IWMW – the annual Institutional Web Management Workshop

Speaker Guidelines for

the IWMW 2018 Event
IWMW 2018, University of York, 11-13 July 2018

Authors: Claire Gibbons and Brian Kelly

Editor: Brian Kelly

Published: 30 May 2018

Version: 1.01

Keywords: IWMW 2018, speaker, guidelines

This document provides guidelines for speakers and workshop and

masterclass facilitators at the IWMW 2018 event, which will be held at the
University of York on 11-13 July 2018.
IWMW 2018 Speaker Guidelines

Contents
About the IWMW Event 1
Background 1
Previous IWMW Events 2

IWMW 2018 Speaker Guidelines 3

Welcome 3
Event Overview 3
History of IWMW Events 3
Key Themes for IWMW 2018 4
Audience Profile 4
Supporting and Encouraging Speakers 4

Before the Event: Planning Your Talk/Workshop/Masterclass 5

Sessions 5
IT Requirements 5
Your Slides 5
Key Takeaways 6
Interaction 6
Promote Your Talk – and the IWMW Event 6
Contacting Your Attendees (Workshop and Masterclass Facilitators) 6

At the Event 7
Be a Delegate 7
Relax and Enjoy! 7
Get People Together 7
In Case of an Emergency 7
Notes For Plenary Speakers 7
Notes For Workshop and Masterclass Facilitators 9

After the Event 10

Feedback 10
Stay in Touch 10
Spread the Word 10

Appendix 1: Session Summaries 11

Plenary Session 1: Wednesday 11 July from 13.45-15.45 11
Plenary Session 2: Thursday 12 July from 09.00-10.30 11
Plenary Session 3: Thursday 12 July from 11.00-12.30 11
Plenary Session 4: Thursday 12 July from 14.00-14.40 12
Plenary Session 5: Friday 13 July from 09.00-10.30 12
Plenary Session 6: Friday 13 July from 11.00-12.30 12
Workshop Sessions: Wednesday 11 July from 16.15-17.45 13
Masterclass Sessions: Thursday 12 July from 14.45-17.30 13

Appendix 2: Speaker Profiles 14

Appendix 3: Venue Information 15

The Spring Lane Building 15
Plenary Talks 15
Parallel Sessions 16
IWMW 2018 Speaker Guidelines

Copyright information
The document is copyright UK Web Focus Ltd. It is available under a Creative Commons
attribution (CC-BY) licence.

About This Document

This document provides guidelines for speakers and facilitators of parallel workshop
sessions and masterclasses at the IWMW 2018 event. This document is a deliverable for a
project on “Enriching the Speaker’s Experience” which was identified as important in the
planning of the IWMW 2018 event.

Quotations included in the document are taken from feedback received for the IWMW 2017
event.

This document, together with the speakers’ checklist is available at

http://iwmw.org/iwmw2018/speaker-guidelines/

Publication Summary
Version 1.0 was published on 30 May 2018. Minor typos were fixed on 6 June 2018.

Authors
The authors of this document are Claire Gibbons, an independent consultant and co-chair
of the IWMW 2018 event and Brian Kelly, the founder of the IWMW event series and co-
chair of the IWMW 2018 event. Contributions to the document have been made by members
of the IWMW 2018 advisory group including Kat Husbands and Dan Wiggle.

Target Audience
This document is aimed at plenary speakers and facilitators of workshop sessions and
masterclasses at IWMW 2018, together with chairs of plenary sessions at the event.

Your Feedback
This is the first edition of the Speaker Guidelines document. We intend publishing new
editions annually to ensure best practices for supporting speakers are documented and
reused for future events. Feedback on this edition is welcomed: see contact details below.

Event Information

Event name: Institutional Web Management Workshop (IWMW) 2018

Date: 11 - 13 July 2018
Venue: University of York, York, England
Event chairs: Brian Kelly and Claire Gibbons
Event web site: http://iwmw.org/iwmw2018/
Contact emails: Brian Kelly: ukwebfocus@gmail.com
Claire Gibbons: planetclairegibbons@googlemail.com
Generic email: iwmw2018@gmail.com
IWMW 2018 Speaker Guidelines

IWMW 2018: Speaker

Guidelines
About the IWMW Event
Background

The IWMW (Institutional Web Management Workshop) was launched in July 1997, to ensure
institutional web managers were able to keep up-to-date with developments in web
technologies and learn from peers at other UK higher educational institutions on emerging
best practices for managing large scale web services.

The event continues to support the institutional web management community although, 22
years later, the focus has widened to embrace the range of digital channels which are used
to support institutional activities. However the key characteristics of the event continue:

 Active participation: The event is described as a 'workshop'. There are plenary

talks (which provide a shared experience for delegates) but also parallel sessions
('workshops' and 'masterclasses') which provide opportunities for delegates to
engage actively in discussions on topics of interest.
 The event theme and programme: The theme and programme are developed by
the IWMW 2018 co-chairs and the event Advisory Group, with the event theme
providing a focus for the event: the theme for IWMW 2018 is “streamlining digital”.
 In the community …: IWMW events are hosted at higher educational institutions
across the country. Although a number of institutions (the universities of Bath and
York) have hosted the event on more than once occasion, the event organisers
ensure that the event travels around the UK.
 For the community: The event Advisory Group, which consists of members of the
web community, provides input into the event planning so that IWMW events address
the key challenges the community are facing.
 Event sponsorship: In order that the event continues to support a thriving
community of practice we need to ensure the event is sustainable. Since the
cessation of Jisc funding in 2013 the event sponsors have been invaluable in
providing financial support and contributions to the event programme.

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IWMW 2018 Speaker Guidelines

Previous IWMW Events

The venue, dates and locations of the 22 IWMW events are given below:

Event Location Date

IWMW 1997 King’s College London 16-17 July 1997
IWMW 1998 University of Newcastle 15-17 Sept 1998
IWMW 1999 Goldsmith College 7-9 Sept 1999
IWMW 2000 University of Bath 6-8 Sept 2000
IWMW 2001 Queen’s University Belfast 25-27 June 2001
IWMW 2002 University of Strathclyde 18-20 June 2002
IWMW 2003 University of Kent 11-13 June 2003
IWMW 2004 University of Birmingham 27-29 July 2004
IWMW 2005 University of Manchester 6-8 July 2005
IWMW 2006 University of Bath 14-16 June 2006
IWMW 2007 University of York 16-18 July 2007
IWMW 2008 University of Aberdeen 22-24 July 2008
IWMW 2009 University of Essex 28-30 July 2009
IWMW 2010 University of Sheffield 12-14 July 2010
IWMW 2011 University of Reading 26-27 July 2011
IWMW 2012 University of Edinburgh 18-20 June 2012
IWMW 2013 University of Bath 26-28 June 2013
IWMW 2014 Northumbria University 16-18 July 2014
IWMW 2015 Edge Hill University 27-29 July 2015
IWMW 2016 Liverpool John Moores 21-23 July 2016
IWMW 2017 University of Kent 11-13 July 2017
IWMW 2018 University of York 11-13 July 2018

Note that all events took place over 3 days, from lunch on the first day to lunch on the third
day apart from:

 IWMW 1997 and IWMW 2011 which took place over 2 days.
 IWMW 2001, IWMW 2002 and IWMW 2003 which started at 9am on the first morning.
 IWMW 2004 included an optional session at 11am on the first morning.

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IWMW 2018 Speaker Guidelines

IWMW 2018 Speaker Guidelines

Welcome

We’re so pleased that you will be joining us at the University of York for the 22nd IWMW
event. All conference sessions will take place on the main campus at the University of York
and individual session times and venues will be communicated individually.

This document provides practical information to help you prepare for your visit to York, as
well as guidelines as to what we expect from our speakers and facilitators, in order that both
the presenters and the audience members get the very best from each session possible.

Event Overview

IWMW, the annual Institutional Web

Management Workshop, is the ‘must attend’ Can’t fault it to be honest. Really
conference for web and digital professionals affordable which counts for a lot and
across the UK Higher Education sector who have
by far the best ‘ROI’ of any conference
an interest in a wide range of topics, including
I have been to in the last few years.
digital transformation, website/digital
governance, university strategy, digital strategy, UX, design, development, user-journeys
and tasks, team management, leadership, content, measurement and analytics, change
management, student recruitment and retention, and communications.

History of IWMW Events

The IWMW event was launched at King’s College London in July 1997. Following the
success of that 2-day event the IWMW series continued as a 3-day event (save for 2011
which was a 2-day event). From 1997 to 2013 the event was organised by UKOLN, a Jisc-
funded organisation based at the University of Bath.

Following the cessation of Jisc funding in 2013 and the subsequent closure of UKOLN, the
event continued as an independent event. The IWMW 2016 event, held at Liverpool John
Moores University, marked the event’s 20th anniversary with the IWMW blog hosting
recollections of previous events (see http://iwmw.org/guest-posts/#guest-posts). IWMW 2017
was held at the University of Kent, Canterbury, marked the 21st anniversary of the event and
this year’s event, IWMW 2018, will take place at the University of York.

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IWMW 2018 Speaker Guidelines

Key Themes for IWMW 2018

The web has changed beyond recognition over the

last decade, and so has the role of the institutional Excellent. Every session had some
web team and the professionals within it. With relevance to my situation, and each
innovative technologies and channels of
institution was on a different point of
communication emerging at a rapid rate, we’ve
the improvement journey.
grown from mainly technical teams of web editors
and programmers/developers into multidisciplinary digital professionals in a unique position
to drive excellent user experiences and nurture our institutions’ digital footprints. Our work is
no longer purely operational, but strategic, agile and responsive.

However, there’s still a long way to go. Our time and resources are often stretched, and
senior management and stakeholders are still unsure how the web, and associated digital
channels, can help the institution reach its aims and objectives.

With the rise of omni-channel marketing and communications, Generation Z, Millennials, and
Alphas, organisational restructures, and budget cuts, how do we become experts in
measurement and reporting, governance and compliance, and the voice of our users? And
how do we get our expertise recognised?

Most of all, how can digital teams stay one step ahead and keep on doing more, in the most
effective, user-oriented, and collaborative way?

The “IWMW 2018: Streamlining Digital” event will explore these topics, and more!

Audience Profile

IWMW attracts core members of web and digital teams such as designers, content creators,
UX designers, developers, information architects and managers. In recent years the
audience profile has broadened to include policy makers and senior managers responsible
for facilitating organisational change around digital transformation and innovation.

Supporting and Encouraging Speakers

The majority of the speakers and facilitators at IWMW events throughout the event’s 22
years have been members of the UK higher education’s web management community. In
order to encourage new members of the community to share their experiences and support
their professional development we are pro-active in seeking new speakers. We hope this
handbook will ensure that new speakers at this year’s event feel at ease.

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IWMW 2018 Speaker Guidelines

Before the Event: Planning Your

Talk/Workshop/Masterclass
Sessions

Each day is split up into sessions which are chaired by a member of the Advisory Group.
Their job is to ensure slides are ready for each session, keep everyone to time (please keep
to time and leave time for questions at the end of the main body of your
presentation/workshop/masterclass) and facilitate questions. The session chair will be in
contact with each speaker in their allotted session to introduce themselves and the speakers
to each other. The session chair is a key point of contact in the run up to the event.

The event programme is made up of a number of different types of sessions and activities.
For further information take a look at the IWMW blog post: The Different Types of IWMW
Event Sessions: How To Tell Your Plenary From Your Panel Session (see
http://iwmw.org/blog/2018/02/13/different-types-iwmw-event-sessions/).

IT Requirements

You will have been asked to provide details of any IT or other equipment. We will be in touch
with you prior to the event to ensure that we have the correct set-up for each session, in
case anything has changed since you submitted your proposal.

Your Slides

We request that slides are submitted in advance of the event (speakers will be emailed
further information) and they will normally be added to the Slideshare slide repository
service.

Handouts aren’t needed for plenary sessions but you may wish to bring along accompanying
handouts if you are running a workshop or masterclass.

We normally try to ensure that slides used in plenary talks are hosted on the Slideshare slide
repository service in order to (a) maximise the audience for the slides; (b) make it easier for
delegates to make notes of the talk; (c) enhance the accessibility of the talk (d) raise the
profile of the speaker and (e) raise the profile of the event.

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IWMW 2018 Speaker Guidelines

Key Takeaways

We want each delegate to get as much out of every session that they attend as possible.
Being clear about your session goals, and sharing these with the audience, will give a clear
focus to your slot and help focus the minds of those in attendance. These could be as
specific (e.g. delegates will hear about the latest Google algorithm) or as broad as you see fit
(e.g. delegates will leave thinking differently about agile design), as, after all, everyone is
different, learns differently, and will see value in different parts of your session.

Interaction

Workshops and masterclasses should be interactive rather than a longer plenary session.

Activities, handouts, group-work, mini projects, feeding back, sharing experiences and
knowledge, all make for a great, and interactive session where lots can be learned both from
the facilitator and the others in the group.

If you would like to talk through your workshop or masterclass in more detail don’t hesitate to
get in touch with Brian Kelly or Claire Gibbons.

Promote Your Talk – and the IWMW Event

The IWMW event has seen a significant influx of new attendees over recent years, as long-
standing participants retire or move on to other areas of work and people who are new to the
web management sector (and possibly new to working in higher education) join institutional
web and digital management teams.

In order to ensure that knowledge of IWMW events is shared across the community we invite
speakers to mention the event and their participation at this year’s event. One simple way of
doing this would be to include something along the following lines in your email signature:

I am speaking at IWMW 2018 - the premier event for HE Web and Digital
Professionals. See iwmw.org/iwmw2018/

Contacting Your Attendees (Workshop and Masterclass Facilitators)

You will be provided with a list of attendees who have signed up to attend your workshop or
masterclass and you are welcome to contact them in advance in order to shape the finer
details of your session content or ask them for some specific information prior to your
workshop/masterclass. Under data protection and privacy guidelines these contact details
are not to be used for any other purposes.

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IWMW 2018 Speaker Guidelines

At the Event
Be a Delegate

All speakers and facilitators are welcome to take full part in the event and attend all of the
other sessions, just as the other delegates will be. Make the most of the breaks and take the
opportunity to chat to others to enhance your own learning and networks.

Relax and Enjoy!

The IWMW attendees are a very friendly bunch who are there to learn from each other and
share their own experiences. The audience is very much ‘on your side’ and will be facing the
same professional opportunities and challenges as you have done, or still are! Enjoy your
time in the spotlight and make the most of being amongst peers and friends who are looking
forward to hearing from you about your work.

Note that we are exploring the possibility of providing a “buddy program” which aims to
support event participation, foster inclusion and build connections with members of the
community, especially for those attending an IWMW event for the first time.

Get People Together

You may find that you get loads of questions after your talk/workshop/masterclass. Feel free
to set up an impromptu get-together for anyone who may like to pick your brains a bit more,
to share the information with people all at the same time. There are plenty of breaks and
‘downtime’ in which this can happen. You can announce your impromptu session and let
Brian or Claire know and we can announce it at the start of one of the sessions.

In Case of an Emergency

Details about what to do should an emergency occur will be shared with all delegates,
speakers and facilitators at the events itself.

Notes For Plenary Speakers

Length of talks
The plenary talk slots will for 30 or 45 minutes. However you will need to allow time for
change-over times at the start and end of your talk and ensure there is time for
questions. The chair of your session will provide further information on timings – and
will ensure that you do not overrun!

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IWMW 2018 Speaker Guidelines

Advice for those speaking at an IWMW event for the first time.
It is always good to have new speakers at IWMW events. If you are new at speaking in
public the IWMW 2018 event should provide an ideal opportunity for you – the
audience is always friendly. In brief we suggest that you (a) make contact with the
chair of your session who can provide more detailed advice and suggestions for your
talk and the session; (b) make it clear to the audience what your talk will cover and
what you hope they will learn from your talk and (c) try to leave time for questions.

Issues related to live-streaming and recording of talks

In recent years we have live-streamed plenary talks for those who aren't able to attend.
We hope to do this again this year if we receive sponsorship to cover the streaming
costs. However we appreciate that speakers may not wish to be live-streamed or for a
recording of their talk to be made available, due to nervousness or an unwillingness to
share sensitive information. If this is the case we are happy for plenary talks not to be
live-streamed or for recordings of talks not to be made public.

Updating slides at the last minute

We normally upload slides to Slideshare in advance in order that a remote audience
(watching a live video stream or reading event tweets) can access slides while a talk is
taking place. In addition access to speakers' slides can be useful for delegates when
writing a trip report. In order to minimise delays in uploading slides and to provide time
for slides to be added to the event web site we ask speakers to provide their slides in
advance. If you do wish to make last-minute changes (which can ensure the content is
fresh and reflects other talks given at the event) this can be done – we will upload the
latest version after the talk has been given.

Process for uploading slides to the speaker's PC

Since the event organisers will not be aware if you update your slides you should not
assume that the latest version is available on the speaker's PC. You should therefore
ensure that you have a copy of your slides on a memory stick which can be copied to
the speaker's PC. You should also ensure that your slides are copied to the PC in
advance of your session (e.g. at the start of a break before the session starts).

Use of Twitter during talks

The Twitter hashtag for the event is #IWMW18. In addition each of plenary talk has its
own hashtag (#P1 – #P11) so that tweets for a specific talk to be easily identified. After
the event has finished archives of the tweets will be published e.g. see the archives of
the IWMW 2017 event hosted on Wakelet (http://bit.ly/iwmw17-twitter-summary).

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Notes For Workshop and Masterclass Facilitators

Difference between a workshop and a masterclass

A workshop lasts for 90 minutes and a masterclass last for about 2.5 hours. At IWMW
2018 the workshop sessions take place from 16.15 to 17.45 on Wednesday 11 July
and the masterclass sessions from 14.45 to 17.30 on Thursday 12 July (with a coffee
break). The longer time available enables masterclasses to address a topic in depth.

Helping to ensure that a session runs smoothly

Delegates have chosen to attend your session so are likely to have a particular interest
in the subject. Their interest may reflect in-depth knowledge of the subject area, which
they want to expand even further, or the topic may be an area in wish they wish to
know more about. Since there may be a wide range of knowledge of the subject area it
can be useful to ask delegates to summarise their knowledge of the subject and what
they hope to gain from the session at the start of the session to help ensure there is a
shared understanding of the audience's knowledge and interests. (Note if you are
worried that the audience's interests may not be aligned with what you intend to cover,
you should ensure that the session abstract makes it clear what will be addressed!).

Providing audience interaction in a session

The parallel sessions are intended to be interactive and to allow participants to ask
questions, challenge assumptions, provide feedback, etc. Note that at recent IWMW
events the biggest criticism (for a small number of parallel sessions) has been when
the facilitator has treated the session as an opportunity to give a long talk!

A number of approaches can be used for audience engagement and interaction:

 Ask delegate to provide introductions and summarise interests in the session.

 Small group activities, possibly followed by report backs.
 Ask delegates to summarise what they’ve gained from the session, what they
may do differently or recommendations they may make to their colleagues.

Getting feedback
There are no specific feedback forms provided for parallel sessions, although
participants will be asked to give a numerical rating and a brief comment on the
parallel sessions they attended on the online event feedback form. Facilitators are free
to solicit feedback on their session, either by bringing along their own feedback form or
by asking for feedback at the end of their session.

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IWMW 2018 Speaker Guidelines

After the Event

Feedback

We ask all delegates (including speakers and facilitators) to fill in an event evaluation form
and the relevant results pertaining to your session will be circulated to you once they have
been collated and processed.

Speakers and facilitators will be provided with a summary of feedback for their session,
including the numerical rating for their session (based on a score of 1 [poor] to 5 [excellent])
together with details of additional comments on the session.

We will publish a blog post based on the overall feedback for the event, which may include
details of the highest ranked sessions. However we will not publicly disclose feedback on
individual speakers which we feel they may not want others to see.

Stay in Touch

We encourage all attendees to keep the conversation, sharing and learning going after the
event and everyone is back at work and bogged down by the day job! There is the HE-Digital
Slack Channel which you can sign up to, and we also encourage delegates to organise local
meet-ups, either around a particular topic and/or to facilitate the attendance of an external
speaker, for which there may be a cost. IWMW is for the year, not just the three days in July!

Spread the Word

We are sure that you will have a great time at the IWMW 2018 event and find the event
engaging, positive and one that gives a real boost to your enthusiasm for your work and
specialised subject. We encourage you to tell others about the event, and the HE Digital
community, so that more people can get involved with IWMW next year and help continue
the event into its 23rd year.

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Appendix 1: Session Summaries

Plenary Session 1: Wednesday 11 July from 13.45-15.45

The opening session of the IWMW 2018 event takes places from 13.45-15.45 on
Wednesday 11 July 2018. The session chair is Brian Kelly. The theme of the session is
“Learning From Stories”. Following the event welcome given by Brian Kelly there will be two
plenary talks:

 Alison Kerwin, University of York will give the opening talk on “10 Things I Wish I'd
Known Earlier (In My Career)”. The Twitter hashtag for this talk is #P1.
 Jane Van de Ban, Birkbeck & Chris Scott, Headscape will then give a talk on “Telling
the Birkbeck Story: How Customer Journey Mapping Helped Us Develop Our New
Approach To Web”. The Twitter hashtag for this talk is #P2.

The session will be followed by a coffee break and the workshop sessions.

Plenary Session 2: Thursday 12 July from 09.00-10.30

The opening session of the second day of the IWMW 2018 event takes places from 09.00-
10.30 on Thursday 12 July 2018. The session chair is Mike McConnell. This session
features a panel on “Blending Internal and External Services”. There will be a number of
speakers in the session.

The session will be followed by a coffee break.

Plenary Session 3: Thursday 12 July from 11.00-12.30

The second session of the second day of the IWMW 2018 event takes places from 11.00-
12.30 on Thursday 12 July 2018. The session chair is Claire Gibbons. The theme of the
session is “Effective Digital Teams”. There are two plenary talks in this session:

 Gareth Edwards, University of Greenwich will give a talk on “Understanding Invisible

Labour”. The Twitter hashtag for this talk is #P3.
 Andrew Millar, University of Dundee will give a talk on “Stress...and what to do when
everything starts falling apart”. The Twitter hashtag for this talk is #P4.

After these two plenaries a lightning talk session will take place. The Twitter hashtag for this
talk is #P5.

The session will be followed by lunch.

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IWMW 2018 Speaker Guidelines

Plenary Session 4: Thursday 12 July from 14.00-14.40

The first session of the afternoon of the second day of the IWMW 2018 event takes places
from 14.00-14.40 on Thursday 12 July 2018. The session chair is Kat Husbands. The theme
of the session is “It’s About Content!”. There is one plenary talk in this session:

 Dave Musson, The Native will give a talk on “Don't be Content with Average
Content”. The Twitter hashtag for this talk is #P6.

The session will be followed by a coffee break and the masterclass sessions.

Plenary Session 5: Friday 13 July from 09.00-10.30

The opening session of the final day of the IWMW 2018 event takes places from 09.00-10.30
on Friday 13 July 2018. The session chair is Carley Hollis. The theme of the session is
“Institutional Case Studies”. Following announcements there will be three plenary talks:

 Ayala Gordon, University of Southampton & Padma Gillen, Llibertat will give a talk on
“User Needs, Content Design and Culture Change: Digital Transformation at the
University of Southampton”. The Twitter hashtag for this talk is #P7.
 Fraser Smith & Megan McFarlane, University of Aberdeen will give a talk on “Student
Recruitment Enquiries in CRM”. The Twitter hashtag for this talk is #P8.
 Keith McDonald, University of London will give a talk on “Hands off – it’s ours! Taking
back the reins”. The Twitter hashtag for this talk is #P9.

The session will be followed by a coffee break.

Plenary Session 6: Friday 13 July from 11.00-12.30

The final session of the final day of the IWMW 2018 event takes places from 11.00-12.30 on
Friday 13 July 2018. The session chair is Gareth Edwards. The themes of the session are
“Revisiting Content Revisiting Content” followed by “Concluding Session”. There is currently
one plenary talk scheduled:

 Jenni Taylor, Cardiff University will give a talk on “Resurrecting the Content King”.
The Twitter hashtag for this talk is #P10

The format of the final session has not yet been finalised.

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IWMW 2018 Speaker Guidelines

Workshop Sessions: Wednesday 11 July from 16.15-17.45

If you are a facilitator of a workshop session you should ensure that you find out the location
of the seminar room when you arrive at the event. You should also upload your slides and
any other resources in advance of your session and ensure you arrive at the seminar room
early. You may wish to take a seat in the main auditorium near an exit so that you can leave
the first plenary session early (possibly during questions for the second talk) and get a coffee
before going to your seminar room. Note facilitators can also go to the front of any queues
(although you may wish to explain to people why you are doing this!)

Masterclass Sessions: Thursday 12 July from 14.45-17.30

If you are a facilitator of a masterclass session you should ensure that you find out the
location of the seminar room in advance of your session (you will probably have found the
location of seminar rooms if you attended a workshop session on the first day).

You should also upload your slides and any other resources in advance of your session and
ensure you arrive at the seminar room early. You may wish to take a seat in the main
auditorium near an exit so that you can leave the plenary session early (possibly during
questions for the talk).

Note a coffee break will be available during your masterclass. You will be told of the time of
the coffee break when you register.

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Appendix 2: Speaker Profiles

At the time of writing there are 30 plenary speakers and facilitators. Further information is
given below. This information is also available on the IWMW 2018 web site at
<http://iwmw.org/iwmw2018/speakers/>.

For the plenary talks:

 12 plenary speakers (excluding the panel session) of which 7 are male (58%) and 5
female (42%).
 7 speakers (58%) are speaking at an IWMW event for the first time and 5 (42%) are
attending an IWMW for the first time.
 9 are from UK universities, 3 are independent consultants or work for a commercial
company.

For the workshop sessions and masterclasses:

 18 facilitators of workshop sessions and masterclasses of which 11 are male (61%)

and 7 female (39%).
 6 facilitators (33%) are speaking at an IWMW event for the first time and 4 (22%) are
attending an IWMW for the first time.
 11 are from UK universities and 7 are independent consultants or work for a
commercial company.

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Appendix 3: Venue Information

The Spring Lane Building

The IWMW 2018 event will be held in the Spring Lane Building. The inspiring building
provides modern meeting spaces, including a 350 seat lecture theatre, 26 seminar rooms,
and versatile meeting areas. Further information about the building is available (see
https://yorkconferences.com/venues/spring-lane/). A plan of the building is shown below.

Figure 1: Plan of the Spring Lane Building

Plenary Talks

The plenary talks will take place in the

main lecture theatre (SLB/118). This
lecture theatre has a capacity of 350.

The room has a dual HD widescreen

data projector, a PC running Windows
10, and a digital OHP. A lectern
microphone is available together with 2
lapel and 2 roving microphone. Figure 2: The SLB/118 lecture theatre

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IWMW 2018 Speaker Guidelines

Parallel Sessions

The parallel workshop sessions and master-

classes will take in seminar rooms in the
Spring Lane Building. The rooms (SLB/001-
SLB/007) each have a capacity of 20.

Details of the seminars rooms are available

at <https://www.york.ac.uk/campusservices/
avcentre/room/index.cfm> (select the SLB
Spring Lane Building option).
Figure 3: Seminar room

This resource provides information on the equipment provided in the room. A typical seminar
room (SLB/001) contains the following equipment:

Boards and Screen Displays and Sources Audio

Chalkboard: No Data projector: Single HD/widescreen PA system: PC/DVD/Laptop
only
Drywipe board: Yes Computer: Supports Windows 10 Lectern Mic: No
Flip chart: Yes DVD/Blu-ray: No Lapel mic: No
Video flipchart: No OHP: No Handheld mic: No
Wheelchair access: Yes Interactive display: No Hearing loop: No
Replay lecture capture: Yes Telephone: Yes

The room details for the parallel sessions will be given on the IWMW 2018 web site at
<http://iwmw.org/iwmw2018/venue/>. You should check the detailed information for the room
used for your session and contact the event organisers if you have any questions.

A brief video summary of the seminar room facilities is available at

<https://www.york.ac.uk/campusservices/avcentre/room/> (select the SLB room option).

Figure 4: Video of seminar rooms

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