2020 OHA Virtual Meeting Details
***All times are listed in the schedule and in the program are in the Eastern Time Zone.***
People will navigate the conference by using Attendify, a virtual space where registrants can access and personalize the program schedule, session materials such as PowerPoint presentations will be uploaded, and Zoom links posted. After the sessions are complete, we will embed recordings and transcripts of those sessions in Attendify so that people can view them asynchronously. Attendify offers chat features to network with other conference goers, and enables us to showcase our exhibitors, sponsors, and poster sessions. Registered participants will be able to access the conference materials within Attendify through the summer of 2021.
Registrants will be emailed an invitation to access the app in advance of the conference. This app can be accessed via the web or a mobile device.
For the regular sessions, OHA has acquired a package of professional Zoom licenses so that we can host and manage ten simultaneous sessions. The expectation is that presenters will present their materials live and that there will be live engagement with the audience following the presentations. While we discourage the use of Zoom breakout rooms since there will be no live transcription in those rooms, mini workshops may have a need to use them. Our goal is to have two volunteers in every session, one who will serve as the room host and one who will do live edits to the automated third-party transcript. While we have asked all presenters to submit their visual slides ahead of time (to be posted on Attendify), panelists and speakers will also share their visual slides live through Zoom screen share. Room hosts will monitor the chat for relevant questions and comments, and chairs will call on attendees to offer up questions verbally as well. For the most part, the panels will run very similarly to how we would run our panels in a live conference format. We also have some tech guidance available for presenters.
Links for each Zoom session will be available in the Attendify schedule.
We have developed a strategy to make this the most accessible OHA conference to date. The plenaries, keynote, and business meeting as well as several featured sessions will have live ASL translation. All sessions (not including Zoom breakout rooms) will have an automated transcript, and we are working to develop a list of volunteers to edit those transcripts in real time. We have provided guidance to presenters so that they can develop accessible visual presentations. We will be asking that all presenters submit their presentations ahead of time so that they can be posted and viewed by attendees outside of Zoom. *If you are presenting, please submit your materials to email@example.com by October 5.
If there is a way we can make your conference experience more accessible, please email the us at firstname.lastname@example.org.
We will record all sessions unless panelists explicitly opt out, which we highly discourage. The recordings will be akin to published conference proceedings. All attendees will be notified upon entering a session that the session is being recorded and that their participation within the session will be recorded. These recordings will be posted daily along with the transcripts and shared through our digital program platform Attendify. These recordings will be accessible only to those who are registered for the conference. Conference attendees will now be able to view sessions scheduled alongside one another and will be able to watch the sessions regardless of what time zone they live in. Pre-conference workshops will also be recorded, but those recordings will only be accessible to those registered for that workshop.
To opt out of being recorded, please fill out this form: https://docs.google.com/forms/d/e/1FAIpQLSdIBP8q_XK65SGObkB7PdbZhBIMeDfTWgD6EMrxlbMEcNyQaQ/viewform?usp=sf_link
OPEN ACCESS EVENTS
Several events at the conference this year will be made public, and will be live-streamed via the OHA’s YouTube channel. These events include the Keynote Speaker, and the two Plenary Sessions.
Additionally, we would like to make a selected number of sessions available to the public as well. OHA will reach out to the participants in a select few sessions and seek permission to have those sessions publicly live streamed. When granted permission, the recordings of these sessions will also be made freely available to the public. If you and all the participants in your session would like to have your panel be open access, please contact the OHA office at email@example.com.
Make sure to subscribe to the OHA’s YouTube Channel, so that you don’t miss when these events go live!
While we drew upon a membership survey to determine which platform would be easiest for conference attendees to use for regular sessions (Zoom), we also wanted to develop a more playful way for conference attendees to network. We have built an Oral History Association island on Second Life where conference attendees can gather during coffee breaks, the poster session, and receptions and communicate one on one, in small or large groups. On Wednesday, October 21, at our a virtual dance party, you will be able to have your avatar dance much better than most of us can in real life. Second Life also offers us the opportunity to have shopfronts for our vendors and signage that can promote our sponsors and a place for live synchronous conversations with poster presenters. The Oral History Association island will be a bustling city that looks a bit like Baltimore might if it was governed and run by oral historians. Also, feel free to use the platform for your own gatherings and meetings anytime, not just during scheduled conference events. Second Life takes a little longer to get used to than Zoom, so we will be holding tours of the island weekly prior to the conference for all registrants. You will need your own avatar and will have to set your name to the name you use when you register for the conference. Only those registered for the conference will have access to the main part of the OHA island.
If you are interested in a tour of the SecondLife island, please sign up here: https://docs.google.com/forms/d/e/1FAIpQLScEpOwHxuPqqo5xRrn2gEczDxky1cvj_AjueNysPvIjt2mwMg/viewform?usp=sf_link . This is a good opportunity to get used to the platform, and get some instruction and advice in a small group.
We also have a couple of video demos and instructions to help you acclimate to SecondLife:
- A short video tour: https://oralhistory.aviaryplatform.com/r/513tt4g08p?
- A video tutorial on how to customize your avatar: https://oralhistory.aviaryplatform.com/r/1j97659t0w
- Instructions (with a link at the bottom that will take you to a more detailed set of instructions)
Please sign up for an account after you register for the conference: https://secondlife.com. Once you create the account, you will have to download the SecondLife Viewer, which is where you access the virtual world: https://secondlife.com/support/downloads/.
We will need to add each individual to the private conference group. Please give us your SecondLife user information here: https://docs.google.com/forms/d/e/1FAIpQLSeynNyfWjitkxqpPbNGIbNtL4sXGgKV-IrbCTdW0m7Rq9PFwg/viewform?usp=sf_link
We will host all our digital materials from the conference in Aviary, a cloud-based platform for publishing searchable audio and video content. The conference collection will only be accessible to those registered for the conference except for the open access sessions mentioned above. Access will be given via Attendify.
A PixStori is a social platform where people can create a post with a picture and an audio recording to go along with it. Pixstori will allow people to create talking pictures that they can use for a conference directory. The poster session presenters will also craft their own Pixstoris for their posters, and the Local Arrangements Committee is developing a Pixstori series on Baltimore. We’re hoping conference attendees will find creative ways to use Pixstori throughout the conference to document this unique time in OHA’s history.
An invite to participate in the virtual conference directory will go to all registrants in advance of the conference. While this is optional, it will provide another way for participants to connect with one another. The invite will have instructions for how to create the post, and suggestions for how to introduce yourself in the recording.