DTAG Event Participation Guide Bonn, Germany June 2017 RAG Committee

Contents Code of Conduct Slide Format Facilities The content and guidelines given in this document are specific to the 2017 June conference hosted by DTAG in Bonn. As such, please follow the guidelines carefully and do not assume they are adequate for other events If this document leaves you with questions, please don’t hesitate to get in touch with your primary RAG contact Code of Conduct Slide Format Facilities Audience Participation & Polls Film & Photograph Media Use Confidential

CODE OF CONDUCT

Code of Conduct Respect the Authority of the Chair at all times Not a sales opportunity As it always has done, the RAG operates a strict ‘no sales’ policy for all vendors and suppliers. Presentations cannot be used as a means to push solutions or products directly. This is supported in no small measure by attendees who are specifically ‘turned off’ by sales pitches Respecting Others RAG also takes advantage of Chatham House Rule, meaning that everyone must remain respectful of others and their opinions, though healthy debate is encouraged. This policy also means that you cannot use any information gained from the group for commercial advantage or to cause embarrassment to other members through public disclosure Engagement with Attendees During the Event Please ensure that you do not engage in discussions with attendees during presentations or panel sessions. It would be rude for those involved in the session and distract from the event’s flow. Instead, ensure that you do this only during social points during the days and evenings Exclusions Failure to adhere to the above and to act within the spirit of RAG may result in any offending party being asked to remove themselves from the RAG with immediate effect and may result in exclusion from RAG membership and activities, group site access and a ban from attending future activities. Any breach, or suspected breach, of the code should be reported to the RAG chair, or another RAG Committee member as soon as is practicable If you want to check a specific approach or detail, please contact your RAG Committee contact for discussion Confidential

SLIDE FORMAT

Slide Formats We need your final presentations completed and with us no later than Thursday 15th June RAG will absorb your presentation into the single, main slide deck for the day. This is to minimise the impact of transitioning multiple slide and to allow us to better manage the running of the conference days Your slide format will be kept (on condition that the other requirements in this pack are followed) PowerPoint 16:9 Format only All slides are absorbed into the master deck for the day. Please note that your slide numbers will change if they are set dynamically Do not embed active polling services within your presentations. As per the media guidelines, provide any polls or questions separately to us. If needed, please add a placeholder slide for any question you would like polled Ensure that copyright material is carefully considered and managed by you This is especially important for after the event when we will make the presentations available to RAG members through the website Online Publication of Presentation Materials Unless specified by you beforehand, please be aware that RAG may use information and material from you on the RAG website and other, related outlets This may be within the RAG Member Only area of the RAG website, or publically on the website and through other outlets If you do not want RAG to do this due to confidentiality reasons (or other reasons) please ensure that you advise the recipient as such when you submit your presentation If a sanitised version of information is okay to share publically, please provide this at the same time as providing the main materials Confidential

FACILITIES

Facilities Conference Room Preparation Presentations Wi-Fi As the name suggests, the layout of the room is theatre style facing the main stage where presentations and panel discussion will take place Preparation There is no designated Green Room for preparation, briefings and production team use. Participants must make themselves known to Rob Chapman (RAG Chairman) and the leader of any session they are involved in (panel or presentation). This is to ensure you are known to key parties and to ensure you can be readied and to discuss any last minute needs Presentations All presentations are compiled into a single presentation for the day which follows the agenda running order. The machine running this will be either a host or RAG Committee member device. If you require notes to accompany your presentation, please ensure you have your own copy of them Display of any material is projected onto the main screen You are welcome to sit or stand. Whichever you are more comfortable with Please advise before the day whether you would need to use a whiteboard, flipchart or other utilities during your session A countdown clock may be used to try and ensure that all sessions run to time. It is important that you keep to time in order not to sacrifice any Q&A time which will be cut short to maintain the day’s overall timings. Please ensure that you take necessary cues from one of the event leadership team Wi-Fi Wi-Fi will be available for general use throughout the day (details provided on-sight on the day) Confidential

AUDIENCE PARTICIPATION & POLLS

Audience Participation & Polls Q&A You will almost certainly get questions from attendees, so please be prepared for this and ensure that any presentation/speaker slot has adequate time to facilitate Q&A Microphones If the venue dictates that we use microphones for audience members wishing to ask questions, please bear with the mic handlers Real-time Polling & Feedback We use a real-time polling service If you have questions/polls which you would like to have the audience answering, please ensure you provide them to us ASAP so we can build them in the service and present them accordingly. Also ensure that you tell us exactly when they are to be asked/presented within your session (preferably by slide number) Throughout most sessions there will be a poll running to gather opinions and questions from the audience. This will be fed into the Q&A portion of your session as appropriate The link to the RAG polling page is will be available to all participating on the day and this is where any question or poll is set for responding to (dynamically updated) Polling Options Multiple Choice Open Ended (free text word cloud appearance) Q&A (free text) Ranking (multiple selection ranking) Clickable Image Confidential

FILM & PHOTOGRAPH

Film & Photographs Photographs & Video Web Conferencing Recordings We may have photographs taken or, on occasion, film over the course of the day and evening for use in RAG promotional activities Web Conferencing We may choose to broadcast the event on the internet, so please be mindful of sensitive or copyright material used in your presentations Recordings Any recordings will then be provided and edited for RAG consumption and promotion as deemed appropriate by the RAG Committee Confidential

MEDIA USE

Media Use Copyright images, video & audio Please be mindful of copyright. Whilst it can be used within the confines of the meeting, it cannot be left within presentations, web conferencing or on audio or video recordings which we would look to use on after the event Be mindful of a varied audience and ensure that any media you do use will not cause offence to any of the members Confidential

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