Programme team manual

Thank you all for joining the Qiqochat training on 5 Nov! If you missed it, worry not! You can check here the recording that includes:

All presenters, hosts and session organisers, who have purchased or claimed their complimentary ticket by 26 Nov will receive a personal invitation to access QiqoChat to their email.
Please set up your profile and browse through the venue after that. Please note that the email might land in your spam box. If you cannot find it or access the venue, contact conference@mydata.org

• Check that your presenter bio is complete and visible on your session page
  • If missing or incorrect, submit your (updated) presenter bio here.
• If you have any other questions about your website visibility, please email the programme lead sille at mydata dot org.

• Conference registration: Purchase your discounted presenter ticket latest on 26 November
• Please note that all session organisers and hosts are granted a complimentary conference ticket as a thank you from us! All confirmed session organisers & hosts will receive instructions for redeeming your conference tickets! If you haven’t received the information yet, please email the programme lead sille at mydata dot org.

Website visibility:

• Check that your session information (title, goal, description, team information, perspective ranking and level of content detail) is visible and correct on your session page
  • If needed, update your session information by submitting updated information using this form

Your session “furniture”:

• Let us know about your wishes for the virtual “furniture” of your session room – the materials, videos, tools etc that you’d like to have present during your session as separate tabs.
  Please submit the information latest by 20 Nov using this form: https://mydata-global.org/session-furniture-formFurther information can be found here.
  Please see here the list of different tools you can embed to the QiqoChat. Note, that you need to have the access rights to use the tools, only EtherPad is a default tool integrated in Qiqo.

  Please note that this is NOT the form to collect your presentations. All presenters can share their screen for showing their slides during the conference!
  We kindly ask the session organiser to collect all slides and permissions to publish the slides and the session recording from all presenters and host, and submit them to the conference organisers AFTER the conference!

• Please collect the slides immediately after your session, and submit the URL links or PDFs of all presentation materials (slides, etc.) used during your session through this form: https://mydata-global.org/presentation-and-permission-form
• While collecting the slides, please confirm with your session host and presenters if they give their permission to publish the slides and session recording publicly on our website and MyData Global’s Youtube channel, and submit this information through the same form.

• Please submit the URL links or PDFs of your demo presentation materials immediately after your session through this form: https://mydata-global.org/presentation-and-permission-form
• In the form, please inform the organisers of MyData Online 2020 conference if you permit them to publish the slides publicly on our website after the conference.

The programme core team is responsible for the concept and content of the conference programme. The core team consists of the programme lead Sille Sepp and programme advisors Viivi Lähteenoja, Mehdi Medjaoui and Antti ‘Jogi’ Poikola.

Programme stewards are a team of volunteers who reviewed the content coming through the open Call for Proposals. After the session curation was complete, they took on roles as session advisors, where wished.

Session main organiser is responsible for communicating with their session host and presenters and making sure the full session team (host + presenters) has all the information they need. Session main organiser can also be the session host. The main organiser is the principal contact person for the host, the presenters and MyData Global.

Before the conference

Session organiser will set up a first preparatory call with the host and presenters in Sept/Oct to agree and define the

1. title,
2. goal,
3. session description,
4. BLTS ranking, and
5. Level of content detail
   …  of their session.

Closer to the conference, a second call will be set up to agree on the flow of the session (order of presentations, timing, etc.) → fill in a simple “session script” sent to you over email previously.

Session organiser makes sure that the host and presenters bios are submitted and that the session titles and descriptions are correct at the website.

During the conference

Session organiser meets the host and presenters in the conference virtual venue before the session time: make sure that all session team members have all they need to run a coherent and enlightening session.

Hosts are responsible for opening and closing of the session as well as moderating the discussions during the session.

During the conference

• Host will open the session, introduce presenters, facilitate discussions and close the session.
• Host will help presenters to keep with the timing.
• Host (with the help of a room assistant) can operate the interactive live participation technology (eg Slido, Mentimeter etc) during the sessions as agreed upon with the session presenters and outlined in the session script template.

• Presenters are at the very heart of MyData conference! Presenters are invited to become a part of their respective session teams and bring their valued insights to finalising the session programme for the conference.
• Presenters are responsible for the timely submission of their bios, presenter materials and permissions.

Room assistants are dedicated volunteers at the conference virtual venue who are there to assist in the practical running of the sessions.

Room assistants will:

• Be responsible for checking the chat
• Make sure that the presentations are uploaded to the session virtual room
• Help the session hosts with the preferred tools and other technical issues, including audio settings
• Do other tasks agreed upon with the session hosts before the conference

You can find your session time and location from the programme page and/or by finding your presenter page here. If you can’t find your presenter page, make sure you’ve submitted your bio and allowed for a couple of working days to give us time to update the website.

You can contact your session organiser for the details of your session.

Yes, we ask that all presenters submit their materials prior to the conference to ensure smooth and timely sessions for everyone. Further instructions will be sent to all session organisers before the conference.

The Qiqo virtual venue is a “social wrapper” built around Zoom. This means that the system and internet bandwidth requirements are the same as for Zoom.

For group video calling:

• 800kbps/1.0 Mbps (up/down) for high-quality video
• For gallery view and/or 720p HD video: 1.5Mbps/1.5Mbps (up/down)
• Receiving 1080p HD video requires 2.5Mbps (up/down)
• Sending 1080p HD video requires 3.0Mbps (up/down)

Check more details on the Zoom website.

There are no restrictions on the format of your presentation materials, but in order to maintain all the fonts PDF-slides are recommended. The conference has no slide template, If you want to use the official MyData logos and graphics, you can find them here.

We recommend that you would use some kind of headset system, instead of relying on the microphone built into your computer. Sound quality is generally better with the headset + microphones. Sound quality of course also depends on your internet connectivity, so we recommend checking your bandwidth prior to the conference and connecting to reliable sources for sufficient connectivity (see the above question) during the conference.

The session hosts will encourage the audience to speak up and ask questions. In order to maximise knowledge transfer, we will also utilise audience interaction technology called Slido during all sessions. Slido provides functionalities like polls, chat, and a Q&A message wall. The session hosts and room assistants will be operating Slido according to the presenters’ needs and wishes.

You can see pictures and information about the venue here and in the demonstration in this document. We recommend thinking about your needs for the virtual session room (what kind of functionalities you wish to have in place) and let us know about these well in advance. We will provide you with all necessary information on how to do it before the conference.

Programme team’s webinar  (held on 28 & 29 Sep)  with the overarching presentation about the programme goals, design principles, theme, structure and next steps is available in these  slides and this recording.

MyData audience and programme team is looking for compelling and well-researched content that engages with solutions and challenges in the field of personal data management.

We are not expecting to see marketing pitches from the stage. Bluntly self-promotional content is not attractive for the audience and failing to respect this quickly turns against the presenters own reputation besides harming the overall conference experience of others.

Many businesses, NGOs, governmental organisations and projects are deeply involved in advancing MyData and they have great content to offer in the conference. The guidance below is to help you to make a presentation which will be perceived well by the audience and not confused with self-promotion.

1. Mention your own organisation, product, service, project etc. to give context to what you are talking about, but do not use too much time on this.
2. Frame the main point of your presentation in terms of learning, inspiration, and provoking new thinking: what you have learned and what others can learn from you; what might inspire others; what could be useful or thought-provoking for others?
3. Note down with one sentence what you think will be the key take-away from your presentation for the audience (what people will remember after) and evaluate if it feels right.

The relevant business and other connections will be created best in one-to-one conversations during the conference and we encourage active networking.