Hybrid Meetings

Travel restrictions due to the SARS-CoV-2 pandemic can make it difficult or even impossible to come to Dagstuhl. For that reason, during the pandemic Schloss Dagstuhl offers the possibility to include remote participants in its events as long as some participants are present in Dagstuhl. The organizers can decide whether they want to offer this possibility to the invitees or not. In case the organizers decide to have such a hybrid meeting, i.e., with a mixture of remote participants and on-site, instead of a purely on-site meeting, note the following points:

 

  • The physical attendance in Dagstuhl with all its special possibilities for exchange of ideas and collaboration remains at the core of Dagstuhl's concept. A minimum of 5 on-site participants should be present at Schloss Dagstuhl. In case of late cancellations Dagstuhl will be very flexible and will promptly issue invitations for alternative on-site participants even on short notice.
  • Schloss Dagstuhl has equipped a lecture hall for up to 20 on-site participants with microphones and camera for events that have about 45 total participants. For events with about 30 total participants, a lecture hall for up to 15 on-site participants has been equipped similarly. (The number of persons per room is restricted due to our infection prevention measures to facilitate the required minimum physical distance between people.)
  • We kindly ask for at least two organizers (or the stand-ins they named) to be present on-site at Schloss Dagstuhl. The absolute minimum required is one organizer or named stand-in on-site.
  • Schloss Dagstuhl urgently advises the organizer team to name a video conferencing assistant before the hybrid meeting, who will be on-site. Preferably, the organizers name an additional person to be invited specifically for this purpose, for example a member of their working groups. The video conferencing assistant's task will be to prepare the videoconferences and act as a moderator, as well as operate the required soft- and hardware. Furthermore, they will act as liaison person for Schloss Dagstuhl's IT department. Schloss Dagstuhl will compensate the video conferencing assistant analogously to the collector (150 EUR).
  • Only people invited to the event are (after registration) allowed to participate in the video conferences. Schloss Dagstuhl will inform everyone who was invited to the event about the possibility to register for remote participation, even if the organizers make the decision for a hybrid meeting only after some of the regular invitations for the on-site event have already been declined. Passing on access credentials or links to the video conferences to third parties is frowned upon, as Dagstuhl's intention is only to make remote participation possible for those who are also invited to attend on-site.
  • Invitees have to declare to Schloss Dagstuhl whether they will attend on-site, will not participate at all, or want to attend remotely.
  • To facilitate the preparation of a hybrid event, Schloss Dagstuhl will make an additional mailing list available to the organizers, which will allow to get in touch with every invitee who has not declined the invitation (i.e., people who accepted the invitation and people who have not responded to the invitation).
  • Often, a hybrid meeting requires collaborating across different time zones. Schloss Dagstuhl kindly asks to coordinate with our reception desk in a timely fashion if times for meals or breaks have to be adjusted.
  • How the remote participants are integrated into the event is up to the organizers. We advise to let the invitees know clearly what amount of involvement is expected from remote participants: is their attendance required throughout all sessions or is their participation only an integral part of the plan for some of the sessions; are they expected to actively participate throughout the whole event as they would if they could be on-site at Schloss Dagstuhl, or do you just require one talk from them and the rest of their involvement is up to themselves; or any other of the countless possible variants.
  • Using their DOOR-credentials, remote participants will have the same access to the event's materials page and the like that on-site participants have.
  • In the event's documentation, remote participants will be listed separately from the on-site participants.
  • For the time being, Schloss Dagstuhl will not charge the remote participants any event fees.
  • Should—at the request of the organizers—Schloss Dagstuhl create any video recordings, or should such recordings be created using Schloss Dagstuhl's infrastructure, the recordings will be deleted from Dagstuhl's servers, at the latest 7 days after the event.
  • Dagstuhl offers a (probably european hosted) installation of zoom.
  • The videoconferencing software Dagstuhl offers supports forming breakout groups in various ways. To support hybrid breakout groups containing more than one of the on-site participants, Schloss Dagstuhl can—upon request—equip smaller rooms with a projector and a desktop microphone, which can then be connected to a laptop with an integrated camera. In any case it is advisable that on-site participants bring along a headset and a device with an integrated camera.