

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Please email us at any time: meeting@astrosociety.org


Every registrant, including presenters, will receive an email this Thursday with a link to the 2022 ASP Summer Symposium attendee portal. All presenters and attendees should navigate the program listings, peruse the available sessions, and for a given time, click on their primary session of interest - such as your session when it is scheduled. There, you should click through to find a link to join the session zoom.

Every session will have a Zoom host from the ASP staff. The host is responsible for starting the Zoom session, keeping time, and introducing the primary presenter. You as the primary presenter should introduce any co-presenter(s) you may have.

We ask all presenters and co-presenters to arrive to their session zoom 5-10 minutes before the scheduled session start. The Zoom link will let you in but only the ASP host will let you into the zoom room and the participants will be let in when you and the ASP host are ready.

During those pre-session minutes, you'll want to do a "tech check" of your microphone, speakers, and the content you'll be screen-sharing. Also, if you do have any co-presenter(s), please discuss with the host if your team would like to handle the chat questions and comments during the session. The default is for the ASP host to monitor the chat for the session, but if you have any co-presenter(s), it really is likely to be more suitable for your team to be on top of what participants are asking about or saying in the chat.

When the scheduled time for your session arrives, you will be invited by the host to share your screen, so that you can begin showing content important to your session. Please pay attention to the clock yourself, and allow adequate time for Q&A with participants. The session host will remind you when the session time is nearing the end. 

The conference schedule is very full, and people will need to move on to other sessions or a break after your session concludes, so please be respectful of other people's time. Most of the ASP hosts, for instance, will have another session to attend starting promptly 15 minutes after the prior set of sessions - and they need to arrive early at their subsequent session. People also will want to use the breaks to attend to biological and personal/family needs. Therefore, be warned that prompt ends to sessions as scheduled will be important for all, and your session host may need to end your zoom session before you desire -  IF you go too much over the scheduled end time.

If you wish to keep the conversation(s) going with participants, this virtual event of course is different from a physical one where you would hang out afterwards outside the session room. So our suggestion is to tell participants how to follow up with you via email, text, phone, or social media - and indicate your preferences. We're offering for this Symposium a 45-minute mid-day Networking session, with an open Zoom room with breakouts enabled. See it in the schedule, and if suitable for you, you might consider telling colleagues to meet up with you there for some additional conversation, and choose a breakout room if you like. 

If you have resources you’d like to share with your session attendees, we encourage you to post them online somewhere and then share the URLs in the session’s chat window and/or your slides.

All Symposium sessions will be recorded, so keep that in mind during your session that some uncertain # of viewers of your session will be watching the recording later on. Session video recordings will be available in September, after we upload and organize all the video recordings. When done, we will send out an email to all conference registrants, who will then be able to access the videos on the conference platform well into 2023. The videos will be accessible, but not shareable.

Services will be provided for the Deaf/Hard of Hearing community. The ASP will be featuring Virtual ASL Interpretation for the Thursday, August 18 Free Special Public Talk with Jessica Harris. Closed Captioning (interpreted by Zoom) will be available during the Public Talk and all of the plenary and speaker sessions for the one-day Symposium on August 19.
 


Invitation to share pronouns and land acknowledgements

We’d like to invite and encourage you to include your pronouns and a land acknowledgement when you introduce yourself at the start of your session. 

The ASP celebrates our LGBTQIA+ staff and colleagues. One simple way to show respect and affirmation for members of this community is through sharing our pronouns, which lets others know how to refer to us based on our own identity, normalizes the practice so that everyone can feel more comfortable doing so, and helps everyone feel respected, safe, and included.

Land acknowledgements are formal statements that recognize and respect Indigenous Peoples as traditional stewards of the land where you reside. You can learn about the people on whose land you live and work on the Native Land Digital website, and learn more about land acknowledgements in this guide from the Native Governance Center. If you are not indigenous to the land where you reside, we encourage you to learn the names of the people, practice pronouncing the names, and learn about their history and well as any of their current projects or initiatives that you could support through financial donations or volunteer time.

Perhaps you are already experienced and knowledgeable in sharing your pronouns and/or offering land acknowledgements, in which case, we invite you to do so at the symposium in the format of your choice. If these practices are new to you, we encourage you to try it out even if it feels a little uncomfortable simply because it's unfamiliar. Here’s one simple format that we suggest:

“Hello. I’m [NAME]. My pronouns are [PRONOUNS]. I’m joining you today from [INDIGENOUS PEOPLES’ NAME] land in [SETTLER PLACE NAME].”

For example: "Hello. I’m Vivian White from the ASP. My pronouns are she / her. I’m joining you today from Ohlone and Miwok land in Berkeley, CA."

At ASP, we are always trying to learn more and do better in terms of making our events and programs more welcoming and inclusive. We warmly invite any feedback about our practices so that we can continue to improve in these efforts. 

You can direct that feedback to Anna Hurst, ASP's DEAI committee chair, at ahurst@astrosociety.org

 

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