SCA:iri hosting

SCAiri for the organizer

SCA: items, research, ideas

So, you want to do the thing?

I would love to see more people hosting Scairi style talks and posters, and for them to give feedback on it. The plan is to have a youtube channel with videos of the talks, and to have high quality pictures of the posters. With each session as a page on this site. For this to happen, we need to have more sessions. I will also want a statement from the people in the video and the videographer that they are willing to have the video hosted on my site. (I will work on developing this soon).

As we host more and more sessions, we will develop a set of guidelines for the hosts, so far here is what I have as hints, learned from the first session.

Hints

Have someone specific in charge of it, a SCAiri-master. And, if recording, someone assigned to AV.

Keep it to 5 talks per 2/hours; at 20 min/talk (15 to talk, 4 for question, 1 for switching, it can get behind, and people will need a break)

It helps, if you have enough talks, to break the sessions by theme, in a way that the attendees will likely want to see all the talks in one session; think about talks that specific people want to see, not necessarily things that are connected but would have different audiences. 

If you record it, have a good microphone, a good camera, and extra batteries

Load all the talks on the presentation computer in the morning. If you can’t, this is one reason for the 5 in 2/hours is for, but try to not rely on it. Also, test that the talks work, and that if any have videos or sound, test that specifically.

If you record it and want it online, get a signed release. (Will be available soon)

Start asking ahead of time, create a buzz, give people a couple of months if possible, so they can learn the new format and get ideas

For posters, provide wall space and table space, some will have posters, some will have three-panel boards. 

If you can’t handle both at the venue, let the presenters know as much ahead of time as possible

Feedback is good, the SCAiri-master should provide this, but be positive. All presenters will need to get at least two positive comments and one gentle way they could improve. If the SCAiri-master does not feel comfortable doing this, they can find someone to do it

The SCAiri-master, or a designate, will need to work the room, will need to keep everyone on time, shut down any questions that are in the 15 min talk time, give 5 and 1 min warning to the speaker, and do any other thing needed to keep things moving and civil.

Figure out what resources you will have, or not have, and let the presenters know early: Computer, Projector, Sound system, Laser pointer, White board, Recording equipment, Microphone, Podium, A quiet room