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).
The lists below can be used as a starting point when creating an event-specific equipment checklist.
Install the following software in advance:
- Barco ClickShare Extension Pack to allow extended screen with the Click-and-Share device
- Owl Labs App
Event-Specific Logistics
This section provides logistical guidance for specific event formats commonly organized by the OSC.
Hybrid Events
Recommended Equipment
Use the following checklist as a starting point when preparing a hybrid event.
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- If presenter focus mode is not required, the Kandao from room 3322 can be used.
- If presenter focus mode is required, use the Kandao Pro together with:
- power cord
- cable to laptop
- compact adapter
- plastic purple accessory bag
Setup Procedure
Step 1: Set Up Equipment
Step 2: Configure Zoom
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
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 computing skills training using live coding as a mode of teaching.
For a detailed step-by-step guide on planning and organizing a carpentry workshop, consult and make a copy of the dedicated Carpentry workshop checklist to prepare your own workshop:
The complete Carpentry folder, containing additional resources, lists of available instructor and backgrounds, and documentation from previous Carpentry workshops, can be found here:
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:
- Open the certificate template.
- Adjust the content as necessary for the specific workshop (e.g., workshop title, dates, participant name, instructors).
- Generate one certificate for each participant who completed the workshop.
- Save each certificate as a PDF before sending it to participants.
- Send the certificates to participants using the email addresses from the attendance list.
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.
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.
Each year, we create a folder based on the previous year’s summer school (e.g. OSSS26 folder): update all forms and tempplates for everything. We have one organizational Gdoc with several tabs (e.g. OSSS26) going through all subchapter of this Event chapter, with templates for everything (forms, emails, checklists).
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anlage einprojektor ein
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- Owl for lectures
- Kandao Pro for workshops
Screen Sharing
PowerPoint
If the screen is not projected:
- Click the ClickShare button again.
- Unplug and reconnect ClickShare.
- 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.
Do not share the central document link in webinar rooms. It may be shared in workshop meetings.