ELIXIR webinar guidelines

Introduction

A webinar is a live presentation by one or more speakers and open to all. The presentation will last 30-45 minutes followed by Q&A. The registration link will be promoted through ELIXIR channels and others. The presentation will be recorded and made available on YouTube. 

Purpose of a webinar

  • Presentation of work
  • Disseminate information (eg. Outline a RFP / grant application process) 
  • Maturity process of a group within ELIXIR (eg. Community  /  Focus Group) 
  • Outreach, raising awareness of activities
  • Training 

Planning a webinar

If / when the idea is first raised please complete this form. The more details the better, but everything can be discussed before the event is published. 

  • Title 
  • Speaker/s
  • Contact details
  • Date (if known or TBA) 
  • A one-off event or part of a series?
  • Is technical support required for the event?
  • Branding guidelines 

Technical requirements

  • Zoom Webinar
    • Attendees will be mute and unaware of who else is attending
    • Q&A and chat functions are available
    • Attendees can be invited to participate directly by the host
    • Zoom will be used for registration, circulating links and reminders.
  • Alternatively Zoom Meeting (very similar, attendees able to engage more directly) 
  • It is assumed presenters are familiar with Zoom, if not a rehearsal could be arranged prior to the event. 
  • Slide deck: Powerpoint, Google Slides, Keynote, PDF or whichever is preferred. 

Promotion (ELIXIR Hub)

  • Set up a public webpage (in time this will include the recording and slide deck as a lasting record of the webinar) 
  • Open registration (via Zoom) 
    • Email
    • Gender data (Same question as other platforms: F/M/Non-binary/not say) 
    • If relevant, ask for consent to share participants' list (e.g. for EBIF type event)
    • Registrations will be handled inline with GDPR requirements.
  • Promote the event (Comms team and others) 
    • Weekly Brief and/or Key Contributors Update 
    • Twitter
    • Linkedin
    • Mailing list, Slack Channels etc

Before the event (ELIXIR Hub)

  • Liaise with speaker/s
  • Share Housekeeping and Templates
  • Arrange for Chair, if reqd. 
  • Prepare an introduction for the speaker/s

On the day

  • Open Zoom 30 minutes before the start
  • Confirm that connections work (mic, camera, screenshare) 
  • Review running order: 

What

Who
Welcome and Housekeeping ELIXIR Representative
Introductions Chair (or ELIXIR Representative) 
Presentation/s

Single slide deck or one each? 

Who to share screen? 
Q&A Chair (or ELIXIR Representative) 
Close ELIXIR Representative

Afterwards (hub)

  • Download the recording, edit and upload to Youtube channel
  • Update webpage 
    • Link to recording
    • Link to Slide deck (pdf)
    • Redraft the grammar (past tense) 

Considerations

  • Videos or pre-recorded talks are strongly discouraged
  • Live demonstrations can be very effective but it is advisable to a backup (slide deck of screenshots) 
  • Lapel microphones (built into the headphone cable) are perfectly good but can brush against clothing which will be picked up on the recording 

Examples of Webinars include: 

  • Commissioned Services around the time of the final report
  • RFP guidelines
  • Launch of activities / projects
  • Communities or Focus Groups
  • White paper publication
  • Ongoing activities 
  • AH proposals that are unsuccessful (Alternative outlet) 
  • Platforms
  • Nodes (esp. Node AH activities or Annual meeting) 
  • Other (eg. GA4GH, EOSC)