Help Info

Toolkit for 2021 STRATUS

Thank you for attending the 2021 STRATUS Conference. The following are guidelines for presenters, panelists, and participants. Please email the STRATUS event planning team with any questions or concerns to stratus@buffalo.edu. During breaks in the prgram, a Helpdesk and speaker ready room, as well as a series of breakout rooms are available to effectively network or make appointments with a speaker, colleague, exhibitor/sponsor, etc. (Please note that breaks are limited to 14 minutes in order to get us all into one room to start the next session).

Zoom Access: Events & Talks

Access for Registrants will receive an email with ZOOM link to join the event the day before the conference. Be sure to use the same email you used to register for the conference.

  • Please ensure you have downloaded or are using the latest version of Zoom prior to the start of the conference.
  • It is necessary to connect to the STRATUS ZOOM using either the current version of the “downloaded desktop app” or “mobile app” so you can participate in breakout rooms, polls, and other ZOOM-based activities.
  • In order for an attendee (guest or not) to self-select a breakout room, they have to be logged in to Zoom via the desktop application or a mobile application. They then need to use the desktop app or mobile app to log in to ZOOM using the same email used to register for the conference.
    They then need to:
    1. Disconnect from ZOOM
    2. Login using the desktop app or mobile app
    3. Then reconnect.

Pre-recorded Presentation and Event Access

Virtual Keynotes

  • The conference has 3 keynotes. These keynotes will be will be presented live via ZOOM (the prerecorded keynote is only used as a backup). After the live Q&A, the keynote speaker will be available in breakout room speaker 1 (breakout rooms are not recorded).

Virtual Talks (Presentations) Sessions

  • Each conference session will include 3 presentations. These sessions will be recorded through ZOOM. We will also have 3 breakout rooms available after each presentation (breakout room conversations are not recorded!).

Virtual Lighting Talks (Poster) Sessions

  • Poster presenters should enter their room and wait for audience members to stop in with questions about their posters.
  • Presenters will be able to share their poster by sharing their screen in the breakout room or directing the audience members to view their uploaded poster.
  • Conference attendees will be free to move between the various breakout rooms to interact with the various poster presenters.

Field Trips

  • Field Trips and related materials will be a mixture of live and recorded content.

Conference Slack Community

We are excited to share opportunities for connecting and community-building! We have Slack channels designed to kick off conversations and resource sharing. A link will be shared with registrants through email when sharing the ZOOM link mentioned above.

Engaging with fellow attendees is a great way to:

  • Spark new ideas around opportunities and challenges for your institutions
  • Expand your professional network with a global reach
  • Connect with attendees and presenters with shared expertise and interests

We have two different opportunities for you to get a chance to connect:

  • Interactive Networking Sessions 
  • Join the conference Slack community. A link will be shared with you through email.

Slack Channels: Jump in and Say “Hello”!

To join in on Slack, please visit the Slack Workspace!

Please see below for guidance and resources. Learn how to download Slack on your devices, review the available channels you can join, and get our recommendations on making the most of Slack during the conference.

How to Access Slack

  • We recommend that you access Slack Desktop Version by downloading the desktop application.
  • You can also use your Slack Mobile for your smartphone (and download the app through your device’s app store).
  • In addition, you can join the Slack Community on the Web. Using Slack in a web browser provides much of the same functionality and delivers a similar experience.
  • Explore the different Slack Channels to get general updates and discuss individual sessions (e.g. the channel for the welcome session is: stratus-A).

Virtual Trivia with Kahoot

Join us for some virtual trivia! We will play using Zoom and Kahoot; you can download the Kahoot app for your phone or play on your computer at Kahoot.it (quick note: it does tend to work best when you have two screens if using your computer, but it’s not mandatory). Questions will be multiple choice. We will play two rounds at each evening event. Winner of each of four rounds will win a DRONE!

Presentation Recordings

We want to work with all of our presenters and participants to make session recordings available to conference attendees after the conference. If you are interested you must sign this Media release form.  

Tips for Presenters

Before Your Session

  • In the break before your presentation, please meet the Session Chair in the Speaker Ready Breakout Room.
  • If your recorded talk is not playing properly, be prepared to present your talk live in the session. In that case you will be added as a Co-host to be able to share slides.
  • A member of the STRATUS conference planning team will be available during your session to moderate and monitor the chat for the Q&A right after your talk.
  • Unless you have to present live, you can answer questions through the chat or even better in the slack channel (these conversations can continue after the session ends). Attention is hard to sustain in a purely virtual environment, and interaction does help: use the Slack Channel to engage or arrange for follow up meetings.

At Your Session

  • We will encourage participants to mute themselves when not speaking to reduce background noise. Conference organizers also have the ability to mute attendees to avoid disruptions.
  • They will also assist you to stay on time to ensure your session stays on track.
  • Tell your audience how/when you will address questions and encourage the audience to submit questions and comments through the session chat window and/or the session slack channel.

Considerations as You Prepare for the Presentation

  1. A headset or earbuds with a microphone can provide the best sound quality during the session.
  2. Using laptop speakers and microphones can create feedback when not muted, and have the potential for poor sound quality.
  3. We suggest joining the event from a quiet space as background noises can cause distractions during live events.
  4. Using a direct connection to your internet (hardwire) rather than wifi improves bandwidth and subsequently gives a better recording.
  5. Consider your environment: avoid backlighting. Side lighting is desirable and typically a window is fine or a desk lamp will help. Be sure the window is in front or to the side. Windows behind will instead provide a dark silhouette which is not desirable.
  6. Check your surroundings and be sure the frame that is captured is free of clutter.
  7. Silence alerts and alarms on your laptop, computer, or phone during the recording.
  8. In the Lightning Talk Session, presenters will be set to co-host status within ZOOM, allowing them to screen share and discuss your work in more detail.