3. High-level scientific conferences. Videoconferences

http://opencourse.org/Collaboratories/occollab

1. Give an overview of all activities of High-level Scientific Conferences.

2. Conference practice. Videoconference

Revise your knowledge about a videoconference (part 1.2, pp. 13-14) against the text below.

What new information did you obtain from the text? Will it be useful for conference preparation – if not why not?

According to the previous and new information you should prepare a videoconference and hold it. What steps will you make?

Organize a videoconference. During the conference the expressions after the text may be very useful.

Agenda

• Prepare an agenda with objectives for the meeting and distribute to other participants;

• Allocate times for each item and plan to observe these throughout the meeting to avoid running short of time;

• Remember to allow time for introductions and closing comments.

Assigned Roles

• Nominate a chairperson before the meeting and assign other as necessary, e.g. minute taker, time-keeper.

Presentation Material

• If a video tape is part of your presentation, ensure your video recorder is connected and queued prior to the meeting;

• Use the following guidelines for material for visual transmission: A4 paper size, landscape format, 18pt type size, strong colour contrast between text, graphics and background, double thickness rules for outlines, graphs, arrows etc.

Be Early: Request that participants arrive at leave 10 minutes before the scheduled start time. This should allow time for familiarisation with the operation of the videoconferencing system.

Videoconferencing Etiquette

• Speak naturally. It is not necessary to speak louder or slower.

• Remember to identify yourself each time you speak and pause to allow others to comment after you have finished speaking.

• Direct questions to individuals by name and location to avoid confusion.

• When speaking make eye contact with remote sites by looking at the camera/monitor, not at the other people in your room. Pretend that you are talking to a good friend sitting across the room from you.

• Refrain from making distracting noises, such as paper shuffling, pencil tapping etc.

• Assume you are always on camera, even when you are not speaking.

Chairperson guide

• Welcome all participants and initiate introductions from each location. To create a more relaxed atmosphere, it is a good idea to encourage informal conversation between sites before the meeting is called to order.

• Remind participants about videoconferencing etiquette.

• Call the meeting to order and review the agenda and objectives of the meeting.

• Try to ensure that the agenda is closely followed and time allocations are adhered to. Maybe keep an “Issue Board” for items that come up that are not directly relevant and address these later.

• Be sure to leave sufficient time at the end of the meeting to summarise the proceedings, review the Action Plan and to arrange a time for the next videoconference.

• You can track and manage participation from all involved: Place an X next to a person’s name each time he or she is heard from and place a question if a person asks a question.

• This will give you the opportunity to keep the discussion on track and get involvement by all participants.

• Thank everyone for their participation and ask foe their feedback by email or fax and immediately after the meeting evaluate how things went.

(http://port.igrs.sas.ac.uk/conferencetypes.htm)

The meeting is declared open.	Who asks the floor?
The floor is open for nomination.	May I speak on the point in question?
We are to select the president and the secretary of the meeting.	May I take the floor?
I move nomination be closed.	N has the floor.
I second the motion.	The motion is carried (adopted)
The floor is open for discussion.	The motion is voted down (overruled)
Conduct the meeting, please.	Let’s attend to the other items of the agenda.
N. will keep the minutes.	I move that the discussion should be stopped owing to the late hour.
The following items are on the agenda; item one…item two	Hear! Hear!
The agenda is carried (adopted, passed)	I’m putting the matter to the vote.
The floor is given to N for the report.	Shall we draw up a resolution on the points discussed?
There is a motion to fix the time limit at 10 minutes.	The resolution is passed unanimously (by the overwhelming majority)
Submit questions in writing, please.	The majority has it.
Who asks the floor?	Who’s in favour of (against) it?
May I speak on the point in question?	Who’s abstained (from voting)?
May I take the floor?	The agenda is complete.
N has the floor.	I declare the meeting closed.
The motion is carried (adopted)	Who asks the floor?
The motion is voted down (overruled)	May I speak on the point in question?
Let’s attend to the other items of the agenda.	May I take the floor?
I move that the discussion should be stopped owing to the late hour.	N has the floor.
Hear! Hear!	The motion is carried (adopted)
I’m putting the matter to the vote.	The motion is voted down (overruled)
Shall we draw up a resolution on the points discussed?	Let’s attend to the other items of the agenda.
The resolution is passed unanimously (by the overwhelming majority)	I move that the discussion should be stopped owing to the late hour.
The majority has it.	Hear! Hear!
Who’s in favour of (against) it?	I’m putting the matter to the vote.
Who’s abstained (from voting)?	Shall we draw up a resolution on the points discussed?
The agenda is complete.	The resolution is passed unanimously (by the overwhelming majority)
I declare the meeting closed.	The majority has it.

3. Fill lexical cloze:

Chairs

When planning the programme of your conference, a chair should be ______ to each of the sessions. A chair should have at least the same _____ as the speakers she or he will _____. Entrusting a PhD student with the task of introducing a _____ scholar may be inappropriate. Each chair must be personally _____ to act in this role, and informed of her/his duties well _____, even if she or he will _____ in the conference as a speaker, too. Bear in mind the _____ of the session when assigning chairs: some people are firmer than others. For instance, to allow one speaker in a session to _____ so badly that the others will have to _____ their papers is offensive to those speakers and makes all participants uncomfortable. Where speakers are known to overrun, or where debate might be _____, or when a session is tightly timetabled, pick a chair who you can rely on to cope. A chair also has to _____ the question and answer session, and may need to get things going with a question of their own. If possible it is good to ______ someone who knows something about the topic of the session, and who will therefore add substantially to the ______.

№	A	B	C	D
	assigned	given	assignment	assist
	position	prestige	status	state
	give	accept	preserve	present
	renowned	famous	known	admired
	invented	invited	asked	encourage
	ahead	in advance	beforehand	informal
	take over	take apart	take part	take back
	naturist	natural	type	nature
	overrule	overrun	overhand	overgrown
	cut	decorate	triple	trim
	heating	hot	heated	warm
	organize	arrange	involve	organizer
	collect	select	selective	choose
	discuss	decide	deceive	debate

4. Read the agenda of a conference below. Describe the conference using unwrapped phrases. For example: Each participant has from 20 to 25 minutes to make his or her presentation or For additional information we can contact Allan Doyle by e-mail.

5. Divide into several groups; prepare and present the agenda your own imaginary conference using the given example. The time limit is 7 minutes for a presentation.

EOGEO

2005 Workshop

Agenda

Allan Doyle - adoyle@eogeo.org

OSG/MUM3/EOGEO

2006 http://www.eogeo.org 2

General Format

• 30 minute time slots

• 20-25 minute presentations

• 5-10 minutes for questions/discussion

• Please return promptly from break, lunch

• People are welcome to stay in room for

questions/discussion during demo period

OSG/MUM3/EOGEO

2006 http://www.eogeo.org 3

07.00 - Registration, Coffee

08.15 - Agenda, Logistics, etc.

08.30 - EOGEO Overview & Current Activities

Allan Doyle, EOGEO

09.00 - Data Access Systems from the USGS

John Faundeen, USGS

09.30 - WMS Time Series with Mapbuilder

Mike Adair, Natural Resources Canada

10.00 - Break

10.30 - EOGEO: Use Cases and Information Models for OpenSDI

Josh Lieberman, Traverse & EOGEO

11.00 - An introduction to the GeoTools Library the family of related

projects

James Macgill, Penn State University

11.30 - The ICEDS OGC-compliant server for interactive global

mapping and data delivery using SRTM and Landsat data

Morley J.G., Muller J.P., Gil N., Willis I., Giovando C.,

Greening, O.

12.00 - Lunch

13.00 - GeoNetwork OpenSource

Jeroen Ticheler, Food and Agriculture Organization of the

United Nations

13.30 - Development of OGC compliant prototype systems to

promote application of EO satellite data

Shinobu Kawahito, JAXA/RESTEC