 difficult because we have a very I mean we chose a different session formats for this year's conference and I think that all of you recognized the aim which is actually to let participants get involved at their most around all the tables and to discuss the future with the presenters. The theme of the conference is open education for an open future so we wanted the session formats to reflect that and that's why of course we will have presentation because everybody's welcome and everybody should feel free to join the conference with the session format that best suits their attitude, their needs and their research also but also we wanted to strongly promote activities during the conference and also another thing that we are going to do together with all of you is to use spaces differently because we will have a plenary room to be used for some of the activities and we will also use classrooms for other activities but we are going to have a lot of activities in the corridors actually in between students passing around okay and if we can do that there everybody can do it everywhere we think so this is our aim. For example action labs which are going to last 50 minutes each are going to be in a corridor in one of the buildings and you will find a lot of information about where to go, how to orient yourself in the spaces etc. We reserved those spaces because we wanted different ISO made with two or three tables to be available for presenters and for participants to work together. Some of the recommendations that you can see here are very easy to understand. We invite presenters with this format to arrive five, ten minutes early at your table because of course we are going to bring there everything that is explained in the session format page in the conference website. So you will have paper, you will have markers, pens, sticker notes, scissors, scotch tape etc. Everything that we think might support your activities and the creative involvement you want for your participants but if you need to bring something I don't know some materials that you want to distribute or if you have a presentation you want to print out and share with participants or if you have in mind a specific format that you are bringing with yourself in order to be put on the table and to be used for the activities that's the moment in which you are welcome to prepare it before the session actually starts and also we strongly invite you if you are holding a table for an action lab to provide clear instructions to participants about what you want them to do which is the aim of the activity which is the expected result not in order to let them know in advance what will come up from the session you know but just to say I am willing I don't know I am willing to have your view on my ideas I am willing to develop a next step on an activity that I already tried out but this time I want to put it on the table and I want to announce it with your help something like this just in order to let participants know in advance which is your aim and also while the activity is ongoing we strongly invite you to move around the table and be sure that everybody understands the task and is able to contribute properly which doesn't mean that everybody has to talk at the same time of course but you know it's different to see people working on their computers or answering their phone or being involved in an activity that is on the table together with the others and on the other side if everybody's really involved one of the difficult things that is up to the presenter is to keep time because every action lab lasts 50 minutes but after each action lab there is 10 minutes needed for the next session to start okay so the next presenter will need the table to be able to prepare their own action lab so it is important that each presenter at each table is able to keep the time of the activities in the end of course you are welcome to collect any resources and any material you used and live on the table the things that are provided from the organization so that they will be available for the next action lab and there is a question from Bea yes there is a session chair there is a session chair and not only one because action labs are going to happen in two parallel corridors on the first floor of a building you find every information on the SCAD application but we are going to provide very specific maps of the tables within the corridors so that everybody will be easily able to reach the proper table in every session description we are going to add both the name of the table and its number so that everybody will be easily able to understand where their action lab is going to happen and where do they have to go in order to reach the sessions they are interested in okay session chairs are going to be available but it's going to be a corridor you have to remember that so the session chair we be able to ring a bell and I hope that we will have bells because it's noisy enough to be understood by and listened by anyone even if they are far away but of course we will need the support of each session a chair sorry each presenter at each table because it will be a huge environment with many tables working at the same time okay so anyway we will guarantee one session chair per corridor okay so you will see them and also we are going to provide some people working around just in order to support with the session format if any question may raise during the session itself people from meted will be available I think that we will be recognizable Susan I don't know how at present time but there will be an ask me logo somewhere on us okay and it will be colored so you will recognize us I'm sure about that and we are going to be recognizable so I think at the beginning of the conference we are going to be available since the very beginning so please count on us to be there and if you have questions you are always welcome to ask the session chairs Susan maybe maybe it's better yes work a fair better work a fair because maybe this is a say the most tricky one because it's a very nice and very interactive format but it's the quickest I think because lightening talk is very similar even if it's shorter in time it's very similar to a presentation on the contrary work a fair is a very intense activity which will last 60 minutes as a whole but each session will have different stages so the presenters will arrive at the table of course they are invited to arrive early five to ten minutes before the session starts each table will have a paper table clothes prepared by us already fixed on the table and the steel again you will have markers pens pencils sticky notes etc everything will be waiting for you there and I hope also we will provide some chocolate as I was saying before for each table some chocolate and some coffee of course let's see if we can do that and what will happen there is that a group of people will arrive at the table the presenter will explain the structure of the activity okay and then the first group of participants which will have at their disposal a completely blank table clothes paper table clothes to write on will be invited to start the activity according to the instruction given by the presenter of course but also they will be invited to remember that the two steps will follow them okay because the people are going to move every 15 minutes from one table to another okay so they're going to work very intensively for 15 minutes on a table clothes according to the instruction they receive around the table then they are going to go to another table with another objective another aim and different instructions and they will find the table clothes with some written contents and some things already on it okay and they will go ahead working according to the different thing they will receive and they are going to do the next step of the work and on the third term they will move to another table again so seen from the perspective of the table older let's say what happens is that you are going to be around your table a group of people will join you after a quarter of an hour they are going away to a different table you will meet a group new group of people who are working on the routes that the previous group already established on the table clothes okay so everybody is invited to remind the other people of the necessity to leave some space for the next people coming of course a sticker not sticking notes would support that because you cannot contents at different layers we also will provide some blank papers that you cannot and also if it is needed we will have some table clothes available for people who need a second layer let's say okay so don't worry if you think that you need something new to write on because we will give it to you another thing that it's important to say is that of course there will be many different conversation in very many different tables in the same corridor okay so it will be noisy and also when people move there will be a huge number of people moving at the same time looking for their next table so it could be that the five minutes that are in the program between each 15 minutes session maybe they are enough maybe for someone who is far away are not enough to reach your table so be patient with that try to be as inclusive as possible and they will join the group working on the table clothes they I don't think it will be a problem you are also invited to take pictures take photos please of your tables because they will change during time and it could be very interesting to have the stages after the first group after the second group and after the third group remember that we are going to have two photographers during the conference which are going to go around tables in order to support you in the in this activity okay they are going to take photos during the sessions and what we are going to try to do is to have them take photos of the different stages of each table clothes but it could be that in the chaos of these large number movement of people they cannot reach every table so if you can take your own pictures it could be very useful for participants to see the evolution of the table clothes and also those photos can support your work in the production of the exposed video I we didn't talk about it yet but I think that all of you remember that you have to provide you are strongly invited at least to provide an example video which you explain the aims of your session because it could be very helpful for participants to have a look at it and to have an idea before they reach your table what's going to happen there which is your aim why are you proposing that some questions to them which is the result you are willing to obtain which is the contribution you expect from them and in the exposed video which again will be very short very informal it would be interesting to see if you actually succeeded in reaching your goal together with the support of participants or even if the result is completely different from what you expected anyway it would be interesting to know and to share it with the all the conference community moving to the posters posters will be displayed during the whole conference very close to the coffee area so you know everybody will see them and also really serve the sometime very close to one of the lunches in order to have a reserved moment for poster orders to present their work because usually it's not always like this I mean it's not always easy to have a session devoted just to posters and it could be useful to have you explain your own work in a specific moment anyway be sure that participants who are moving around your poster will be allowed to leave you a memo about their questions or their curiosities or some content that is not clear to them or they are interested to go in depth with you about because they are willing to I don't know contact you or work together with you with something and we are going to provide a folder close to the close to each poster and the participants will be invited to leave a message inside it everybody will receive some notes some paper notes in their bags so that they can share all style messages written on paper and knows leave their cards also so that the participants who have posters will reach you after and you as a poster session older can reach people interested in you and then we have lightning talk and saying thanks Susan to keeping the pace with me because I'm getting longer otherwise I know that lightning talks are the shortest format we have in this conference you might already be familiar with this format which is not unusual nowadays it's very short it's 22 slides and you will have eight minutes and six seconds totally plus a short amount of question time available at the end of each session so each of you who is willing to who is coming to present in a session like this is a strongly invited to arrive early so that you will be able to upload your presentation and check which is your turn because there is already a list but you know everything can happen people can be late flights can be delayed you know life happens in between the programs that we prepare so everything can be changed at the last minute according to the needs and so it would be very useful also for your session chair to see you recognize you in person and give you the microphone in the right moment okay so if you prepare a lightning talk you just need to be aware that you will need to focus on keeping the time and the session chair will support you on with that we are going also to prepare some cards these format cards with the the minutes on them so that you will have a proper sign you have one two minutes one minutes remaining and now the bell is ringing and you are done even if you are in the middle of a sentence you are I think you will be done and so in this format it will be very important there is a question from Flavia yes Flavia you can certainly use less than 22 slides 22 actually is the maximum okay because it's a calculation made around just numbers according to the time the number of seconds in total you have we made this calculation but if you have a 15 slides and they cover all your content it's okay if you want to use a different format I don't know if you prefer to use instead of slides video and alternate your time together with a video you're welcome to do that too okay it's up to you you will be if you are going to have a lightning talk you are going to be in the plenary session room which is the car asada is called asada and you will have audio to during the whole time while not in all the other rooms audio will be available of course but you will have it so you feel free to choose your format the only strict recommendation is the duration okay because the sessions will be very quickly following one the other there is a question from Bill what format should the presentation be in if you use slides should it be PowerPoint or Google's lights it's up to you it's better if you arrive with a PowerPoint version I mean you can download the Google's lights also with a PPT file format okay which is let's say easy to be used also if we needed to switch from one computer to the other so it is better to have a downloaded version of the slides but if then you want to link the Google's lights version to the to your session description you're more than welcome to do that you're encouraged to do that exactly this is the make sure it is it's available offline that's the reason why I'm asking for the PPT version of it exactly that because we are going to have Wi-Fi during the whole conference and everywhere but if even if it if it is granted you know with technology everything happens when you don't expect it so I prefer to have the offline version if it is available also if you use videos or any other format please be sure that if it as far as it is possible we prefer you to arrive with an offline version just to be sure okay on a thumb drive not on our own computers correct yes and also well actually I think that we will invite everyone to send their presentation in advance so that we can upload them in the computers in advance and if someone changes something at the last minute it's okay we can upload them again but for safety reason one of the recommendation on site is not to insert many different pen drives in a computer as you can easily imagine and it's not because it's let's say it's a lack of faith in participants it's because everyone always has to I don't know how to say that face video says threads every time so that's why we received the recommendation to upload the presentations in advance suggest so that we can make them go through the antivirus check that's it exactly common security practice no more than that about presentation well presentations are the classical format that you will have an audience in front of you in a classical classroom setting you will have a computer available I'm not sure that all the rooms will have microphones but they are not so large that you won't will have problems I mean you are not required to talk too much loud and you can also be careful in arriving on time so that the session chair will be able to recognize you upload your presentation in advance and support you in keeping the time because they will be there for you okay session chairs will be there to support you that's it and they will keep the time too a few things last minute about the ex ante video all of you are strongly encouraged to produce them just please try to put yourself in the shoes of the people who never attended the World Cafe session or an action lab in their life or a lightning talk okay of course the lightning talk is let's say more similar to a classical format because it's a presentation and it's very quick so some of you might might ask why should I produce a two or three minutes video before I present it's because of that because you will have less time during the presentation and it could be more worth it for you to share some of your aims some of the goals that you are willing to share with participants in advance and so ex ante so that they can be able to look at your session and then not only to the session description but also at your face and the way in which you are inviting them to join you okay so they might choose you choose your session because of that video and it is even more important for work affairs and action labs because of the sessions formats are going to be very interactive and mainly for work affairs groups won't have a lot of time so if they arrive at your table knowing which is your purpose which is the project you are working on and which is the kind of contribution you expect from them they might prepare some ideas in advance and think and can easily start anyway you see the list of questions which are also available on the website of the conference the questions are very simple and the video is not something that should be very formal please use your smartphone just be sure that the light is clear enough on your face and that your microphone is properly positioned so that the audio is fine because if you have I don't know difficulties with English you see my English is not perfect for example and the people coming from all around the world might not be comfortable in recording themselves but it's informal I mean it's just to support the other participant to understand which is your aim what are you willing to share with them and why you needed their support in order to open for the future okay which is the aim of the conference after that oh yes this is the link to the web page where the Exante video is explained that we shared that we do some tips in order to support you in preparing yourself easily for example very very simple tips don't wear something with a big logo of a commercial company in front of you something like this because we would like to avoid to make commercials within that and then you can share them on sked and add the link to those videos to your session description so participants will have all the information about your session at the same place okay and will help you promote your sessions once we see your video loaded send us a quick email and we're we will promote your sessions as well yeah you can share it also we are Twitter via Facebook whichever is your channel please go ahead and invite people looking at it okay so question does anybody have any questions about your particular sessions or actually anything that we might could help you with regarding the conference in Milan hi this is Bill I have a question I did hi so I'll be giving a presentation the 25 minute long one and I'll also be giving a lightning talk on the same topic so I'm wondering would you recommend that I create two separate videos or should I just use the one to promote both sessions do you have different goals for the different sessions because if you have different goals and you expect participants to get involved in a different way well it could be useful for you to prepare two of them otherwise if the aim is just one you can say in your video okay I am giving two sessions with the same goal the formats are different and I want to try them I don't know you have your reasons for choosing two different formats you know and you're welcome to do that so just be informally clear with your participants share with them which is your goal and what you expect from them which is the contribution you want to receive from this conference in order to be the next step thank you and I'm also wondering do you have a soft deadline for presenting the links for the videos to you well actually we we already shared the deadline which is I think at the end of this week right Susan yes um you can actually add it right up to we would appreciate it right up to the conference however if you can do it earlier it gives us an opportunity to promote your session as well as you promote your session so that was kind of the purpose of it is we were wanting them by the end of this week but I will admit mine's not ready either hoping to load it by Friday but if not do you when you have the opportunity right up until the last minute because I do think it'd be a great resource even after your session okay thank you and also I think it could be very useful for participants in advance I mean we have a huge number of sessions during the conference and many of them are in different formats so if it is about me I will go through the videos in order to choose which are the sessions that I might be able to attend while I'm jumping from one place to the other you know so as as I mean earlier the better according to this for participants of course right I know that for presenters it's not the same and I share with Susan I mean I also and this part shouldn't be recorded I received an invitation from the open education consortium to record a video about my keynote with students but actually yeah I remember that Susan but actually I am meeting online with the students next Monday so that's the chance I have to record the video together with them and that's what I'm willing to do so I will arrive later even if it's not required because keynotes are not required just me right Susan but thanks for your question Bill those are great questions and we'll be looking for your video okay thank you I'll have it ready by Friday thank you very much and really feel comfortable in using your smartphone it's not really it should be very informal don't worry about that it's just you need just to be clear on what you want to say okay formal and easy don't make it difficult yeah yeah yeah I'm sorry to keep stealing the time here I didn't receive an email about submitting them so should I reach out to somebody after the session to get that information go to the website let me back this up and I can also post it in the chat window but it's this link right here gives you some tips oops I'll make sure you get it Bill I'll make a note and send you the link but it's on our website if you just go to the video at the top the main the main bar you'll find the page for extensive videos okay thank you Susan and also we have a question from Catherine here about the action labs and we prepare a Google folder with materials for people to use of course you can and you're welcome to add the link to this folder to your session description everything that you want to share with participants can stay within the session description okay also the link to your video for the ex-ante version and also you can add the exposed video as soon as it is ready but please go ahead and invite participants from there because if they are going to join you they are going to bring also their devices I think yes you can add the link in Sked within your session description as soon as you create your own account in Sked you are allowed to to edit the session description okay so you can add both okay and also if you would need to invite the participants to bring their laptops and their tablets there you can do it there I mean many of them will arrive with their own devices anyway okay but if you needed them to bring them with you please go ahead and invite them to we need something like these for example if you want to see an example for the workshop that is going to be done in the plenary room by professor Kanina which is a design thinking professor here at Polytechnico and we added a note in order to invite participants to bring their own devices because they are going to prepare digital materials during the workshop you know so that it could be useful for them to have more than one device available any other question yeah it's not a question but I'm like after I've sent you an email earlier concerning the session formats so some things for the word cafe are enlisted under the presenters to do's but actually they should be moved to the participant like whoever is gonna like be the table leader it's the participants not the the presenter so so it wouldn't be confusing to the table leader actually you should be the presenter not the the participants the table leader huh maybe it's a little bit different than the ones I've conducted before but usually what happens is that you have somewhere between 15 to 30 participants it shouldn't be like an open something and it shouldn't be too little number and then you have like three to five tables and then participants would choose a leader on every table and they will stay and then they will change with other people so it's that there would be like a number of tables not one table unless you're doing it otherwise so I'm a little bit confused so yeah as I got it from you is that every presenter in a word cafe will have one table yeah each presenter will have one table okay each table will be focused on one goal okay it's not that we are going to have a multiple tables with the same goal and then people will move each table will have a different presenter so the presenter is going to be let's say the table leader okay okay so there will be other sessions with different subjects yes during I mean the session will be in a huge corridor we will have something like seven or eight tables okay with more than which the papercloth and each table will be for a presenter with a specific objective okay and then all will work for whatever an hour on one table on one's one objective and then they will move to another table with a different presenter and a different aim okay okay cool and then how how how will the sessions eventually lead into one thing like will there be somebody coordinating all of these sessions so they would eventually come back with like a feedback or like what people have took away this is up to each table leader which is the presenter okay they will have three terms of people coming to their table they are all working on the same paper tablecloth and in the end the result of that particular activity on that table will be shared through an exposed video okay and together with photos okay it's a modified version of work yeah okay perfect thank you yeah it's a little bit different from the one yeah now there is more than one for yeah okay any other question doesn't seem so well we will if there's no more questions we'll let you go about 15 minutes early because I know we are crossing many many many time zones some of us it's really really early we've not even had coffee and some of us want to go to bed yeah no sorry Susan we still have two questions oh good go ahead one one from Catherine action lab questions can we expect people to stay the entire time during the action lab yes I would say that it is expected that people are going to stay the whole time what we tried to do actually in when we were writing the program is not to create us I mean we tried to avoid at least to create the problems within different schedule for different sessions we did our best we know that it could happen that people can choose two of them it's up to them to choose I mean it could be anyway I mean we are not linking anyone to the chairs it's up to the presenter to make this choice but we are not providing chains on site okay so if you want to to keep people around your table it's up to you to tell them they are free to move we expect them to stay anyway okay different topic how long does it take from the University to the Triennale I would I would put out for an hour on that because it's just one train and there are huge number of trains that go from Milano Bovisa station to Milano Cadorna station which is the stop to be used in order to reach Triennale which is then I don't know five minutes walk very close to that and so we calculated the time to move from the award ceremony to the opening reception and we enlarged it a little so it's a I think it's around one hour even if Bea I see that you write that that is tight but great topic be appreciate you bringing it up yeah we run I don't think that it will be neither you know because the ceremony will end in around 6 30 and the open ceremony will start at past seven it's plenty of time we have a lot a huge number of trains we already checked I mean it okay it's not the moment in time behind which you can have a walk around the city okay I wouldn't I wouldn't I wouldn't plan that in between but we are going to wake you with some Italian food and it will be a very easy moment at the opening reception we are also going to have we are going to have some guests there yeah which informally will share some information about the city maybe something that could be worth seeing so yeah actually I do plan on having some information on the website later this week about some guests that will be attending the opening ceremony that it'll be fun we're looking forward to it looking forward to meeting her and Gino thank you hope you're so thank you Gino hope you're feeling better we look forward to seeing you and Milan any more questions from anyone I mean if you think of anything feel free to reach out to us oh yes personally or to the conference email that's on the website anytime if something else comes up that you have a question about yeah okay so thanks everyone thanks everyone appreciate your time the recording will be on the website later this afternoon okay yeah ciao ciao