Topics Discussion Guidelines

The goal of the topical discussion sessions is to hold discussions on an overarching topic aiming at summarising the state of the science from the research presented at the regular scientific sessions and/or prioritizing key research questions that need to be addressed. These sessions have complementary presentation session(s) that participants are invited to attend to make the most out of it. An up-to-date overview of all sessions is available here.

Remote participants can join topical discussion sessions through livestreaming and contribute to the discussions in real-time through chat features.

General

  • The moderators are asked to coordinate the speakers and panellists prior and during the topical discussion sessions and run the session according to their technical script.
  • All sessions will be live streamed via Zoom. Recordings will be posted about one week after the live stream and remain available until three months after the meeting.

Preparations

  • All presentation slides (including introduction, flash talks or conclusions[PPT, PPTX, PDF, max file size 500MB]) need to be uploaded by 23:59 IST the day before the topical discussion is scheduled. This can either be one slideshow compiled by the moderator or several presentations with one file for every single session topic, as previously confirmed with the SETAC office. If the file size exceeds the limit of the online upload module or the deadline has passed, please bring the presentation to the speaker-ready room (Liffey Boardroom 3) and upload the file onsite. Note: it is not possible to upload slides to the presenter’s laptop directly.
  • To upload slides, go to the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with, as previously confirmed by the SETAC office. Click on the presentation title to access the upload entry and upload your presentation.

At the Meeting

  • All moderators, panellists and speakers should be present onsite, and are expected to arrive at the latest 20 minutes before the session starts. Please instruct your group accordingly! Meet up with SETAC staff, AV technicians and volunteers to ensure decent coordination and set the scene for a successful livestream.
  • Ensure that one session chair moderates the chat discussion with the virtual audience. This co-chair is also the spokesperson of the virtual audience for the in-person event (for example, asking questions or passing on comments).
  • Instruct the audience to use microphones for questions or – alternatively – repeat the question using the microphone. A volunteer will assist to operate a wireless microphone.

Room Set-Up

  • Each room will have one presentation laptop located on the lectern. This laptop will project the presentation or polling to the onsite and virtual audience. It is not possible to connect your own device to the projector. This laptop is connected to the internet.
  • A second laptop located on the head table will allow the moderator to interact with the virtual audience via chat.
  • Each room is equipped with one static camera capturing the whole stage at once.
  • Volunteers will start the Zoom connection and set everything up but will keep it on mute until the session starts.

During the Session

  • At the start of the session: Unmute the Zoom microphone on the presenter’s laptop (lectern) just before the session starts in the top Zoom meeting controls.
  • Welcome the onsite AND virtual participants, who can follow the event through live streaming.
  • A co-moderator will monitor, prioritize, and aggregate the input from the virtual audience and will put questions forth in the session room. Please organise yourselves who is taking charge of the virtual participant chat.

Polling

  • Real time polls like Mentimeter or Slido can be organised for both onsite as virtual participants. Polling systems that require downloads, are not possible as we can´t install program on the laptops.
  • SETAC has a Mentimeter license and can assist moderators with the set-up. Please reach out to Europe-meeting@setac.org and arrange for a meeting with Rebecca Bundschuh in Dublin at least one day before the topical discussion is planned.

SETAC Globe

Topical discussion chairs are strongly encouraged to spotlight the key discussions and lessons learned in SETAC’s home journal, the Globe. This is a magazine-style news outlet and not a scientific journal, the summary should focus on the relevance of the session and important discussions and conclusions. Have a look at the guidelines.

If you have any questions, comments or suggestions for future meetings, please provide your feedback to europe-meeting@setac.org.

Many thanks for your contributions to making this a successful meeting!