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Thank you for all of your hard work to prepare for the 2024 AAG Annual Meeting. The following are guidelines and best practices for organizers, presenters, panelists, and all other participants in sessions at the Annual Meeting. Please email meeting@aag.org with any questions or concerns.  

FAQ's

How to: Access sessions online during the meeting

How to: Navigate the Schedule of Sessions

Tips for Session Organizers and Presenters

 

Session Room Technology Setup

  • All sessions will be 80 minutes long, with 20-minute breaks between sessions. 
  • The standard set up and technology in session rooms includes a lectern, PC laptop connected to a high speed wifi connection, head table, microphone, speakers, projector, and a screen. Note: session organizers and/or presenters who wish to use their personal MAC computer will be able to connect to the projector using the switcher. Please bring your HDMI adapter. 
  • Participants should either: 
    • bring a USB drive with their presentation or 
    • be prepared to download their presentation to the laptop or 
    • access the presentation from a web browser.

Zoom meeting rooms will be automatically created for in-person streaming, hybrid, and virtual sessions at the 2024 Annual Meeting. Please ensure you have downloaded or are using the latest version of Zoom prior to the start of the Annual Meeting. Zoom meeting rooms will be accessed from the session details page for each session, see How to: Access sessions online during the meeting. 

Hybrid and Streamed Session Instructions 

  • The organizer should designate a session monitor to manage the Zoom meeting, monitor participation, and address attendee questions in the chat. This not only helps the session go smoothly, but is a good practice in keeping with AAG’s harassment-free protocols
    • Decide on the best approach for fielding questions. 
    • Plan to share anti-harassment advocate information at the beginning of the session by chat (see below) 
    • Any participant who harasses or bullies should be ejected and reported immediately to meeting@aag.org. Ask the monitor to take screenshots if this arises. 
  • Arrive at the session room at 10 minutes before the session will start. 
  • Load presentations onto the presentation PC 
  • Access the session Zoom virtual meeting room from the session details in the schedule of sessions 

Virtual Session Instructions 

  • The organizer should designate a session monitor to manage the Zoom meeting, monitor participation, and address attendee questions in the chat. This not only helps the session go smoothly, but is a good practice in keeping with AAG’s harassment-free protocols
    • Decide on the best approach for fielding questions. 
    • Plan to share anti-harassment advocate information at the beginning of the session by chat (see below). 
    • Any participant who harasses or bullies should be ejected and reported immediately to meeting@aag.org. Ask the monitor to take screenshots if this arises. 
  • Arrive at the session room at 10 minutes before the session will start. 
  • Access the session Zoom virtual meeting room from the session details in the schedule of sessions. 
  • To encourage virtual networking, session organizers may opt to keep their Zoom meeting room open for up to 80 minutes following the session.

Recording the Zoom sessions:

  • Session recording begins automatically. If you intend to record, pause the recording in order to have a clean start once you formally begin the session. 
  • If you do not wish to record the session, end the recording 

Each hybrid/streamed session organizer is asked in advance whether they wish to opt in or not. At the start of Zoom sessions, recording will start automatically. Session participants (organizers, chairs, presenters, etc) will all have the ability to pause, stop, and start, the recordings. Session organizers are responsible for communicating with all of their presenters to make sure that they are in agreement. Recorded sessions will be available for viewing by registered attendees for up to 90 days after the last day of the event. Program committee organized sessions will not be recorded. To read our other event policies, visit our AAG Policies Page. 

Preparing the Zoom meeting: 

  • Enable closed captioning 
  • Admit attendees from the Zoom waiting room. 
  • Remote attendees will only see what is shared via Zoom 
  • Remote attendees will hear the audio from the room's microphone
  • Share the screen via Zoom to make sure remote attendees can see the presentation 
    • Remote attendees will see what the laptop camera shows, if video is enabled 

Starting the session:

  • Un-pause the recording (unless you don't intend to record the session) 
  • If you ended the recording and would like to restart it, you will be prompted to record locally or in the cloud. Choose cloud recording so that we can include the recording in the session gallery.
  • Session monitor makes sure all attendees in the waiting room are admitted 
  • Announce verbally and/or by chat: “AAG strives to be a harassment-free space. If you experience or witness harassment or bullying, Contact AAG’s Advocate, Natalie Dolci advocate@aag.org, 425-780-5301 (available onsite 24/7).”  
  • During your q&a time, have your session monitor address remote questions 
    • Repeat written questions for the in-person audience 
  • Ending the session
    • If you are recording, stop the recording at the end of the Q&A 

Zoom Permissions  
Session co-hosts, organizers, chairs, and presenters: 

  • All available functionality within Zoom to include:
    • Screen Sharing 
    • Polls 
    • Breakout Rooms 
    • Pausing/Stopping Recording of Session 
    • Control of participants’ (audience members/non-cohosts in the Zoom meeting) microphones and ability to share their screens or video.
    • Ability to join the Zoom session 10 minutes early  

Audience Members:

  • Basic Functionality as allowed by the session co-hosts/organizers. Some session organizers may limit audience members’ ability to unmute and/or share video   

Audio/Video Recommendations

  • External webcams may provide the best video quality  
  • Be aware of your background, and warn those around you that you will be on a live video call. 
  • A headset or earbuds with a microphone can provide the best sound quality during the session.
  • Laptop speakers and microphones may create feedback when not muted, and have the potential for poor sound quality. 
  • Mute your microphone when not speaking. 
  • Closed Captioning will be available and enabled for all sessions  

Zoom Resources