Chapter D3 – Virtual Participation/Presentations Online

IEEE MTT-S International Microwave Symposium

Guidelines and Procedures Manual

 

 

Prepared by Charlotte Blair (2009)

Table of Contents

 

           Purpose and Duties

           Suggested Membership Structure

           Timeline of Events

           Description of Events

           Problems Encountered

           Suggestions and Recommendations

           Conclusion

1.    Purpose and Duties

The purpose of IMS2009 Virtual Participation/Presentations Online  was to enable attendees, and those unable to make it to the conference in person, the opportunity to purchase and view a subset of the technical presentations, workshops, and short courses they might have missed due to conflicting schedules for a more comprehensive experience.  We also provided free viewing of the microapps and plenary session for those who might have not been able to attend these events.  

 

IMS 2009 hoped to make this benefit almost immediately available by recording both the audio and visual material and then uploading to a secured website within 12 hours of the actual presentation.  Recordings will be made available on-line during the conference as they become available and would remain on-line for several months following the conference. This did not happen. Rendering, editing and IEEE branding of the recordings delayed immediate release. Recordings were available within 1 month of IMS.

 

In year 2009 student volunteers assisted in the launch of this progressive feature. Students used Camtasia as the presentation capture media and recorded presenter’s highlights as he/she presents.

 

 

2.    Suggested Organization

Chair

Vice Chair

IEEE Liaison

Audio Visual Liaison

If students are recording

·         Secretary to organize volunteers

·         Two or more technical leads for recording questions and procedures and to check sound before recording venue begins

·         Two student volunteers per session/workshop/short course to perform recordings

 

 

3.    Timeline of Events

 

Event

Time

1.      Statement of Recorded Offerings for Subcontractors and Website

 

* See detail in Description of Event below.

 

January of year prior

2.      Send Out Statement of Work to Recording Subcontractors

January of year prior

3.      Inclusion of Recording Statement in Call For Papers (CFP)

 

Same as IMS Technical Papers

 

4.      Inclusion of Recording Statement in Workshop

 

Same as IMS Workshop

 

5.      Inclusion of Recording Statement in Short Courses

 

Same as IMS Short Course

 

6.      Inclusion of Recording Statement in MicroApps

 

Same as IMS MicroApps

 

7.      Opt Out Option in Technical Session (TS) Acceptance Letter

 

Same as IMS Technical Papers

 

8.      Opt Out Option in Workshop (WS) Acceptance Letter

 

Same as IMS Workshop

 

9.      Opt Out Option in Short Courses (SC) Acceptance Letter

 

Same as IMS Short Course

 

10.  Opt Out Option in MicroApps (μapps) Acceptance Letter

 

Same as IMS MicroApps

 

11.  Notification of TS Chairs for Selected Recorded sessions

 

Same as IMS Technical Papers

 

12.  Notification of WS Chairs for Selected Recorded sessions

 

Same as IMS Workshop

 

13.  Notification of SC Chairs for Selected Recorded sessions

 

Same as IMS Short Course

 

14.  Notification of μapps Chairs for Selected Recorded sessions

 

Same as IMS MicroApps

 

15.  Reminder E-Mail to Presenters that they are being recorded and to give student copy of presentation

 

Same as IMS

16.  Organize Student training date with student volunteers and local arrangements

 

* See detail in Description of Event below.

 

May

17.  Prepare guidelines and handouts for student training

 

May

18.  Training session for students who will be responsible for recording

 

June

 

 

 

 

 

 

 

 

 

4.    Description of Events

 

1.      Statement of Recorded Offerings for Subcontractors and Website – Coordinate with Chair the venues which are to be audio recorded and or videotaped ( all or a select few, if a select few how are they selected). Prepare statement of work to detail number of venues to be recorded and in what format. Detail look and feel of finished recordings to keep with IEEE brand and/or IEEETV brand. This can be coordinated with IEEE liaison. Request breakdown of labor and equipment costs.

 

16.  Organize Student training date with student volunteers and local arrangements – Coordinate training dates at IMS site with student volunteers. Training will have to span the week or ad hoc as students come in on different days.

5.    Problems Encountered

 

The biggest problem encountered at IMS2009 was the coordination and responsiveness of the student volunteers. Students could not embrace the value of capturing the presenter’s  highlighting so many recordings was just audio over slides. Uploading of pdfs also posed an issue as rendering of pdfs in Camtasia had to be immediately performed. Powerpoint files can be rendered in batch after session was complete.

 

A small number of speakers opted out of recordings which eliminated that specific session as available online. It was decided early on that all papers in each venue needed to be recorded in order for that session to be packaged for sale.

 

Rendering of files overnight proved to be time consuming.

6.    Suggestions and Recommendations

 

This is a big job that requires a lot of organization and coordination, but it certainly was fun and rewarding. Motivation of both committee members and volunteers is essential. For future IMS I would suggest contracting out the recordings which will eliminate most if not all the work in making this a reality. Recordings of the TS should be free to TS attendees and for sale at a nominal fee to nonattendees. As with the selected and presented Microapps papers this online availability can be offered to all exhibitors as a payable option – somewhat of an infomercial.

 

1.    Conclusion

 

Virtual Participation Chair in its initial year was very time consuming and demanding yet it was very rewarding in itself. The Virtual Participation student leaders at IMS2009 were professional and showed ten times over their organizational skills. The camaraderie of the Steering Committee was very evident as we all worked together to complete a successful IMS2009. Needless to say the pool of people you meet and encounter is priceless. This is where you can make your mark in your profession.