Guidance for Workshop Directors

This guide is designed to provide helpful information and suggestions based on previous Directors advice to planning and running your Workshop for the Joint Sessions 2024

If you have any further queries, please get in touch with our Events Team.

Planning

Workshop Directors are expected to:

Schedule Papers and discussions for the week.
Ensure that all participants have equal time to present and discuss.
Encourage networking and discussions outside of the Workshop.

Please establish contact with the Paper Presenters ahead of the Workshop. You can retrieve the contact details via My Events in My ECPR. Click Full Details to navigate to the main page. From there, click Export Participant Details to download an Excel spreadsheet containing contact information.

Schedules

Each day should consist of two sessions per day and last the full duration of the Joint Sessions which is Monday 25 – Thursday 28 March 2024.

All workshops will be in CET time, this includes virtual Workshops.

There will be two coffee breaks held daily at 10:30 – 11:00 and 15:00 -15:30 which you will need to incorporate into your schedules. Lunch break is scheduled from 12:30 – 13:30 however you may choose to move this time to better align with your programming.

It is the responsibility of the Workshop Director to start and conclude the session on time.

Make use of time warnings and forewarn Presenters, signposting when they have 5 minutes remaining, 1 minute remaining, and when it's time to stop.
Move the discussion forward when the Presenter has reached their time limit.
Allocate sufficient time to each Presenter but keep them to schedule.

Below is an example of how a Workshop can be organised.
Five Papers per day with one hour for each Paper to include:

15-minute presentation
15-minute discussant-led questions*
30-minute open discussion

*Each Paper Presenter is expected to take turns to serve as a discussant.

Please ensure you have shared your schedule with your participants and send us the most up-to-date version for our system.

Ahead of the event

Workshop Director should download all Papers ahead of the event. This can be done via our event platform.

Log in to the event platform using the same email address as the one you have registered for the event with.
Select the Papers tab under Programme.
By clicking on each Paper individually, you'll find the Download Full Paper button below the Panel information. This will grant you access to the complete Paper as a PDF.

If a participant has not uploaded/shared their Paper with you before the Workshop, please follow-up with them directly.

On-the-day

Equipment

All rooms have access to a projector with a HDMI/USBC connection. Please note laptops will not be provided, so it is important you bring your own with the appropriate charger and EU adaptors.

Participation and safety

Please mark the attendance of your Workshop participants daily in case of an emergency. Instructions on where to mark the attendance will be included on the information sheet in your Workshop room.
Set the tone at the start of the Workshop and allow for any expectations or open questions to be answered and/or taken into consideration.
Make use of all time allocated and encourage a less structured, general conversation at the beginning or end of the day if you have any spare time.
Encourage Workshop participants to network outside of the sessions - you may like to set up a group Slack or WhatsApp to connect.

Continue the conversation on social media using #ecprjs24
Discuss topics and pose questions to Workshop members and their wider network to foster a deeper discussion and collaboration.

Virtual workshops

All virtual workshops are expected to be scheduled in CET time.

Please remind Paper Presenters to ensure they have a stable internet connection, are fully visible on the webcam and speak directly into the microphone.
A link for your Workshop Zoom session will be provided to you before the event date. Kindly circulate this to all virtual participants.
Workshops will not be recorded

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