Speaker FAQ

 

What is the event platform?

Zoom Webinar

What do I need to present virtually?

Please ensure that you do the following:
– Download Zoom as an application onto your device in advance. Please do NOT use Zoom on your browser.
– You have a reliable and steady internet connection.
– Nobody in your household is uploading or downloading at any time during your session.
– You sit in a well lit room to ensure the best video quality.
– You have a headset or headphones available for good sound quality.
– Have your presentation ready and open to start sharing when needed.

Please note if there is more than one person presenting, you will still need your own laptop per person. This is not only for slides, but also to ensure you can be seen in the camera during your section of the event. We also recommend not being in the same room as one another, as this will cause issues with the sound.

Do I need a virtual background?

A Zoom background and name tag will be added automatically to your event. You will have a choice of colour and also what your name tag says. Please let us know what you would like during your practice session and we will note this down for your actual session. We request that you use a virtual background during presentations. If you do not wish to use the DI background, please use one from your own company.

How should I format my presentation?

The format of your presentation is entirely up to you, you may use PDF, PowerPoint, live code, etc.

You will be using your own computer and moving through the slides yourself.

How do I join the Zoom Webinar?

You will receive an email from Zoom, with the date and time of the event and your unique panellist URL.

Please do NOT share this link with anyone else. It is your individual link for the event.

Zoom will send 3 reminder emails, with your unique panellist URL link, 1 week, 1 day and 1 hour before your session.

Is there a practice session?

Prior to each event, we do a practice session to go over the functionality of Zoom Webinar, introduce you to your host, go over the running order for the event and for you to ask any questions. Your DI Event Manager will be in contact with you regarding a practice session, at a time that works for you before your event. You will then be sent a unique panellist Zoom URL for this session, which will run the same way as the actual event.

Will there be a host for my session?

Your host will join you on the Zoom Webinar 15 minutes before your session begins. They walk you through the event and prepare you for the talk. They will announce you and your bio before handing the session over to you and stopping their video and audio. You will then give your presentation. At the end of the session, you will stop your screen share and return to the screen with the host, who will monitor and moderate the Q&A session. If you have any issues during the presentation, please let them know verbally and they will come to your rescue by turning their camera and audio back on. Please note – we will notify you who your host will be one week ahead of your scheduled talk.

How will the event run?

For a standard speaking session with a presentation:

– On the day of the event, use the panellist link sent to you via email and join 15 minutes before the session starts.
– When the session is due to start, the host will make sure you are ready and then begin the live broadcast. They will also record the event unless you tell us ahead of time that you do not want your session shared.
– As a panellist, you will have access to cameras, mics, the chat, Q&A and polls.
– You can use the chat function to contact the DI Team at any time if you have any issues during the session. Make sure this is set to all panellists, not attendees. Any problems, contact the DI Team through the chat function.
– The host will introduce you and invite you to turn on your camera and mic.
– Share your screen and video and begin your session.
– At the end of your session, the host will turn their camera/mic on and begin the Q&A.
– Once the Q&A has finished, the DI Team will then end the broadcast.

 

For a panel discussion:.

– On the day of the event, use the panellist link sent to you via email and join 15 minutes before the session starts.
– When the session is due to start, the host will make sure you are ready and then begin the live broadcast. They will also record the event unless you tell us ahead of time that you do not want your session shared.
– As a panellist, you will have access to cameras, mics, the chat, Q&A and polls.
– You can use the chat function to contact the DI Team at any time if you have any issues during the session. Make sure this is set to all panellists, not attendees. Any problems, contact the DI Team through the chat function.
– The host will introduce you and invite you to turn on your camera and mic.
– The host will intro all the panellists, and begin the group discussion.

How does Zoom Webinar work?

Please read below the webinar functionality. You will see this in action during your practice session with your DI Event Manager, and can ask questions to make you feel confident for your session.

Video and Audio: This works the same as Zoom Meetings. At the bottom left of your screen you will see the ability to mute or unmute yourself or turn your camera on or off for the session. The host also has the ability to do this for you. In the middle of the screen, you will see a share screen button in green. This will allow the attendees to see your screen in full and will see you speaking in a smaller window in the top corner. The host has the ability to stop your screen share at any time.

Chat: The chat function is open and anyone can use this for open discussion during the event. If an attendee uses the chat for a question they will be redirected by DI to ask it in the Q&A. If you need to get a hold of any of the DI team during the webinar, you can also chat with them directly here by clicking their name.

Polls: Zoom Webinar allows you to add a poll during your session, if you would like one. This is great to engage the audience and have some attendee interaction. You can have up to 10 polls, each having 10 questions maximum. These are created before the event and then shared by your host. You will need to give the host a verbal cue for them to share and then publish the results. If you wish to use this feature, please give any polls to your DI event manager at least 48 hours before your event.

Q&A: Attendees are encouraged to type questions into the Q&A box during the session. The hosts can choose to dismiss a question if it’s not relevant, inappropriate or repeated. The host can also type in an answer if necessary or relevant during the Q&A session.

For a standard speaking session, we ask that you provide at least 2 plant questions before your session. These can be frequently asked questions or something you would like to cover in addition to the talk. We use these to get the ball rolling and allow time after the session for people to type in their questions. Please give any plant questions to your DI event manager at least 48 hours before your event.

Will my session be recorded?

All talks will be recorded and available on the DI website to watch. They will become available on YouTube shortly after the session. You will be sent a consent form ahead of time for this recording. Please sign this ahead of your event to enable us to record your session.

What is the dress code?

There is no official dress code, but smart business casual is recommended.

Who will be attending the event?

We average around 60-100 attendees

What tags for the event shall I use?

Please mention us on Twitter @dataidols or LinkedIn @dataidols and use the hashtag #dataidols in any posts you make, it makes a world of difference to us. We will retweet and share what we can from all our speakers. It also allows people who can’t attend the opportunity to feel involved and contact you if they have questions.

What are the DI Brand Guidelines?

DI will provide a promotional material for the event. However, if you wish to create your own, please ensure you follow the DI Brand Guidelines, which can be found here.

Any questions please email your DI Event Manager or maddie@createcommunities.com. On the day if you have any emergencies please call the events team on 07852804440.

Code of Conduct

All staff, attendees, speakers, sponsors and volunteers at our festivals or online events are required to agree with the following code of conduct. Organisers will enforce this code throughout the event. We expect cooperation from all participants to help ensure a safe environment for everybody.

Our events, webinars and conference are dedicated to providing a harassment-free experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, seniority, culturally, socioeconomically, religion (or lack thereof), or technology choices. We do not tolerate harassment of participants in any form. Sexual language and imagery are not appropriate for any festival venue, including talks, workshops, parties, social media and other online media. Festival or online participants violating these rules may be sanctioned or expelled from the festival/webinar at the discretion of the Festival organisers.

Harassment includes offensive verbal comments related to gender, gender identity and expression, age, sexual orientation, disability, seniority, culturally, socioeconomically, physical appearance, body size, race, ethnicity, religion, technology choices, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.

Participants asked to stop any harassing behaviour are expected to comply immediately.

Sponsors are also subject to the anti-harassment policy. In particular, sponsors should not use sexualised images, activities, or other material.

If a participant engages in harassing behaviour, the festival organisers may take any action they deem appropriate, including warning the offender or expulsion from the festival or webinar.

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the festival staff immediately. Festival staff can be identified as they’ll be wearing branded clothing and/or badges with DI Crew on them. You can also email info@createcommunities.

For our in person events, festival staff will be happy to help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the Festival. We value your attendance.

We expect participants to follow these rules at festivals and workshop venues, webinars where appropriate, and festival-related social events.

Please do not conduct any personal recordings. Once we have a speaker’s permission and the presentation is edited, we will then release content to our festival website and YouTube.

For our in person events, please put mobile phones on silent during all talks.

No excessive photography.

For our in person events, in consideration of fellow attendees, no food is allowed in the session rooms.

If you have any questions, comments, special needs, disabilities, wish to report an incident or dietary restrictions that we can address to make your participation more enjoyable, please contact:

Jessica Willis

Director

info@createcommunities.com

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