ESIP Session - Fledging - July 23

[jules32]

ESIP summer meeting is July 22-26 in Asheville, North Carolina.

Theme this year: Grounded in Trust: Data Ethics Empower Collaboration.

Session information - updated May 31

draft session schedule

Sched site - tentative time: Tuesday July 23 2-3:30pm ET. Note Julie has asked ESIP team to update name to all co-leads.

Submission Planning - May 1

Call for Sessions Google Doc - includes:

Google Submission Form Google Submitted Responses Sheet

NASA Openscapes session - fledging

Starting plan: Status and vision of earthaccess / Cookbook / hub inrastructure /workshop planning >> “fledging”. Would be great to share and get feedback and connect

draft session proposal

[jules32]

Worked on the draft proposal more today and tagged in person folks on Slack

[jules32]

Submitted!

[jules32]

Hello Session Organizers,

Thanks again for your contributions and ideas! We look forward to seeing you in Asheville in July.

We are double checking the ESIP Meeting agenda for time/speaker conflicts and next Tuesday, May 28 we will send a draft schedule for you to review. Please block off time next Tuesday or Wednesday to look over the schedule and let us know about any issues. (Or let me know if you will be out next week and we will make separate arrangements.)

The ESIP team will finalize the agenda in the 2024 July ESIP Meeting - Sched site by noon ET on Friday, May 31.

Even with running five concurrent sessions, we received more sessions than can physically fit into the schedule. We will be reaching out to a handful of session organizers this afternoon to combine sessions. If you don't hear from us, assume you will have a 90-minute session block.

And if you haven't already, make sure to sign up for the Session Design Workshop on June 12 with our facilitator Charley Haley!

Enjoy the long weekend.

• Allison

[jules32]

Included Yuvi Panda when we start planning; he may be in person as well

[alexishunzinger]

@alexishunzinger, @michele-ornl, and @danielfromearth met during coworking today (6/20) to start brainstorming/drafting a session agenda. See the table in the ESIP_Summer2024 planning doc.

We should plan to meet again soon (next coworking? next cohort call?) to finalize and also reach out to possible speakers

[jules32]

This is great @alexishunzinger et al! Yes let's have time for this Wednesday (6/26) during the Mentor Call.

[jules32]

Notes from ESIP with July 8 deadlines for Sched and requests; also ESIP template slide deck -

Open Office Hour This Week: On Wednesday, join Charley Haley from Way Foragers for an Open Office Hour. Join via the ESIP Community Calendar (2 PM ET). The next Open Office Hour is Monday, July 1 at 3 PM ET. You can also request a 1:1 consultation with Charley via her Calendly. 

ESIP Office Closed: In honor of the July Fourth holiday, ESIP is closed next Thursday (and most of us will be out Friday, July 5!)

July 8 Deadline for Sched: From edits to Slido to paper and pens, make sure to plan ahead and get all your session materials ready to go. 

• Update your session descriptions. Add talk abstracts, resources, agenda, and anything else to help recruit and prepare attendees for your session. Add all info by July 8. After that, you will need to email staff\@esipfed.org to request edits. 

• Send lists of speakers to staff\@esipfed.org Once a speaker has registered, then ESIP staff can tag the account as a speaker and add them to your session. You will be unable to make these edits on your own and we cannot add speakers until the person has registered.

• Slido is a great collaborative tool. It streamlines and documents Q&A and features many other tools like polling, word clouds, open text, and more. Email staff\@esipfed.org to request a Slido link for your session and to be added as a collaborator so you can access the admin interface.

• Nothing quite like analog. Did you know writing with a pen activates a different part of the brain than typing and texting? Neat! And for reflective or creative activities, sometimes there is no replacement for flipcharts, markers, stickers, etc. But we can't magically make those materials appear, so send staff\@esipfed.org a request if you need them.

• Other questions? You guessed it, send them to staff\@esipfed.org and we will help. 

Time Savers (and Keepers): Staying on time and on track during a session takes effort — and a little planning goes a long way. Here are some tools and tips to help.

• Storyboard: Charley Haley offered a generic storyboard and a soil data semantics example 

• Talk to your speakers: Be very clear about your expectations with speakers; see our speaker guidance on page 1-2 of the session guidance doc. 

• Help your speakers out. Most of us overdo slides and presentations in an effort to be helpful and insightful. But this can lead an audience to information overload. Tell your speakers specific time limits -- and offer them prompts or tell them your goals for their presentations so they can focus their materials.

• Slide Templates: As we've learned through Ignite\@AGU, some of our most creative talks come from working inside strict parameters. Consider giving your speakers a set of slides with prompts or offer them the ESIP slide deck.

• Keeping Time: Save yourself from the awkward interruption and wielding the shepherd's crook to pull someone away from the podium. Come up with a subtle way to communicate time limits to your speakers. Tools we've seen: setting a phone with a stopwatch running on the podium, birdsong or nature sounds for alarms, color-coded cards, hand signals, and moderator quietly rising to stand in the back.

Session logistics

We know it takes a lot to run a session! And ESIP is committed to offering hybrid sessions that provide time to get work done, collaborate, and interact. 

(Pssst. TL;DR - see the attached graphic. You are in charge of the orange circles.)

Here is what ESIP provides:

1. Community Fellow in every breakout session. This person is your hybrid liaison and their primary role is to serve as the session's Zoom tech host. They'll be the first one to jump in and help you troubleshoot slides or audio issues. They are NOT timekeepers, note takers, virtual co-hosts, or mic runners.

2. Professional AV staff on site. ESIP pays to do hybrid well. We contract with an AV company for the week to help set up, troubleshoot, and ensure a smooth meeting. And you all know, AV issues always come up! This is why tech checks matter. When a problem occurs, ask the Community Fellow in your room or an ESIP staff member to get an AV support tech to come help.

3. ESIP staff - roving and at the registration table. We are here to help; some of us will be moving from session to session while at least one of us stays at the registration table. Patty Allen, our Operations Director, is our liaison with the hotel.

In addition to any invited speakers, here are the roles you need to designate:

• In-room Moderator: This can be you or another person to help keep the session on track, on time, and on topic. This is the person who will transition between speakers and facilitate in-room questions.

• In-room Mic Runner: The moderator can do this or you can ask a separate person to help run the mic around the room during Q&A. This is essential for including virtual participants.

• In-room Zoom Co-host: This person helps facilitate Zoom chat and Slido questions and advocates for virtual participants in the room.

• Remote Zoom Co-host: Having someone remote can help you ensure a smooth recording and broaden perspectives through virtual participants. It's a light lift; ask an attendee or colleague who you know is joining the session.

[jules32]

Danny & I attended ESIP Office Hours yesterday with Charley Haley, Allison Mills, Megan Orlando: really helpful for our session design following our planning at last week's coworking! We have a draft agenda with design notes in our Planning Doc.

Next steps: huddle together to confirm agenda plan and create the slide deck!

[jules32]

Today Alexis, Aaron, Danny & I discussed the Planning Doc further, and added details for presenters and started a Slide Deck. We'll continue working on it tomorrow in Coworking and on Wednesday in Mentors' Call, then figure out how much async vs coworking from there!

I requested 5x sticky poster boards and pens and updated our Sched with our current POP and requested that Aaron is added.

[jules32]

Tagging @amfriesz here too :)

[jules32]

Today I've emailed staff@esipfed.org to request a Slido link for our session and to be added as a collaborator so we can access the admin interface.