29 July Update
Presenters: You should receive multiple emails from messenger at webex. Please do not register for them until you have registered as a presenter for your session. All the other emails are to register as an attendee.
If you have not registered to attend the conference as an attendee, you’ll need to do that soon!
## How are we doing this conference?
We are using WebEx. We want to use Event Center—the fanciest, most agile, and feature rich version of WebEx that is also the most accessible. WOU just got its enterprise license activated, so we are on a steep learning curve. Fortunately, WOU staff have been donating lots of time and Strada tech support has plenty of experience, too. What this means, though, is that we need to be flexible.
## As a presenter, what you need to know is this:
1. You will receive an invitation to a specific WebEx event or room. You should receive this at least 24 hours in advance.
2. You should receive a reminder several hours before the conference starts, i.e. by 10 am.
3. If you don’t receive an invitation, be sure to contact me: firstname.lastname@example.org
4. Plan to connect about 10 minutes before your session starts.
5. Relax and remember your passion for captions and captioning. This conference is as much about building community, sharing our passion and love for captions, and advocating for access as it is about learning
6. Your session will go by quickly.
7. Once the session is over, we ask that you log out from your session immediately. We do hope that you will log back in to follow and participate in the other sessions, though!
8. This conference could not happen without you! Thank you! Thank you!
## Conference Information
Two pages will be added to the conference site:
There will be one page for each day.
Each page will have a detailed itinerary for that day.
This will include:
* Hashtags for specific sessions—let me know if you have a preferred #hashtag, in addition to #caption16, by 7/29/16. If you are on a panel, contact your panel chair—they determine what, if any, hashtag you’ll use.
* Any supplemental or supporting documents
* Links to a relevant site.
Attendees will be directed to the presenters’ page if they want more information about individual panelists.
If your photo and write up are not on the presenters’ page, you must get that information to me by 7/27/16.
## Questions during presentations
GZ will be monitoring Twitter and, possibly chat boxes in WebEx, to identify possible questions during your session. While you may want to monitor Twitter, I’d ask that you focus most of your attention on your panelists and the session.
It may sound silly, but my personal experience is that if I start looking at other apps during online conferences, I inadvertently do stupid things, like shut windows or program directly relevant to the presentation or the presentation software itself. Please avoid this.
### Advance questions
Consider posting and initiating questions before your session; tell your tweeps that you’ll respond or answer specific questions during your presentation.
## If you are on a panel
Check with the chair for turn-taking process.
Check with the chair to see if they have any framing/thinking you need to give your work it’s best context.
## Tech settings
We’ve had practice sessions, and hopefully you feel pretty comfortable. Please be sure to make note of your setting. Write them down.
Where was your mic at? Do you know how to mute it when other people are presenting—this helps prevent audio feedback.
Test out your tech.
Once you have written down the setting, try to not adjust them. Also try to be sure others don’t adjust your settings. This is important if others share your computer.
Confirm these settings the day before the conference.
Confirm the settings just before you login.
Hard line is ALWAYS better than WiFi.
### Tech & WebEx
1. CART during the conference will be here
2. To open CART within WebEx, look to the lower right Media Viewer. Opening CART may hide the video streams.
3. Only 5 video streams can happen within WebEx; if there are more people, they will be audio only.
If you are not speaking, mute your mic.
If you have a headset for speaking, please use it—the audio is usually better.
If you are on an older laptop using the mic, make sure you test out the audio quality in a practice session.
Remember to turn off fans or other background noise(es).
Remember to try and have a quiet environment with little distractions or background sounds.
## Patience during panels or presentations
When working with different abilities, it’s important to be patient.
Trying to rush things rarely works on panels or conference sessions.
Similarly, if people are pretty quiet or waiting, let the chair be the person who clears their throat, call on a different speaker, or move things along.
## Time for presentations
Whether solo presenter or panelist, please watch your timing. We can’t go over. Panel chairs will need to cut off people who go over so that others have equal chance to present and participate. While I don’t anticipate this taking place, I do know that is easy for many of us to talk a lot about what we love.
## If the technology blows out
At every conference I have attended, there have always been sessions where the tech fails. It’s just how things seem to go. Hopefully there will be no such issues with #Caption16.
In case it does, please remember a couple things:
1. The conference, and the panel, must and need to go forward.
2. Contact me, email@example.com, via email asap.
3. We’ll try and get you in a new WebEx room. From there we can try and sort out the tech issues.
4. If your audio goes out, we can always communicate via the message box and someone—probably the chair or me, if I’m not busy—can read your chat/message aloud so it can be CARTed. This would limit parts of your presentation, obviously. However, please remember to keep your contribution within the larger frame of the conference.
## Tech practices
We’ve had a number of practice sessions.
We will have some more in the week before the conference.
We hope to have some earlier morning practice/log-in session(s), too, on the day of the conference.
## Presentations: No visuals
If you are on a panel with multiple presenters, we have asked that you not include slides or images in your presentation. This reduces the complications and complexities. Our hope is to ramp up our skills so that images will be possible with online panels next years.
There are a few individuals who are using slides, but you have discussed this with me already. You know who you are. As you develop your slides, please remember that there will be closed captions on the video recording of your presentation after the conference; as such, try to keep the lower region free.
Whether presentation slides or referring to slides in your presentation, be sure to offer short verbal descriptions of the relevant parts of the slides. This will help participants who may not have full vision; it will also help support your points and communication.
If you have handouts, documents, etc., for attendees/viewers to refer to during or after the conference, please make the document accessible.
If you are not familiar with accessibility standards, there are number available online. In short, be sure to: use alt-text with images; use headings; use bullet points; avoid tables or keep them very simple. This is a gross simplification, but it will hopefully keep our documents as accessible as possible.
I will be placing handouts available for download immediately underneath each presentation.
If you are unsure, consider providing a brief outline of your main points, a brief bio, a brief copyright statement, and a link to your website.
## Copyright concerns & intellectual property rights
There is a range of different views about copyright among conference presenters. This is healthy, and I’m fine with it. The best thing we can all do is to make it clear in our content (slides, handouts, websites, videos, etc.) if our material is copyrighted, creative commons, public domain, or what have you. This means that if your handout is creative commons, say so on the document. Or if it may only be reproduced in educational settings, say so clearly.
If you are creating presentations for public display, please remember the important of following and respecting copyright for others’ materials.
## Video history & online archiving
I have sent out video releases to all speakers. If you have not filled one out, email me and I’ll get you the release. If you don’t agree with the release, no problem.
Unless otherwise arranged, all presentations will be recorded, captioned, and published online on a Caption Studies conference site or YouTube channel.
If you are concerned about your material and would like it pulled after a certain date, I ask that you give us until August 30th or September 15th, 2016. I ask for these dates because it gives people returning to college—many of our attendees are in higher education—an opportunity to access and see materials before they go offline. Please email me should there by any question.
My goal is to respect copyright and individual wishes.
One goal of this conference is to start to create a collection of scholarship, presentations, practice, and user experience documents around captions and captioning. Hopefully these recordings and videos will form the core of such a body of work.