Submissions before the Congress

  • Please prepare your presentation using PowerPoint; we then ask you to pre-record yourself giving your presentation over your PowerPoint slideshow.

  • As invited faculty, our global online audiences will expect to see you present, therefore please video record your presentation on camera. You can do this using the Zoom platform recording function, and record yourself on camera giving your presentation while your slides are being shown in your ‘shared screen’. You can find detailed instructions on how to do this here.

  • Recommendation: rehearse giving your presentation and time yourself speaking ahead of capturing the final recording. Make sure you only upload the final presentation you are happy to share with our audience, and that your presentation hasn’t exceeded the time available to you for your talk as per your invitation.

  • Invited faculty presenters must upload one .MP4 file only per talk, containing your pre-recorded talk and slides (maximum file size: 1.5GB). 

 

To submit:

  • Go to https://isuog2020-c82822.eorganiser.com.au and log in using the details emailed to you by eOrganiser.

  • Select your presentation and upload one .MP4 file per invited talk.

  • You can re-upload your presentation as many times as you like up until and including the submission deadline of 2 October 2020. After this date no more changes can be made.

 

Rehearsals before the Congress

Even if you have pre-recorded your talk, all presenters will be contacted to attend a rehearsal. Rehearsals are critical to the success of the Congress, your participation and presentation and will take place 1-3 weeks before the event. You will be sent a calendar invitation with a date and time as part of our comprehensive production schedule we ask you to attend. If you are participating in multiple live sessions, we do not expect you to participate in multiple rehearsals, but we do ask that you attend at least one. Faculty who are unable to attend their own scheduled rehearsal with their session colleagues will be offered an alternative. Failure to attend may compromise the smooth running of the session on the day.

Please see guidelines for set-up and presenting remotely here.

Live session: On the day 

We will email you separately with a link to join the live webinar on the day and time of your session. You are required to join the webinar and participate for the duration of your session.

ALL SESSION CHAIRS AND SPEAKERS MUST join the live session 30 minutes prior to the live broadcast time. We will do a final test of the internet connection and other technical checks. We will test our WhatsApp communication with you and the running order of  the session will be reconfirmed promoting a smooth running session delivery.

 

Q & A is a very important and valued part of online events. These will be live during the session and there is no preparation for this aspect of the event. 

 

INSTRUCTIONS FOR CHAIRS

 

All Chairs:

  • Chairing is live and not pre-recorded and you do not need to prepare any slides for this role.

 

  • You must attend at least one rehearsal. You can attend as many rehearsals you like if you are chairing more than one session. The rehearsal will focus on the technical delivery on the day and if you need to discuss the session content and flow you must do this separately and the office will connect you with the speakers as needed.

 

  • Once the live broadcast begins, Chairs should briefly introduce the session and the first speaker and verbally ask the technician to start the first presentation. Once the first presentation finishes, assuming no Q&A between talks, the Chairs will introduce the second speaker and ask the technician to launch the presentation, so on and so forth.

 

  • General discussion within sessions is the responsibility of Chairs to manage unless there is a specific name assigned to lead the discussion. In this case Chairs must respect and allow the named person to manage the discussion in which Chairs can participate.

 

  • Receiving questions from the virtual audience will be explained to you during the technical rehearsal and it is the Chairs responsibility to review the questions as the session progresses and pick out any to address to speakers on behalf of the audience. Making the audience feel involved in the session is important, this is key to the success of a virtual meeting.

 

  • If there is extra time available within a session due to non-arrival of a speaker, Chairs are invited to fill this time with extra discussion.

 

  • Lead Chairs are wholly responsible for closing the session, including any remarks, and ensuring this finishes on time. The broadcast will be stopped at the advertised time.

 

  • Additional instructions for oral communication session Chairs:
    • Q&A is scheduled between each abstract, usually 2 minutes. Please decide between the Chairs who will lead the Q&A for each presentation to ensure the responsibility is shared.
    • A Chair representing ISUOG’s Next Generation group have been invited to participate in some oral communication sessions and an amount of time has been allocated for a quick summary and discussion which we ask this Chair to lead.

 

  • Additional instructions for Next Generation Chairs:
    • Your role is to provide a verbal summary of the session after watching all the presentations. We do not expect you to prepare a presentation as there is no time for this.
    • You should highlight key take-away messages as a minimum and look at any specific questions from the virtual audience that may enhance your summary and/or discussion.
    • We expect the lead Chairs to participate in the discussion too, but your role is to lead this, monitor the time and allow the lead Chairs between 30 seconds and a minute to summarise the session before the broadcast ends at the advertised time.

 

  • Additional instructions for Hub Chairs and discussants:
    • You are required to ensure the Hub sessions start, run and end on time, to have questions prepared to put to the speakers, and to moderate questions posed from the audience to the speakers.
    • There are multiple Hub formats and we have provided more detail for you if you are leading one of these below:
    • Hub poster discussions: Chairs are required to start the session with a summary of the posters, you will be sent the abstracts in advance. Following this, there will be an open, informal discussion of the posters amongst poster authors and delegates in the format of speed-networking using an online platform called ‘Hopin’. You must attend your ‘Hopin’ rehearsal.
    • Hub debates: These follow a set format: Introduction by Chairs (2 minutes), attendees vote,  argument for the motion (5 minutes), argument against the motion (5 minutes), rebuttal for the motion (5 minutes), rebuttal against the motion (5 minutes), summary by Chairs, audience votes, conclusion by Chairs (3 minutes). It is essential that faculty attend their rehearsal to be briefed on this.
    • Hubs: In conversation with…: Chairs and/or discussants must facilitate and drive the conversation with the main presenter, review comments and questions coming from the audience and pose them to the presenter.

 

 

INSTRUCTIONS FOR ALL INVITED AND ORAL PRESENTATIONS

 

  • Case presentations: Case presentations follow the normal format of background, symptoms, diagnosis, management and outcome. These should be pre-recorded and submitted unless you have been contacted by the Chair or ISUOG staff about presenting live.

 

  • Multidisciplinary case discussion: These are live and you do not need to pre-record/submit anything. Please connect with the people in your session and agree in advance, how the session will run. To see who is in your session, please see the program here.

 

  • Scan demonstrations: These are pre-recorded (unless specified by ISUOG) and coordinated by the sponsor supporting the session. All scan demonstrations (live and pre-recorded) should be pre-recorded and submitted by the sponsor supporting the scan demonstration. Scan demonstrations should include a recording of the ultrasound image and audio commentary with the option to include a recording of hand manipulation, when conducting the scan.

 

Scan demonstrations which are taking place live require a test to take place before Congress. The test will be organised by the supporting sponsor, ISUOG and yourself.

 

  • Hubs in general: These are completely live and you do not need to pre-record/submit anything. Please connect with the people in your session and agree in advance, how the session will run. To see who is in your session, please see the program here. Please attend your rehearsal.

 

  • Hub poster discussions: Virtual poster authors should join for the live session and networking. Poster authors are required to submit their Virtual poster by Friday 2 October 2020 [details to submit can be found here]. Once Chairs have opened the session there will be an open, informal discussion of the posters with you and delegates in the format of speed-networking using an online platform called ‘Hopin’. 

 

  • Hub debates: These follow a set format: Introduction by Chairs (2 minutes), attendees vote,  argument for the motion (5 minutes), argument against the motion (5 minutes), rebuttal for the motion (5 minutes), rebuttal against the motion (5 minutes), summary by Chairs, audience votes, conclusion by Chairs (3 minutes). It is essential that faculty attend their rehearsal to be briefed on this.

 

  • Hubs: In conversation with…: Chairs and/or discussants will facilitate and drive the conversation with the main presenter, review comments and questions coming from the audience and pose them to the presenter.

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