Guidelines and Expectations for Presenters

Alligatoroid skull,  Naturkundemuseum Karlsruhe, photo credit: C. A. Brochu

Guidelines and Expectations for Presenters

We’re delighted that you’ve chosen to present your research at SVP this year. 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 Monday October 25th.

Timing: The virtual platform will go live on Monday, October 25th at 8:00am US EDT. Don’t feel you need to log in at this time! From Monday, October 25 through Monday, November 1, 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 October 25 through Sunday November 21, participants will be able to view content and leave questions for presenters within their profile. 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 during the live portion of the meeting (November 1-5, 2021) in order to answer them. Of course, you can access the site and reply to questions as much as you want while the platform is open. The site will close to comments on Sunday November 21 at 11:59pm EST. We ask that attendees treat the chat 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.

1 to 1 Chat: New this year – you can see who is currently viewing your presenter profile and initiate a 1 to 1 chat with them. At the top of your presenter profile, you can click on the “In Profile Now” button to see who is currently in your profile – simply click their name to open up a private chat with them. All 1 to 1 chat messages will be stored in the message center in your dashboard for you to revisit at any time.

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 (November 1- 5, 2021).
  • 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. Here is the link for Anonymous Reporting, https://secure.ethicspoint.com/domain/media/en/gui/57816/index.html (scroll down the page to “Make a Report”, and select “SVP”).
  • 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. 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 will not be delivering 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 also pose questions to presenters via the asynchronous Q&A chat function. This year, the live Networking Sessions will also be recorded and posted to the meeting platform for on demand viewing through November 21st.

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:

  • 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).
  • Do not use legal intoxicants to the extent that your ability to act professionally and follow this Code of Conduct is compromised.
  • Do not take or disseminate photographs, recordings, or reproductions of materials presented as part of the Annual Meeting without express permission of the author(s).

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: https://vertpaleo.org/protocols-for-ethics-violation-reporting/. 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,
Please also bear in mind that although much has changed, we are still in a pandemic, and while life in many places has returned to more normal conditions, many of our colleagues are still coping with closed workplaces, inaccessible collections, restrictions on fieldwork, reduced funding and other research delays. We would ask that you bear this in mind when viewing the talks and posters and when interacting with other attendees and continue to exercise compassion when interacting with one another. It is still an exciting thing to be able to share new developments in vertebrate paleontology and share our discoveries. We hope that you will enjoy the 2021 annual meeting, and we look forward to seeing you.