GUIDELINES FOR HOST

BINUS FESTIVAL – VIRTUAL INTERNATIONAL SEMINAR 2020

A. Technical Rehearsal To-do Objectives

NO TO-DO CHECKLIST (√)

A Prior
1 Send out invitation letters to speakers
2 Confirm speaker’s availability
3 Send out link invitations to speakers and officers/committee who will be
on duty during the session

B During
1 Welcome speakers and other attendees

Good Morning, [Speaker Name]

Thank you so much for making the time for this rehearsal. My name is
Fajar from the International Office of BINUS University.

There’s also Ms. Laily present here. She is the manager of BINUS
international Office. And [….]from BINUS Collaboration Center.

How are you there? Are you in Indonesia or in your home country? Is it
Nepal?
How’s the situation going there?
I hope you stay healthy and safe.

So, our main goal today is to help you get familiar with operating
Zoom.

Have you used Zoom previously? (Great so I can expect that we would
not use your time for long, then)

So, during this tech rehearsal, we are going to try out several zoom
features and do several tasks.

We would ask you to:

1. share your screen to display your PowerPoint or presentation
material
2. Play the videos, if there is any that you incorporate in your
presentation.
3. and we also would ask you to join and leave from breakout
rooms.
4. and last but not least, we would ask you to send chats to
everyone and privately.
2 Brief speakers with relevant information as listed below:
A. Short introduction on BINUS Festival

But before we go into that, I would like to give you and overview of the
session arrangement.

B. When their session is scheduled

So, your presentation is scheduled for Tuesday, 5 May at 11:30 to 1 in the
afternoon. So, the session would last for approximately 90 minutes.

C. When and how to join the virtual room

And our officer, Ms. Dita will later send you the invitation link to join the
session.

D. The technical flow of the session

And as for the technical flow of the session:

1. The session will be started at exactly as scheduled. But we hope
that you can manage to come at least 10 minutes early.

2. Once you are present in the room, we would transfer you into a
breakout rooms. and We will be able to identify your presence
from your zoom account name. Is it the same account you
would use for the session?

In the breakout room, we would make sure everything is

prepared. Our devices function well; the microphone, camera and
make sure that you do not have any trouble with audio
connection and screen share. And to discuss last minute change if
there is any.

3. Meanwhile on the main room, the participants will be briefed on

their roles during the session.

4. Once it’s done, we would invite you back to the main room.

5. The session would be led by a chairperson. He will commence the

session with an overview of the program and a brief introduction
of you as the speaker and your capacity on the talk –what I mean
is your tittle--, is […..] appropriate? And the chairperson would
also mention the topic of your presentation. Then he will hand
the lead to you.

6. You have a maximum 60-minute to deliver your presentation.

And the chairperson would help you monitor the remaining time.
He would chat you privately 15 minute, 10 minute, and 5 minute
before your presentation time is up and when you should end
your presentation. *like so ….
 When it has exceeded 5 minutes, I am afraid that we need to ask
your permission in advance to interrupt your presentation as we
need to end the session as scheduled, otherwise it might disrupt
the implementation of the next session. Would it be alright for
you? if the chairperson interrupts you in the middle of your
talk? Thank you.

7. After your presentation finished, we will proceed to Q&A

session.

In this session, the participants are given the opportunity to ask

questions. The questions should appear on the chat column and the
chairperson could help you select the question if you need. The
participants also may speak directly to the floor after being permitted.
We would know if there is any raise hand symbol appears next to the
participant number.

Oh yes, I need to inform you that you would not be able to see any
participant name as they are required to use their student ID
number instead, for administrative purpose. But we will make sure
the students mention their names before addressing any question.

As for the raise hand symbol, it would display like so …. *ask one
participant to raise their hand.

If there are many participant raising their hands, either you or the
chairperson would select the participant randomly and unmute their
microphone so they can speak to the floor.

Q&A session will be conducted until the end of the session, for about 20 –
25 minutes.

8. After the Q&A finished, the chairperson will then close the
session.
9. I also need to let you know in advance that all presentations in
this virtual seminar will be recorded and uploaded later on our
university’s website. Is it alright for you? Or do you wish your
session to be opted out of this plan?

So far, do you still have anything you need to know?

1. Now let’s try out the screen share.

Do mind sharing your screen and displaying your PowerPoint slide?

2. Do you plan to show some video? Let’s try it out.

3. Now, let’s try join and leave from breakout rooms.

I am now going to set up a breakout room first …….. done and you shall
receive an invitation to join the room. Once you accept it, you will be
 transferred to the breakout room.

During the real session, you will be informed when to move back to the
main room. To move back to the main room, you can simply click the
leave breakout room button on the lower right of your screen. Or the host
also can invite you back.

Now, please click join. [….] will join you there.

4. Last, but not least, please try sending a private chat to me.

Closing

I think that’s all from me. Did I miss anything, Ms. Laily?
Mr [from BCC] do you have anything to say?

So, that would be all then.

Thank you very much once again. We highly appreciate your time and we
are so looking forward to seeing you on the session. Please stay healthy
and safe.

A. During Session Guidelines for Host

Time To-do Who

(at minutes)
-30 Open virtual seminar room Host
Test audio and camera position Host, Chairperson,
Panelist, and
Moderator (if any)
-15 Unlock virtual seminar room (let participants enter) Host
Watch out for speakers in attendee/participant list Host
and transfer them to the breakout room
Welcome speakers in the breakout room Panelist
0 Casually welcome the participants and conduct Chairperson
small talk to create a friendly atmosphere
Change layout to “BIFEST Participant Guidelines” Chairperson
Brief participants with relevant information as Chairperson
listed below:
1. Technical flow of the session
2. Seminar duration
3. Do’s and don’ts during session
4. Q&A mechanism
5. Change participant name to Student ID
6. Exit ticket (?)
5 “OPENING”
Transfer Speakers and Panelist to the main room Host
Deliver brief intro of BINUS Festival – Virtual Chairperson
International Seminar and the topic discussed for
the session
Address speakers and deliver a brief introduction of Chairperson
the speaker
Hand the session lead to speakers and allow them Chairperson
to begin the presentation
10 “PRESENTATION”
Change layout to speaker ppt Speaker/Chairperson
70 “Q&A SESSION”
Lead this session; allow participants to post/ask Chairperson
questions > choose a relevant questions or offer the
privilege to the speakers > ask speakers to answer
the question
85 “CLOSING”
Thank Speakers and participants Chairperson
Deliver a reminder to the participants to change Chairperson
their names to Student ID before leaving the room
Make a farewell Chairperson
90 Transfer Speakers and Panelist to breakout room
Conduct a farewell hospitality to the Speakers Panelist