Use of video is one of a number of techniques that might be used to amplify an event. The term amplified conference describes a conference or similar event in which the talks and discussions at the conference are ‘amplified’ through use of networked technologies in order to extend the reach of the conference deliberations [01]. In the past video technologies have been available to support events but have normally been expensive to use. Recently the availability of lightweight tools (including mobile devices) have made it much easier to deploy such technologies.

Video Streaming

Filming speakers at an event makes it possible for a speaker to be heard by an audience which isn’t physically present at the conference. Live video streaming has become easier to do and most venues will have some tools in place to allow people off-site to watch events as they happen. This means that remote participants can engage in activity as it takes through the use of other tools such as Twitter [02]. Paying for a dedicated company to stream an event may be one option but there are also cheaper approaches.

Videoing of Talks

If talks cannot be streamed it may still be possible to record them and publish after the event. The availability of conference footage can potentially provide a valuable historical record. The video may also be viewed in significant numbers over time.

Video can also be used in innovative ways such as interviews with participants; promotional clips advertising the event and video clips shown during breaks.

Challenges

When considering use of video at events you will need to address a number of issues:

Consent

It is imperative that event organisers seek permission from speakers for the streaming or videoing of their talks. Clarity of intentions will allow resources to be used more effectively after an event possibly, for example through use of a Creative Commons licence [03]. There may be reasons why permission is not granted by some speakers, for example if a speaker wants to speak freely.

Intrusiveness

At events where presentations are videoed it may not be just the speaker who is filmed. Delegates may wish to participate in the Q&A session, whether these parts of a presentation are captured or not may require discussion.

Technologies

Suitable video equipment may not always be available for use. There may be issues with room layout that prevent you from videoing (such as a lack of power sockets or issues with the line of vision). Occasionally video footage may be created in a difficult to use format.

Addressing the Challenges

Ways of addressing the challenges can include:

• Have a pool of equipment that can be borrowed. Some gadgets such as Flip cameras are cheap and easy to use. Many mobile phones will allow creation of short videos, users will need to bear in mind memory and battery requirements.
• Make sure that those involved in the creation of video are clear on their responsibilities. Discuss matters such as hosting, format and cost in advance.
• Indicate on booking forms what the procedure will be and describe privacy issues in the Acceptable Use Policy (AUP). Some events may require delegates to agree to being photographed (through use of tick boxes on booking forms) whilst others may prefer top inform delegates this may happen.
• Provide a quiet zone in the lecture theatre for participants who wish to avoid being photographed or videoed.
• Have a Creative Commons notice on the lectern so that a rights statement will be embedded in video footage.
• Publicise well. Inform people before an event if you are going to stream it, inform people after an event if you have screen casts/video footage available. Ensure people are aware of tags and the location of resources.
• Take feedback on board. Ask your attendees what they think of use of video at your event and take criticism on board.

References

1. Amplified Conference, Wikipedia, <http://en.wikipedia.org/wiki/Amplified_conference>
2. Using Twitter at Events, Cultural heritage briefing page no. 56, UKOLN, <http://www.ukoln.ac.uk/cultural-heritage/documents/briefing-56/>
3. An Introduction to Creative Commons, Cultural heritage briefing page no. 34, UKOLN, <http://www.ukoln.ac.uk/cultural-heritage/documents/briefing-34/>

As described in [1] Twitter is a micro-blogging service which allows users to send brief posts (known as ‘tweets‘) up to 140 characters long. The tweets are displayed on the users profile page or in a Twitter client by users who have chosen to ‘follow’ the user.

What are Hashtags?

Hashtags [2] are a community-driven convention for adding additional context to your tweets. They are a form of metadata and very similar to tags, as used on social networking sites and blogs. Hashtags are added inline to a post by prefixing a word with a hash symbol: #hashtag. Implementing a hashtag for an event is becoming increasingly popular and allows anyone to comment on event (before, during and after). Users can see all tweets collated through use of a hashtag in a number of ways:

• Using the hashtags site e.g. http://hashtags.org/tag/iwmw2009/
• Running a Twitter search for a term and then following that RSS feed.
• Using a relevant application such as Twemes [3] or Twitterfall [4].

Twitter Use at Events

Twitter can be used at events by:

Organisers

By creating a Twitter account an event organisers can offer updates and alert followers to important occurrences in a similar way to an RSS feed. Prior to an event this may take the form of general publicity material. During an event it could be used to alert delegates to problems, for example if a session is cancelled (followers can sign up to have messages delivered directly to their phone). After an event it could be used to alert followers to where resources are held. Organisers of annual events may find it useful to create a generic Twitter account, not a yearly one, which can be used for forthcoming events.

Delegates

Those interested in an event can sign up for the event Twitter account to receive relevant information. They can also tweet during the event using the hashtag. This can be a particularly engaging activity if it takes place during presentations and sessions. Discussion about the content of an event (and related) has become known as the Twitter ‘back channel‘.

Speakers

By following a Twitter hashtag a presenter could potentially get a better understanding of an audience’s knowledge and the event mood. During a presentation a presenter could answer questions on the fly, use Twitter as a way to ‘ask the crowd’ and as a feedback mechanism.

Benefits

A Twitter back channel has the potential to be embraced by the event organisers and the conference participants alike. It can allow deeper interaction and engagement with content better audience participation. Twitter users tend to get to know each other better so it can enable the establishment of a community alongside more traditional networking activities. Use of Twitter also means that those not physically present can still participate by asking questions and getting a good feeling for the event atmosphere.

Challenges

As Twitter use at events has yet to become mainstream and many will not have appropriate networked devices Twitter may cause a divide in the audience between those using Twitter and those not. Some have argued that event organiser’s involvement should be discouraged and that the back channel should ‘stay a back channel’ and not be brought to the forefront. As with any networked technology some may see its use as disruptive and inappropriate.

Use of a live display (sometime referred to as a ‘Twitterwall’) which provides a live feed of tweets tagged for the event may have dangers. It can allow inappropriate content to surface and may need to be managed. Some events may choose to moderate a back channel display.

Conclusions

As an organiser it can be very exciting to see your event peaking (if your event hashtag is being highly used at that time) and see Twitter well used at your event. However it pays to remember that Twitter is first and foremost a communications mechanism and that the content of Tweets is more valuable than their quantity. Twitter can be an exciting way for you to allow your community to better connect with an event, by listening to what they say and treading carefully you can ensure that everyone benefits.

References

1. An Introduction To Twitter, Cultural heritage briefing page no. 36, UKOLN, <http://www.ukoln.ac.uk/cultural-heritage/documents/briefing-36/>
2. Hashtags, <http://hashtags.org/>
3. Twemes, <http://twemes.com/>
4. Twitterfall, <http://www.twitterfall.com/>

Increasingly WiFi networks are available in lecture theatres [1]. With greater ownership of laptops, PDAs, etc. we can expect conference delegates to make use of the networks. There is a danger that this could lead to possible misuse (e.g. accessing inappropriate resources; reading email instead of listening; etc.) This document describes ways in which a proactive approach can be taken in order to exploit enhance learning at events. The information in this document can also be applied to lectures aimed at students.

Design Of PowerPoint Slides

A simple technique when PowerPoint slides are used is to make the slides available on the Web and embed hypertext links in the slides (as illustrated). This allows delegates to follow links which may be of interest.

Providing access to PowerPoint slides can also enhance the accessibility of the slides (e.g. visually impaired delegates can zoom in on areas of interest).

Making slides available on Slideshare can also help to maximise access to the slides by allowing the slides to be embedded in Web pages, blogs, etc.

Using Bookmarking Tools

Social bookmarking tools such as del.icio.us can be used to record details of resources mentioned. An illustration of this is shown in the above image in which the ili2006 tag is used to bookmark the resources described in the presentation.

Realtime Discussion Facilities

Providing discussion facilities such as Twitter can enable groups in the lecture theatre to discuss topics of interest [2].

Support For Remote Users

VoIP (Voice over IP) software (such as Skype) and related audio and video-conferencing tools can be used to allow remote speakers to participate in a conference [3] and also to allow delegates to listen to talks without being physically present.

Using Blogs And Wikis

Delegates can make use of blogs to take notes: This is being increasingly used at conferences, especially those with a technical focus, such as IWMW 2006 [4]. Note that blogs are normally used by individuals. In order to allow several blogs related to the same event to be brought together it is advisable to make use of an agreed tag.

Unlike blogs, wikis are normally used in a collaborative way. They may be suitable for use by small groups at a conference (e.g. for not-taking in breakout sessions).

Challenges

Although WiFi networks can provide benefits there are several challenges to be addressed in order to ensure that the technologies do not act as a barrier to learning.

User Needs

Although successful at technology-focussed events, the benefits may not apply more widely. There is a need to be appreciative of the event environment and culture. There may also be a need to provide training in use of the technologies.

AUP

Consider whether an Acceptable Use Policy (AUP) should be provided.

Performance Issues, Security, etc.

There is a need to estimate the bandwidth requirements, etc. in order to ensure that the technical infrastructure can support the demands of the event. There will also be a need to address security issues (e.g. use of firewalls; physical security of laptops, etc.).

Equal Opportunities

If not all delegates will possess a networked device, care should be taken to ensure that delegates without such access are not disenfranchised.

References

1. Using Networked Technologies To Support Conferences, B. Kelly et al, EUNIS 2005, <http://www.ukoln.ac.uk/web-focus/papers/eunis-2005/paper-1/>
2. Using Twitter at Events, Cultural heritage briefing page no. 56, UKOLN, <http://www.ukoln.ac.uk/cultural-heritage/documents/briefing-56/>
3. Interacting With Users, Remote In Time And Space, L. Phipps, SOLSTICE 2006, <http://www.ukoln.ac.uk/web-focus/events/conferences/solstice-2006/>
4. Workshop Blogs, IWMW 2006, UKOLN, <http://www.ukoln.ac.uk/web-focus/events/workshops/webmaster-2006/blogs/>

Increasingly WiFi networks are available in lecture theatres, conference venues, etc. We are beginning to see various ways in which networked applications are being used to enhance conferences, workshops and lectures [1].

However there is a need to address issues such as being clear of potential uses, being aware of user requirement and the logistics of providing and supporting use of networked applications.

Availability Of The Network

If you are considering making use of a WiFi network to support an event you will need to ensure that (a) a WiFi network is available; (b) costs, if any, for use of the network and (c) limitations, if any, on use of the network. Note that even if a WiFi network is available, usage may restricted (e.g. to academic users; local users; etc.).

Using Mobile Telephony Networks

You should remember that increasing numbers of users will be able to make use of mobile phone networks at events. This might include users of iPhones and similar smart phones as well as laptop users with 3G data cards.

Demand From The Participants

There may be a danger in being driven by the technology (just because a WiFi network is available does not necessarily mean that the participants will want to make use of it). Different groups may have differing views on the benefits of such technologies (e.g. IT-focussed events or international events attracting participants from North America may be particularly interested in making use of WiFi networks).

If significant demand for use of the WiFi network is expected you may need to discuss this with local network support staff to ensure that (a) the network has sufficient bandwidth to cope with the expected traffic and (b) other networked services have sufficient capacity (e.g. servers handling logins to the network).

Financial And Administrative Issues

If there is a charge for use of the network you will have to decide how this should be paid for? You may choose to let the participants pay for it individually. Alternatively the event organisers may chose to cover the costs.

You will also have to set up a system for managing usernames and passwords for accessing the WiFi network. You may allocate usernames and passwords as participants register or they may have to sign a form before receiving such details.

Support Issues

There will be a need to address the support requirements to ensure that effective use is made of the technologies.

Participants

There may be a need to provide training and to ensure participants are aware of how the networked technologies are being used.

Event Organisers, Speakers, etc.

Event organisers, chairs or sessions, speakers, etc should also be informed of how the networked technologies may be used and may wish to give comments on whether this is appropriate.

AUP

An Acceptable Use Policy (AUP) should be provided which addresses issues such as privacy, copyright, distraction, policies imposed by others, etc.

Evaluation

It would be advisable to evaluate use of technologies in order to inform planning for future events.

Acceptable Use Policies

There may be a need to develop an publicise an Acceptable Use Policy (AUP) covering use of networked technologies at events. As an example see [2].

Physical And Security Issues

You will need to address various issues related to the venue and the security of computers. You may need to provide advice on where laptop users should sit (often near a power supply and possibly away from people who do not wish to be distracted by noise). There will also be issues regarding the physical security of computers and the security against viruses, network attacks, etc.

References

1. Using Networked Technologies To Support Conferences, Kelly, B. et al, EUNIS, <http://www.ukoln.ac.uk/web-focus/papers/eunis-2005/paper-1/>
2. AUP, IWMW 2007, UKOLN, <http://www.ukoln.ac.uk/web-focus/events/workshops/webmaster-2007/aup/>