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SIOP Virtual Conference Session Submitter Opt-In Details

The virtual conference will be a two-week event planned for June 16-30. It will feature asynchronous learning, meaning that session content will be available on-demand and that registrants can participate on days and times when it is convenient for them.

Presenters will provide prepared and/or pre-recorded session content in advance of the conference (see details below). While session content will not be live-streamed, opportunities for virtual interactions and community building will be facilitated through the Whova platform, which will be available both via the web and mobile app.

Submitters of SIOP 2020 accepted conference sessions are asked to please review the information below and consult with session co-authors/presenters to determine whether you will opt-in to the SIOP 2020 Virtual Conference. 

Submitters who choose to opt-in are asked to inform SIOP of their decision to opt-in to the virtual conference through the process described below by April 24. 

Important Dates

    Submitters provide opt-in decision:  Preferred by April 24, no later than May 1
  SIOP begins accepting session materials: PDFs will be accepted beginning May 11
    Session recordings (.MP4s) will be accepted beginning May 18
  Final deadline to provide session materials: June 1
  SIOP 2020 Virtual Conference:  June 16-30, 2020


Process for Providing Opt-In Decision to SIOP

Session submitters will need to do the following by April 24:

  • Log into the SIOP submission center: https://www.siop.org/Annual-Conference/Submission-Center
  • Select the magnifying glass next to the presentation
  • Click on the Document button
  • Select the check box next to “We are going to participate in the virtual conference”
  • Click Save (very important!)

We’ve created a simple system walk through with screenshots describing the steps above: Download the guide here.

No action is required for submitters who to choose to opt out.

Formats for Participating Sessions

What does it mean for a session to participate in the virtual conference? The answer depends on session type:

Poster

  • Poster submitters who would like to opt-in will be asked to provide an electronic copy of their poster.
    • Must be submitted as a single .PDF file with a maximum file size of 10MB
    • In the spirit of our virtual conference guiding principle of openness to innovation, and in order to optimize the attendee experience of viewing posters on a screen, we encourage the use of alternative poster formats with images, clear headings, and minimal text. A repository of alternative poster formats can be found at https://osf.io/ef53g/ 
    • Posters will be stored in Whova and only paid SIOP 2020 Virtual Conference registrants will be able to access this content.

Panel, Symposium, Debate, Alternative Session, IGNITE, Master Tutorial

There are two choices for opting-in to the virtual conference for all non-poster session types, and submitters can choose to submit content in one or both formats. Submitters are encouraged to consider submitting content in both formats to help ensure accessibility to a broader audience..

  • Submit presentation slides with written speaker’s notes
    • Must be submitted as a single .PDF file with a maximum file size of 10MB
    • Chair should compile all slides with written speaker’s notes
    • PDFs of slides will be stored in Whova and only paid SIOP 2020 Virtual Conference registrants will have access to it.
  • Submit a recording of the session
    • Must be submitted as a single .MP4 file
    • Session recordings should be limited to the accepted presentation time (either 50 or 80 minutes maximum). Sessions do not need to run the full length of time and we encourage submitters to consider shorter presentations where possible.
    • We encourage presenters to use video to increase engagement, however, audio-only is perfectly acceptable. A single session may have a mix of video plus audio and audio-only presenters, depending on presenter preference.
    • Session recordings will be accessed through Whova and only paid SIOP 2020 Virtual Conference registrants will be able to access this content.

Technology Considerations

Submitters will need to use technology that is available to them through their institutions or personal use to provide content for the virtual conference. SIOP will not provide access to video conferencing or other media production software. Given the availability of both institutional accounts as well as free versions of this technology, we do not anticipate this being a barrier to opting in.

Although we will not have the capacity to provide in-depth support for presenters related to video conferencing, SIOP will provide a basic toolkit by the end of April that includes resources and best practices for presenters, including recommendations for creating accessible content for people with disabilities.

Presenter Substitutions and Withdrawals

Traditionally, substitutions of presenters have not been allowed without approval by the SIOP Program Chair. However, considering the extenuating circumstances in which we are operating, we understand that presenter substitutions or withdrawals may be necessary, and these may be done in good faith and without SIOP approval. We are asking presenters and session chairs to exercise good judgment around presenter changes, and to maintain the spirit and integrity of the accepted session. We do ask that diversity of affiliation be considered in making presenter substitutions and withdrawals.

SIOP is not requiring participation from all of the originally identified presenters within a session in order to opt-in to the virtual conference. For example, panels can proceed with fewer than the originally identified number of panelists as long as the chairs feel they can maintain the spirit and integrity of the accepted session with fewer panelists. Similarly, symposia can proceed even if not all presenters can participate, as long as the chairs feel they can maintain the spirit and integrity of the accepted session with the papers that remain. Submitters will have the opportunity to revise presenter details so that accurate information is represented in Whova, with instructions about how to do this forthcoming.

Presenter Registration

We encourage presenters who choose to include their session materials in the virtual conference to please choose the option to transfer their registration to the virtual conference if they had already registered for SIOP, or to register anew for the virtual conference when registration opens soon.

Please note that a paid virtual conference registration is the only opportunity to access the 2020 event in Whova, which will serve as the platform to support the SIOP conference community. Without access to Whova, presenters will miss out on the conversation around their session and access to all other content from fellow submitters and presenters. More detail around presenter registration scenarios is provided in the FAQ.

Opt-Out Information

One of our guiding principles for the virtual conference is to honor the diversity of member needs during a crisis. For some folks, SIOP is the last thing on their minds right now, and submitting session content to the virtual conference is just not a possibility. We completely understand and support the decision to opt-out of the virtual conference. No action is required if you choose to opt out.

Presenters who decide not to opt-in to the virtual conference can still cite their work as an accepted submission at a canceled conference. For guidance on how to do this see: https://apastyle.apa.org/blog/canceled-conferences 

If you choose not to opt-in to the virtual conference, please note that your 2020 accepted session will not be automatically rolled over as a submission to, or an accepted presentation for, the 2021 SIOP Annual Conference. We will not prohibit presenters from resubmitting their work for peer review at the 2021 SIOP Annual Conference, but a 2020 acceptance will not be factored into the accept/reject decisions for the 2021 conference.

FAQ

Do all presenters in a session need to be willing to participate for us to be part of the virtual conference?

SIOP is not requiring that all presenters participate in a session to be eligible for inclusion in the virtual conference. We are asking presenters and session chairs to exercise good judgment around presenter changes, and to maintain the spirit and integrity of the accepted session. Presenter substitutions can be made by session chairs in good faith and without SIOP approval, although we would appreciate updated information being provided so that your new presenters will receive proper recognition (instructions for doing so forthcoming).

How should we choose between providing slides with speaker’s notes versus a session recording if we’re planning to opt-in?

We encourage submitters to select the delivery format that is best suited to their session content, taking into consideration the attendee experience. Symposia, for example, may adapt well to either option and submitter might choose to provide a PDF of slides with speaker’s notes as well as a session recording. Panels, on the other hand, may be better suited to a session recording. Presenter preference for the two choices should also be considered.

My session relies heavily on audience engagement and questions. Since the sessions will be asynchronous/on-demand, should I plan to opt-out?

We encourage session coordinators to get creative. Think about how you might source questions in advance for presenters to discuss from colleagues, peers and presenters. Leverage the comment capability in Whova for an asynchronous discussion among presenters and attendees. Please note that SIOP is unable to support requests for sourcing questions from prospective attendees.

I have a session that was accepted to SIOP 2020, but I am not able to obtain funding support for the virtual conference. Can I still provide my session materials for the virtual conference?

Presenters who will not be able to participate in the virtual conference can still submit session materials following the opt-in process. Please note that a paid virtual conference registration is the only opportunity to access the 2020 event in Whova, which will serve as the platform to support the SIOP conference community. Without access to Whova, presenters will miss out on the conversation around their session and access to all other content from fellow submitters and presenters.

I already asked to have my registration transferred to the virtual conference. If I also have an accepted session and would like to opt-in as a presenter, do I need to do anything?

Yes, if you plan to opt-in a session that you submitted, please follow the instruction provided above for opting-in. Transferring your registration only lets SIOP know that you will participate as an attendee, whereas this opt-in process lets SIOP know that you are planning to also provide your accepted session content to the conference.

I have obligations/commitments during the two weeks of the virtual conference. Does this mean I should opt-out as presenter?

Because session content will be submitted by June 1 and made available to participants asynchronously, there is not a requirement that you have June availability to still participate as a presenter.

Am I free to distribute session content that I create for the SIOP virtual conference?

Yes, but in order to avoid competing with the SIOP virtual conference experience, we respectfully request that content submitted for inclusion in the virtual conference not be made publicly available until August 1, 2020.

How long will the material be available after the conference?

The conference experience takes place June 16-30, 2020, but content will remain available to paid registrants for access through July 31, 2020.

Since the cancellation of the in-person Austin conference, one of our guiding principles has been to honor the good work done by submitters, presenters, and reviewers to build a program rich with insights and perspectives that elevate the research and practice of I-O psychology. Submitters of accepted sessions play a critical role in the success of the SIOP 2020 Virtual Conference. We do hope that all submitters will consider including their sessions in our virtual experience. We hope to “see you” at SIOP this June.

Be well!

The SIOP 2020 Program Emergency Task Force