DSF Summer School

What is the Virtual Event platform and where can attendees get tickets?

We are using a Zoom Webinar and tickets can be accessed by applying through our site for individual sessions here.

When is Summer School?

It runs through the month of August.

What is the Webinar platform?

Zoom Webinar.

Set Up Process for live streaming

Please ensure that you:

  1. Download Zoom in advance (On your desktop).
  2. You have a reliable and steady internet connection.
  3. Nobody in your household is uploading or downloading at any time during your talk session.
  4. You sit in a well-lit room to ensure the best video quality.
  5. You have a headset or headphones available for sound quality.
  6. Have your presentation ready and open to start the share when needed.

Zoom background

Please ensure that in your Zoom settings: under ‘In the meeting (Advanced)’ the virtual background is clicked ON and marked in blue.

There is a DFS Zoom background in your media pack. If you do not wish to use this background, please use a corporate virtual background.

How to enable your virtual background:

  1. Join the Zoom Webinar.
  2. Click the arrow on “Stop Video” and select “Choose Virtual Background”.
  3. Select the + button and add an image from your desktop.

How should I format my presentation?

The format of your presentation is entirely up to you; you may use PDF, Powerpoint, or live code.

You will be using your own computer and moving through slides yourself.

Should you choose to use a slide format, please be sure to include the DSF event Cover Slide in the media pack.

When will you receive login instructions?

Zoom will send you an email when your talk(s) are made live, including the day and time and your unique panellist URL link for the event:

Please DO NOT share this URL with attendees as they will receive their own individual link through Zoom.

Zoom will send 3 reminder emails, again with your unique panellist URL link:

  1. 1 week before,
  2. 24 hours, and
  3. 1 hour before your talk.

Practice session

Philly Besa or Maddie Sinclair will be in contact for a practice session at a time that works for you before your event. You will then be sent a Zoom practice unique URL link. This practice session will run identically to your event and will allow you to test the Webinar platform and ask any questions.

Host

Your host will join you on the Zoom call 15 minutes before your session. They will walk you through the event and prepare you for the talk. They will announce you and your bio before handing the session over to you and stopping their video and audio. At the end of the session, they will stop your screen share and return to the screen with host video and audio to monitor and moderate the Q&A session. If you have any issues during the presentation, please let them know verbally, and they will come to your rescue by turning their camera and audio back on. Please note we will notify you who your host will be one week ahead of your scheduled talk.

Virtual Speakers Live Streaming Instructions

  1. On your event day, use the panellist link sent to you via email 15 minutes before the session starts.
  2. When the session is due to start, the host will make sure you are ready and then begin the broadcast live.
  3. As a panellist, you will get access to cameras/mic, chat, attendee Q&A, and polls.
  4. You can use the chat function to contact the DSF Team at any time if you have any issues during the call. Make sure this is set to all panellists, not attendees.

For any problems, contact the DSF Team through the chat function.

  1. The host will introduce you and invite you to turn on your camera and mic.
  2. Share your screen and video and begin.
  3. At the end, the host will turn their camera/mic on and begin the Q&A.
  4. Once the Q&A has finished, the DSF Team will then end the broadcast.

Zoom Webinar Functionality

Please read below the webinar functionality. You will see this in action during your practice test session with Philly or Maddie and can ask questions to make you feel confident for your session.

Video and Audio

This works the same as Zoom Meetings. At the bottom left of your screen, you will see the ability to mute or unmute yourself or turn your camera on or off for the session. The host also has the ability to do this for you. In the middle of the screen, you will see a share screen button in green. This will allow the attendees to see your screen in full and will see you speaking in a smaller window in the top corner. The host has the ability to stop your screen share at any time.

Chat

The chat function is primarily used for discussions between panellists and hosts and for any technical issues that may arise. Attendees can only chat with hosts and panellists, not each other, and cannot view what is in the chat.

Attendees won’t be seen or heard; they can just use the Q&A and chat.

Hosts can add to the chat and allow attendees to view if selected. We will share things like websites, speaker details, or any last-minute announcements there. If an attendee uses the chat for a question, they will be redirected to ask it in the Q&A.

Polls

Zoom Webinar allows you to add a poll during your session if you would like one. This is great to engage the audience and have some attendee interaction. You can have up to 10 polls with each having a maximum of 10 questions. These are created before the event and then shared by your host. You will need to give the host a verbal cue for them to share and then publish the results. If you wish to use this feature, please give any polls to Philly or Maddie at least 48 hours before your event.

Q&As

Attendees are encouraged to type in questions during the session in the Q&A box. These are only visible to panellists and hosts. The hosts can choose to dismiss a question if it’s not relevant, inappropriate, or repeated. The host can also type in an answer if necessary or relevant during the Q&A session. The attendees can only see a Q&A question once the host and panellist make the question live after reading it out.

We ask that you provide 2 plant questions before your session. These can be frequently asked questions or something you would like to cover in addition to the talk. We use these to get the ball rolling and allow time after the session for people to type in their questions. Please give any plant questions to philly@datasciencefestival.com or maddie@datasciencefestival.com at least 48 hours before your event.

Will my session be recorded?

All talks will be recorded and available on our website to watch. If you would like to watch your talk or any DSF talks, please let us know and we will send you a coupon code to view these for free.

Dress code

Smart business attire.

How many people will be in attendance?

Per Event 30-60.

What tags for the event shall I use?

Please mention us on LinkedIn or Twitter in any posts you make, it makes a world of difference to us. We will retweet and share what we can from all our speakers. It also allows people who can’t attend the opportunity to feel involved and contact you if they have questions.

Media Pack – Your Link to the Media Pack

  • Personalised Event Flyer
  • Media Banner
  • Twitter Banner
  • LinkedIn Banner
  • DSF logo
  • FAQs
  • Zoom webinar virtual background image

Thank you again for taking part in this event; we are looking forward to working with you and having a fantastic 2023 Event.

Any questions, please email philly@datasciencefestival.com or maddie@datasciencefestival.com on the day if you have any emergencies.