Preparing for ECWs

Instructions for conference preparation – Engaging Collaboration Workshops (ECWs)

We would like to make this a paperless conference so there will be no hard copies of papers available. Please make sure you have your copies of what you have read.

There will be no hard copies of the timetable. Please make sure you have access to the latest draft.

Preparing for parallel ECW sessions

The format for the ECW parallel session is 10 min for the presenter followed by a 20 min interactive session for the audience and 10 min for the presenter to summarize the results, agree with the participants on the timeline and plans for the continued collaboration as well as collect contact information – a total of 40 min. After each session there is 5 min to change rooms if you wish to attend a paper in a different room. Therefore it is important that we all keep strictly to the times in the program and make sure that you get to the room on time after coffee and lunch breaks.

The format is strictly unplugged with an emphasis on interaction.

The role of the Presenter

As everyone listening has read the ECW briefing beforehand the presenters have 10 min to remind the audience about the focus of the session and any practical examples they may wish to share to initiate the workshop. In this time the presenter will also outline the activities to follow, how this will be structured and how delegates are expected to participate. During the last 10 min of the session the presenters summarize the results, agree with the participants on the timeline and plans for the continued collaboration as well as collect contact information.

The presentation is unplugged – there should be no computers or power point. It is important to keep strictly to the allotted time for the introduction before beginning the interactive element. The chair will let you know how much time is left.

The role of the Chair

This role is a very important one in a conference where there is an interactive ECW. Consequently, we ask those chairing to:

  • Prior to the session to have carefully read the briefing
  • Prior to the session to make yourself known to the presenter
  • At the session introduce the presenter, remind them that they have 10 minutes for their introduction (they might wish to outline how the rest of the session will work) and 10 minutes to summarize the results, agree with the participants on the timeline and plans for the continued collaboration as well as collect contact information in the end.
  • Use the reminder cards provided to keep the presenter’s 10 minute introduction and 10 minute ending to the time (5min card and a 1 minute left card).
  • After the presentation ensure that the audience is allowed equal opportunity to engage and participate in the activities set. The presenter may have included specific timings for interactive elements in their briefing, so please also ensure they are encouraged to work within these timings (you may wish to go over these with the presenter in advance of the session), but regardless ensure that they finish the entire session with the 40 minutes allotted.
  • Ensure that there are opportunities to develop group discussions and debate of specific interests.
  • Be prepared to support the presenter by encouraging participation of audience members if engagement of the group is not forthcoming.
  • Be prepared to intervene in support of the presenter if you feel they are being unfairly treated.
  • Be prepared to intervene if necessary to ensure individuals keep their comments succinct and relevant and do not delay the specific elements of the activity.
  • Ensure that the session finishes at the appointed time and finish the session by thanking the presenter and reminding delegates to be prompt for the next session.
  • Generally ensure an appreciative, engaged and collegial environment

The role of the Audience

When you attend a session you are expected to have read the ECW briefing beforehand. It is a good idea to consider relevant issues or examples from your own experience and reflect upon how you and your research group could contribute to the continued collaboration. Please note the briefing may require you to have performed some work in advance of the conference, so please arrive prepared to participate and collaborate.