Logistics within the Event

This section covers the logistical and technical aspects of running OSC events. It includes information on equipment, event setup, technical support responsibilities, and practical resources to help ensure that events run smoothly.

You can always refer to the Template Folder in the Google Drive for items like certificates of participation, attendance sheets, and more.

Equipment

Equipment and other materials are usually stored in the gray cabinet in the office, although some items may need to be borrowed or reserved in advance. The keys for the cabinet are located in the top drawer of Malika’s desk.

As an OSC assistant, you should become familiar with:

  • Using the 360° web conference cameras.
  • Using Zoom in conjunction with external cameras, microphones, and handheld microphones that amplify speakers through the room loudspeakers while remaining connected to Zoom (see the prototype instructions).
  • Providing technical support and acting as the online facilitator (e.g., welcoming participants, monitoring the chat, being available to answer questions, and ensuring that online participants are included).
  • Creating name badges using a Word template and an Excel participant list.
  • Assisting with formr surveys (e.g., application and feedback surveys), contacting or reserving restaurants, translating announcements, and other logistical tasks.

The lists below can be used as a starting point when creating an event-specific equipment checklist.

Other Devices

Event-Specific Logistics

This section provides logistical guidance for specific event formats commonly organized by the OSC.

Hybrid Events

Setup Procedure

Step 1: Set Up Equipment

Step 2: Configure Zoom

NoteChoosing Between Extended and Duplicated Display

Extended Display

Use extended display if you would like to:

  • share only the projected screen in Zoom;
  • view presenter notes;
  • monitor chat and participants;
  • manage videos and other applications on the laptop screen.

Duplicated Display

Use duplicated display if:

  • the room and online participants should see exactly the same content;
  • interaction between in-person and online participants is expected;
  • you want to monitor questions directly on your laptop screen.

Step 3: Test Audio

WarningUsing an Online Tester in the Room

If someone in the room is testing the online audio:

  • they should wear headphones or leave the room;
  • if they remain connected during the event, they must wear headphones;
  • if they stay in the Zoom room without headphones, mute the laptop speakers in addition to muting Zoom.

Step 4: Select Camera Mode

Choose the appropriate camera mode:

  • Presenter focus mode → presentations and recordings (Kandao Pro)
  • 2×180° mode → discussions, Q&A, and interactive activities

Presenter Logistics

In-Person Presenter

Tech Laptop
Presenter Instructions

Remote Presenter

Tech Laptop
Room Setup

Carpentry Workshops

A Carpentry workshop is a hands-on training workshop organized by the OSC.

For a detailed step-by-step guide on planning and organizing a carpentry workshop, consult the dedicated Carpentry workshop checklist:

The complete Carpentry folder, containing additional resources, templates, attendance lists, and documentation from previous Carpentry workshops, can be found here:

TipRecommendation

Before organizing a new Carpentry workshop, review documentation and materials from previous workshops. This can provide useful examples and help ensure consistency across events.

Certificates of Completion

Participants who successfully complete a Carpentry workshop typically receive a certificate of completion.

The certificate template can be found here:

Preparing and Sending Certificates:

  1. Open the certificate template.
  2. Adjust the content as necessary for the specific workshop (e.g., workshop title, dates, participant name, instructors).
  3. Generate one certificate for each participant who completed the workshop.
  4. Save each certificate as a PDF before sending it to participants.
  5. Send the certificates to participants using the email addresses from the attendance list.
NoteAttendance Lists

You will receive an attendance list containing the names and email addresses of participants who successfully completed the workshop.

Only participants who completed the workshop should receive certificates.

Additional Resources

The Carpentry folder may also contain:

  • Attendance list templates
  • Communication templates
  • Registration information
  • Feedback materials
  • Previous workshop programs and schedules
  • Examples from past Carpentry workshops

Consult these materials when preparing a new Carpentry event.

Open Science Summer School

The Open Science Summer School is an annual week-long program organized by the OSC. Due to its scale, it requires additional preparation.

    • anlage ein
    • projektor ein
    • Owl for lectures
    • Kandao Pro for workshops

Screen Sharing

PowerPoint

TipTroubleshooting Screen Projection

If the screen is not projected:

  1. Click the ClickShare button again.
  2. Unplug and reconnect ClickShare.
  3. Try another USB/USB-C port.

Participant Settings

Under the participant tab:

Q&A Settings

Chat Settings

Additional Settings

In-Person Presenter

Online Presenter

In-Person Instructor

Each Session

Before the Session

During the Session

Example Messages

Welcome

Welcome! The presentation is recorded (not the Q&A). Feel free to introduce yourself in the chat and share resources. Please ask and upvote questions in the Q&A box.

Workshop Welcome

Welcome to this workshop! If you have questions about the content, please post them in the Q&A box.

Questions

If you have any questions, feel free to post them in the Q&A box.

Goodbye

Thank you for your attendance. We will continue with our next session in 10 minutes on the same Zoom link.

WarningSharing the Central Document

Do not share the central document link in webinar rooms. It may be shared in workshop meetings.

End of Each Day

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