Panel Discussion

Format(s) and Purpose

Panel discussion events are used by Translate Science to gather folks in our wider community and amplify or otherwise highlight ideas and work from folks we think are advancing multilingual science. In our core contributor meeting we have discussed that panels may take on various formats such as

Corners

Intentionally represent multiple diverse aspects of Translate Science in a single panel

Focus

All panelists within one specific focus related to multilingual science. Some possible examples:

• Support services
• Journals
• Teaching
• Translation Technology

Aim for the Middle

Panelists all clearly within point II.4 of UNESCO Recommendation on Open Science

"an organized attempt ... by  means  of  the objective  study  of  observed phenomena and its validation ... to  discover  and  master  the  chain  of  causalities,  relations  or  interactions [for] understanding  of  the  processes  and  phenomena  occurring  in  nature  and  society."

History

We chose to do an online panel for our first community event because it could be planned and executed remotely by our core contributor team at while still. The following checklist was based on the processes we followed to execute the event that was formatted as a focus around previous work of two co-authors and their current pursuits.

Checklist

Pre-panel

• Choose a panel format
• If required create questions and/or define theme so panelist know what they will speak about
• Choose an approximate date for the panel (~2 month lead)
• Draft a template invitation for panelists
  • Explain who Translate Science is
  • Communicate why we are inviting them to the panel
  • Ensure they confirm their availability around the approximate date
• Invite panelists using template
• Based on responses choose a final date for the panel
• Confirm with the panelists the date
  • Invite panelists to a pre-meeting to discuss (~1 month lead) and meet the core contributors
  • Ask for a headshot and bio
• Create a blog link that will be the main
• Create promotional images for the event using the headshots and QR code
• Update calendar with event date
• Publish blog post
  • Add promo images
  • Ensure the link to the calendar and translate science external room are there
• Blast social media and email list announcing event
• Meet with panelists
  • Align expectations for the panel
  • Ensure they know the format of the event
  • Get consent for a recording, and a CC-BY licensing
  • Ask them to help promote
  • Invite them to join the room early (10 minutes before start time)
• Keep sending out invitations to attend
• Create a run of show outlining the important time milestones to hit
• Assign roles for the panel
  • Speaking moderator
  • Chat moderator
• Invite organizers to join the room early (20 minutes before start time)

Day-of panel

• Upload the introduction slides
• Ensure the organizers with roles and the panelist have the right permissions to interact with the room and participants\
• Start a timer
• Welcome folks to the room and start introduction
  • Let folks know we're using a cooperatively hosted instance of BBB and explain how they can interact with the interface
  • Let them know what our code of conduct is and who to message with concerns as well as how it will be enforced
  • Let them know the talk is being recorded and start the recording
  • Introduce translate science and panelists
• Let panelists speak and prompt them with questions
• Take questions from the audience
• Close out panel with the outro slide encourage folks to engage with us
• Stop recording and congratulate panelists on their job
• Close room

Post-panel

• Rename the recording on Community Bridge and add a description
• Email to the panelists
  • Thank them for their participation
  • Confirm that they know the presentation was recorded and is released as CC-BY
  • Invite them to join the mailing list
• Debrief with the group, what when well what could be improved.
• Draft a summary of the discussion to distribute along with the recording
• Publish a summary blog post using the draft
• Blast social media and email list announcing recording