Conference Session Formats

The following is information to help presenters prepare for their session and to also help familiarize participants to the different session formats. Please check with the conference organizers about any potential issues or if you need any support or materials for your session in order to be prepared.

FORMATDESCRIPTIONPRESENTERPARTICIPANT
WORLD CAFE

A table format arrangement to discuss a question or a topic.

Duration: 60 minutes

On site equipment:
A large table covered with paper tablecloth,
pens, markers, sticky notes

World cafe is an interactive and informal way to share activities in small groups with a wider audience in an open space. This means that there will be a lot of conversation at the same time and therefore noise, a lot of noise. Table leaders need to be aware of these features, and manage the transitions among tables and find effective ways to engage participants in discussion. For further information about the format, please see The World Cafe MethodBEFORE
Prepare your EX-ANTE video describing: 
-intended topic
-goals of the session
-outline
-duration
-in what way the topic is innovative and/or complementary to other contributions.

Load your EX-ANTE video to your SCHED.  

Think about involving a collaborator or involve a participant in the management of the table.
DURING
You should arrive at your table at least 5-10 minutes in advance in order to check materials, get familiar with the table arrangements and to add what you might need on time. 
As a table leader, you will host your table for 60 mins but the delegates you work with are expected to change every 15 minutes (3 rounds of conversation in 60 minutes). At the beginning of each round, briefly repeat the information you shared in the EX ANTE video with each group (or introduce the session) so that participants can quickly focus. Remind participants that after the first group a second and a third group will come. Ask them to be mindful and leave some space on the paper tablecloth for contributions from others. Consider organizing the space on the tablecloth in advance, if this would help.
AFTER
At the end of the World cafe you will be asked to share the main takeaways with the rest of the large group with an EX- POST video. Remember to use the conference hashtag #OEGLOBAL19 when sharing this.




Please do your best to arrive on time. If you can’t manage to arrive on time, please be respectful of the ongoing activity and try your best not to disturb. In the event of a late arrival, please consider joining the second or the third round.
The first round will start with an almost empty paper tablecloth where participants will be able to note comments. Please  remember that two other rounds will follow, so leave some space for them. 
As soon as you will change the table for the second round, you will find results from the  previous round already noted there: please provide your input accordingly. Keep in mind that another round will come, so leave some space for the next group of participants.
During the third round the remaining  space available is all open to be used, but you can also use sticky notes to add a new layer if needed.

The corridors will be noisy: Please try to be mindful of this fact when engaging with other participants. Loud voices might disturb participants in other world cafe sessions taking place concurrently in the same corridor.

ACTION LAB

Hands-on, action-oriented sessions

Duration: 50 minutes

On site equipment:
A large table, pens, markers, sticky notes, paper, scissors, scotch tape. 


The Open Education Action Lab is intended to train participants, engage them in thoughtful discussions, provide opportunities for feedback, and incubate new projects and ideas. Sessions could take the form of:– a workshop
– a brainstorming
– discussiona demonstration
– a participatory how-to session.
BEFORE
Prepare your EX-ANTE video describing:
– intended topic
– goals of the session
– hands-on components of the session
-outline
– in what way the topic is innovative and/or complementary to other contributions
– resources and materials that will be used.
Think about involving a collaborator or to involve a participant in the management of the table. 
DURING
Arrive at your table at least 5-10 minutes in advance to get ready and to preparare what you might need. At the beginning of your session, briefly repeat the information you shared in the EX ANTE video (or introduce the session) so that participants can quickly focus. 
Explain the activities giving instructions. 
Collect notes and materials built together with participants.
AFTER 
At the end of the Action Lab you will be asked to share the main takeaways with the rest of the large group with an EX- POST video.

Please do your best to arrive on time because instructions for the activities will be given at the beginning of the session. If you can’t manage to arrive on time, please be respectful of the ongoing activity and try your best not to disturb. 

The corridors will be noisy: Please try to be mindful of this fact when engaging with other participants. Loud voices might disturb participants in other action labs taking place concurrently in the same corridor.

POSTER

Large printed information sheets aimed at giving an overview of the topic/project covered

On site equipment:
A structure where to hang the poster, a folder where to collect comments and contact notes and business cards from interested participants

Poster dimensions:
A1 (841 x 594 mm)

Posters are intended to be self-explaining and will be on display for the entire duration of the conference. Special poster sessions will be organised so that poster presenters can engage in conversation with delegates. All posters will be considered for the Best Poster Award voted by conference attendees; award winner(s) will be announced on Day 3 of the conference, just after the final keynote.BEFORE
You are not required to prepare anything before the conference. IF you are interested in producing an EX-ANTE video you are welcome to do so. You are also encouraged to share a PDF version of your poster, prior to the conference, under your proposal/session description. 
DURING
As posters will be available throughout the whole conference, there will be plenty of time to meet participants. In order to facilitate the collection of comments and possible contacts, we will provide a folder close to each poster, so that participants can insert a note or a request and get in touch with you during or after the conference. We ask all poster presenters to make themselves available for Q&A on Tuesday from 13:00 until 13:45 in the poster display area. 
AFTER 
You are not required to do anything after the conference, but you are welcome  to share your takeaways in an EX-POST video. Remember to use the conference hashtag #OEGLOBAL19 when sharing this.

A special poster session will take place on Tuesday from 13:00 until 13:45 in the poster display area. Please support poster presenters by visiting the display area during this time and engaging with presenters.

Posters will be available throughout the entire duration of the conference.  You are encouraged to leave comments/questions to authors in special boxes that will be made  available next to each poster display.
LIGHTNING TALK
Speedy conference presentations based on 22 slides x 22 seconds for each by one or more authors, followed by Q&A

Duration: 8 mins and 6 seconds

On site equipment:
Computer, WiFi, microphone, projector

Presentations can be based on work in progress, research findings or experimental work. BEFORE
You are not required to prepare anything before the conference. However, if you are interested in producing an EX-ANTE video you are welcome to do it  explaining:
– intended topic
goals
– outline
– in what way the topic is innovative and/or complementary to other contributions.
DURING
You should arrive to  your session at least 5-10 minutes before the set of lightning talks in your time slot is due to start in order to upload your presentation slides (if you intend to use one). If you are not planning to use slides you may wish to prepare one slide with the title of your presentation and your contact details. 

Please check with the session chair the presentation order to be ready when your moment comes. You will have a very specific slot  but there will be some extra time for one or two questions after your contribution.
AFTER 
You are not required to do anything after the conference, but if you are welcome to share your takeaways in an EX-POST video. Remember to use the conference hashtag #OEGLOBAL19 when sharing this.

The duration of each lightning talk is 10 min (inclusive of transition time to the next presenter). This means that there might be time only for 1-2 questions after each presentation. If there is not enough time to ask your question please engage with the presenter (s) after the session or during a break. 
PRESENTATION

Duration: 15 minutes + 10 minutes discussion

On site equipment:
Computer, WiFi, microphone, projector

Presentations can be based on work in progress, research findings or experimental work. BEFORE
Prepare your EX-ANTE video describing: 
– intended topic
– goals of the session
– outline
– duration
– in what way the topic is innovative and/or complementary to other contributions.
DURING
You should arrive  at least 5-10 minutes before a set of presentations is taking place in the allocated room in your time slot to  upload your presentation slides.

AFTER
After the presentation, you are encouraged to share the main takeaways from your session in  an EX- POST video. Remember to use the conference hashtag #OEGLOBAL19 when sharing this.
This is a traditional presentation format.