EAERE 2020
Organised online
24 Jun - 27 Jun 2020
25th Annual Conference
of the European Association of Environmental and Resource Economists

Instructions for Parallel Session Organizers

Technical session organisation

This year’s annual EAERE conference will be an online-only event.

While there will be some centrally organized (semi-)plenary sessions, the regular parallel sessions will be decentrally organized by the session presenters and organizer.

Presenters and organizer must coordinate the details of the session together. This includes:

  • the choice of an online conferencing tool
  • the temporal arrangement of papers in the session
  • the moderation
  • the decision about discussants (optional)
  •  etc.

Please carefully study and consider the guidelines for online session organization. These will facilitate your decisions in terms of tools to use, provide a checklist, and set you up for a successful online session.

Session scheduling

We want to provide you with extended scheduling options this year. All presenters of a session shall agree on when to schedule the session. You may schedule your session in one of the following two-hour slots:

  • Fr, 26.6.  13:00-15:00 (Plenary day)
  • Th, 25.6. & Sa, 27.6.    9:00-11:00, 11:00-13:00, 13:00-15:00, 15:00-17:00, 17:00-19:00 (Original conference days)
  • All other days between 22.6. and 3.7.  7:00-9:00, 9:00-11:00, 11:00-13:00, 13:00-15:00, 15:00-17:00, 17:00-19:00, 19:00-21:00 (Additional scheduling options)

Your session should start at the full hour and not take longer than 1h 45min to allow short brakes between all slots (e.g. 9:00-10:45). Of course, shorter sessions are possible.

The SESSION ORGANIZER must indicate the time slot of your session by May 31st using the link we provided in the session email.

  • Please provide the name of the organizer, your session ID as given in the email and the title of your session in the “Your name” field.
  • Please make sure, that nobody in your session has overlapping commitments.
  • Up to the deadline, you will be able to return to the poll to change your choice using a personalized link you receive after submitting your choice.
  • The maximum number of sessions per slot is limited to 25. Slots are distributed on a first come first serve basis.

Session Information

The session organizer shall use the following template (without the ><) to send us the final session information by June 7th (as they shall appear in the programme). Filling the template in an email to programme-eaere2020@hu-berlin.de is sufficient. You do not need to attach an additional document.

Template:

>Session Title<

>Technical details/requirements, e.g. software, participation link (if applies: password)<

>Short session description (max. 100 words)*<

Chair:

>Chairperson<

*Optional information

Checklist for session organizers (more information under in the Technical Guidelines)

Your online tool 

  • Optimally, you already have experience using the chosen tool
  • The tool provides all mandatory functions (see below) and all presenters are able to use it
  • The tool is convenient for other participants to use/access
  • Check and adapt the settings of your tool to your needs

Before the conference

  • Distribute the session roles (Who chairs/moderates the session? Who manages the online tool? Must roles be swapped during the session? ...)
  • Coordinate with all presenters to have a test run
  • How can people attend? Make sure the access code is made available in the conference programme by the Programme Committee

Before the session

  • Have your presentations ready in an appropriate format (.pptx, .pdf)
  • Get there on time! Chairperson should be present 15 minutes, presenters 15-10 minutes before the start of the session
  • Consider showing a single slide with session rules and description of the functionality of your tool before the session starts so participants can get familiar
  • Name tags: all presenters should use their own name and institutions as identifier
  • Prepare your presentation environment (glass of water, phone muted, surrounding free of distractions - if possible, use the EAERE-branded background which you can download from the conference website
  • Prepare your technical devices (camera and microphone, good light, 
  • Turn off applications such as email, browser and instant messaging (e.g. Skype) that could send noisy notifications)
  • Recorded sessions: Obtain the agreement of all presenters if your recorded session shall be uploaded to the EAERE Youtube channel after the conference, use the respective document provided at the conference website

During the Session

  • Make sure all participants and presenters are muted when not speaking (somebody should keep an eye on that during the session, usually the moderator is too busy to do this). Optimally, people who join the session are muted by default.
  • Recorded sessions: Notify all participants that this session is recorded and later made publicly available and make sure nobody objects (If people object, they should disable their camera and their questions have to be removed from the final video)
Last update on May 21, 2020