Conference Mechanics of the 1st ASEAN VRCPL

Pre-Conference

  1. The 1st ASEAN Virtual Regional Conference of Public Librarians (ASEAN VRCPL) is a 3-day virtual conference open for public librarians, officers-in-charge, information professionals, members of the LIS community, local government officials, teachers, reading center staff and other interested parties.

  1. It will be a mixture of lectures (plenary and parallel sessions) and video presentations (including those prepared by invited sponsors) that focus on topics such as public library management, collaboration, innovation, and ASEAN arts & culture.

  1. No registration fee shall be collected from the participants.

  1. All interested participants are required to register through the Registration Page of the 1st ASEAN VRCPL, http://bit.ly/1avrcpl. They will be asked to provide their personal information and identify the parallel sessions they wish to attend.

  1. Platform to be used for the conduct of the 1st ASEAN VRCPL will be Zoom. Only the first 900 participants will be accommodated in the platform.

  1. For those unable to join the platform, given the limitation of the number of participants and network connectivity, they may view the sessions live via the official FB Page of the ASEAN VRCPL, Philippine Public Libraries, and National Library of the Philippines.

Conference Proper

  1. Participants must change their name for proper identification using the “First Name Last Name-Country format” (eg. Juan Dela Cruz-PH). During Parallel Sessions, participants must include in their name the rooms of the topics they will be joining in for proper identification using this format, “Break Out Room Numbers – First Name Last Name - Country” (eg. 1,3,1 – Juan Dela Cruz - PH). For further assistance/information, please refer to the following:

How to Join Zoom - https://www.youtube.com/watch?v=hIkCmbvAHQQ

Configuring Audio and Video - https://www.youtube.com/watch?v=-s76QHshQnY

Renaming Your Name in Zoom - https://www.youtube.com/watch?v=yx8mLR76ukA

  1. By default, participants must mute their microphone and switch-off their camera to avoid interference with the program. Should they wish to speak or raise/clarify their questions, they must use the Raise Hand Functionality and wait to be acknowledged. When switching-on their camera, they may also use the conference backdrop as their virtual background. To Change Virtual Background, click this https://www.youtube.com/watch?v=3Zq-b51A3dA

  2. In order to properly view the presentations, participants must set their viewing mode to Speaker View.

  1. There will be six (6) plenary sessions to be conducted for the whole duration of the virtual conference. The first plenary session will be discussed on the 1st day of the conference, the 2nd-5th plenary sessions on the 2nd day of the conference, and the 6th plenary session on the 3rd day of the conference.

  1. Likewise, there shall be 4 Open Forums for the plenary session to address questions/queries arising from the participants. The first open forum will be after the conduct of the first plenary session, the second open forum after the conduct of the second plenary, the third open forum after the conduct of the 3rd-5th plenary sessions, and the fourth open forum after the conduct of the 6th plenary session. Certificates of Appreciation for the resource speakers of the Plenary Session will be presented after the Open Forums.

  1. Participants are advised to key in their questions in the chat box and comments section using the “Name of the Speaker – Question Format (eg. Juan Dela Cruz – How beneficial was the library project?). The questions will be consolidated by the other members of the organizing committee to facilitate easier retrieval of queries during the Open Forum of the Plenary Sessions. Likewise, they may also use the “raise-hand” functionality of Zoom and they shall be acknowledged in proper order.

  1. Parallel Sessions will take place on the 2nd day (PM) and 3rd day (AM) of the conference. There shall be three (3) breakout rooms to cover the topics under the parallel sessions. The following will be the time allotment for the parallel sessions:

  • 5-minutes opening activities including introduction of the speakers
  • 25-minutes presentation
  • 10-minutes open forum
  • 5-minutes awarding of certificate of appreciation
  • 5-minutes AVP presentation of sponsors
  • 5-minutes for participants to transfer to another sessions

 

  1. During parallel sessions, the 3 meeting rooms will be opened to all participants. They will have to join by themselves in the meeting room covering the topic of their choice (based on the selection they have made during the registration process).

  2. Similar to the plenary sessions, participants are advised to key in their questions in the chat box and comments section using the Name of the Speaker – Question Format (eg. Rhea – How beneficial was the library project?). The questions will be consolidated by the other members of the organizing committee to facilitate easier retrieval of queries during the Open Forum of the parallel sessions. They may also likewise use the “raise-hand” functionality of Zoom and they shall be acknowledged in proper order.

  3. There will be a Daily Attendance Sheet that participants must answer: one for the AM Part and another for the PM Part. This must be accomplished before the day ends. The link will be posted in the chatbox of Zoom and in the comments section of FB/Youtube Live.

  1. The link to the Evaluation Questionnaire will also be administered towards the end of each day of the conference. This must also be accomplished before the day ends. The link will be posted in the chatbox of Zoom and in the comments section of FB/Youtube Live.

 

Post Conference

  1. To receive their training certificates, participants must have completed the daily attendance sheet and evaluation questionnaire (participants who have pre-registered for the virtual conference must also answer the attendance sheet and evaluation questionnaire).

  1. Training Certificates, together with other conference materials, will be sent to their registered email address.

  1. Likewise, presentation materials of speakers (in PDF), Directory of Participants, Souvenir Program, and the Journal Publication on ASEAN Libraries, Arts, and Culture will be made available on/or after August 25, 2021 at http://web.nlp.gov.ph/1stASEANRCPL/.