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Annual Meeting Guidelines and Expectations for Presenters We’re delighted that you’ve chosen to present your research at SVP this year, especially given the challenging circumstances many of us have faced in 2020. In order to ensure that you’re aware of how the virtual platform will operate, we’ve written some guidelines and expectations for presenters below. Please take some time to read this before the meeting begins on Sunday 11th October.  
 
Timing: The virtual platform will go live on Sunday 11 October at 7:00am US EDT. Don’t feel you need to log in at this time! During the day Sunday, all content will be available for viewing only. We made this decision to allow all participants to start navigating the site and finding the content that interests them.  
 
Asynchronous content: From Monday 12 through to Friday 16 October, participants will be able to view content and leave questions for presenters in the moderated Question and Answer (Q&A) function associated with each presentation within a theme or symposium. One of the benefits of asynchronous content is that audiences can view at a time that is convenient to them, fitting in around professional and personal commitments. As a presenter, we don’t expect you to be online constantly replying to questions. Instead we ask that you reply to questions at any time that is convenient to you, and if possible, log in to the site at least once a day in order to answer them. Of course, you can access the site and reply to questions as much as you want during Monday to Friday of the meeting. The site will close to comments on Friday 16th October at 6:30pm EDT. We ask that attendees treat the Q&A function as you would asking a question after a talk or during the poster session; as a presenter, please do the same, and be professional and courteous at all times.  
 
As a reminder, you will need to login into your Q&A chat. To do so, simply click on the three dots on the far right of the Q&A section of your profile page.  
 

Moderating your asynchronous Q&A chat: 
  • As presenters and/or registered co-authors, you will be able to monitor your asynchronous question and answer chat. As stated above, it is expected that authors check the site at least once a day during Monday-Friday of the meeting.  
  • If you encounter any comments that appear inappropriate, or that clearly violate the Meeting Code of Conduct, you should email the safeSVP@vertpaleo.org complaint reporting email address including a screen-shot of the content if possible. The safeSVP team will then contact the individual and act in accordance to the procedures outlined in the meeting code of conduct.  
  • Presenters and co-authors are not expected to challenge the individual posting inappropriate content.
Live networking event: Each theme or symposium has been assigned to a Live Networking event. The main purpose of this event is for attendees to ask questions to the presenters and to discuss the general topics presented in the theme. Scheduling the live sessions represented a significant challenge for SVP committee members and staff. We’ve tried to accommodate as many time zones as possible, but it is inevitable with an international meeting that some attendees will find some scheduled events difficult or impossible to attend. We ask that presenters attend the Live Networking event if they can, but appreciate that this may not be possible. You may ask a co-author to attend on your behalf. Presenters or co-authors are not required to deliver a live version of their presentation during this session. The live networking event will be broadcasted through SVP’s Virtual Meeting platform with presenters and attendees appearing either via camera or represented by their names. Two moderators will run the live networking events and will remind attendees that they can of course pose questions to presenters via the asynchronous Q&A chat function.  
 
Technical Assistance or Questions:  Conduct: 
During registration all attendees agreed to abide by the Annual Meeting Code of Conduct. This applies to all participants and all SVP meeting-related events. Particularly with respect to interacting with presentations, we remind all attendees, including presenters, that there is an expectation of behavior:  
  • Participants should treat one another with respect, consideration, and dignity regardless of gender, gender identity and expression, sexual orientation, marital or parental status, age, immigration status, disability, neurodiverse status, physical appearance, body size, race, ethnicity, nationality, religious affiliation, socioeconomic background, educational background, career stage, or military service.  
  • Questions and discussions should be respectful and constructive and focus on ideas rather than individuals.  
  • Comments or behaviors that may reasonably be assumed to have the effect of creating, contributing to, or maintaining an environment that is hostile toward or damaging to a person or group are prohibited, no matter whether they are made directly (e.g., in person or directly online) or indirectly (e.g., via social media).  
Furthermore, our conduct policy prohibits participants from taking or disseminating photographs, recordings, or reproductions of materials presented as part of the Annual Meeting without express permission of the author(s). Please familiarize yourself with our social media guidelines. The default assumption is to allow open discussion (not images) of SVP presentations on social media. Attendees are required to adhere to these guidelines but importantly, to respect any request by an author not to disseminate the contents of their presentation. Unauthorized content capture is extremely difficult to monitor via an online platform, so we are relying on delegates to adhere to this instruction.  
 
If you experience or witness a Code of Conduct violation, please follow the reporting procedures outlined here: http://vertpaleo.org/Annual-Meeting/Code-of-Conduct.aspx. Be aware that sanctions may be applied, including, but not limited to, expulsion from the virtual  
platform and meeting, and removal of SVP membership.  
 
And finally,  
Thank you once again for choosing to present your research at the 2020 SVP annual meeting. We appreciate the time and effort that goes in to producing a presentation under normal circumstances and therefore the additional commitment to producing your talk or poster in such challenging times. We hope you enjoy the experience of the virtual meeting and the opportunity to engage with the latest vertebrate paleontology research.