Code of Conduct
GENERAL INFORMATION
This year’s Web Archiving Conference is being held in-person in Hilversum, with an online day on 3 May. Learn more about registration here.
Note: registration is currently full for the in-person Web Archiving Conference. Please email us at events (@) netpreserve.org to be added to the waitlist.
Presentations for the Online Day will be available as recordings in advance of the online event. During the live Online Day, there will be a mix of live Q&A sessions, lightning talks and drop in talks.
During the Conference itself there will be a mix of keynotes talks, thematic sessions with 2-4 presentations followed by a Q&A, panels, lightning talks and drop- in talks.
The timezone is Central European Summer Time, the timezone of our host, the Netherlands Institute for Sound & Vision. When you view the agenda on ConfTool as a registered participant, you should be able to see your local timezone and save sessions that you may be interested in.
Of course, you can access the online day's pre-recorded presentations from anywhere in the world at any time.
Yes, we do need you to register for the conference.
Learn more about registration here.
We plan to livestream our keynotes. More details will be available on this closer to the conference.
We hope to record and share select in-person sessions after the conference is finished.
Of course, the online day of sessions will include pre-recorded videos and live Q&As. We do plan to record these Q&As and share pending presenter approval.
INFORMATION FOR IN-PERSON PRESENTERS
- Please upload your presentation before May 1 using this Dropbox link. Please add your session number and presentation name to the title. Example: SESSION01_LASTNAME.
- If you use videos in your presentation, please upload them separately using the same naming conventions.
- Please also plan to bring your presentation to the conference on a USB stick or your laptop.
- Presentations should be in Powerpoint 16:9 ratio. We also accept Google slides. The video format preference is MP4. However, computers can also play .mov (QuickTime) and .wmv (windows media video).
- If you’re planning to use a different format or present with your personal device, please notify us in advance so that we can accommodate additional technical requirements. All users are required to bring their own adapters.
- Posters should be a maximum size of A1 (594 mm width x 841 mm length) - portrait orientation OR you have the option of preparing a live demonstration.
- We expect you to print your poster and bring it to WAC - you can drop it off at the registration desk when you arrive at the conference.
- We have easels and foamboards that you can clip on your posters to showcase in the Atrium during the poster session. The poster session will start immediately following Thursday's lightning and drop-in talk presentations.
- Please let us know if you wish to use a screen to prepare a live demonstration. With this option, you can connect your laptop via HDMI to give a demonstration during the poster session. If you wish to do this, you will need to bring your own laptop. All users are required to bring their own adapters.
- You may wish to prepare a handout to pin to the poster board and/or include a short URL or QR code to link to an online resource.
- We expect lightning talks to be a maximum of 5 minutes.
We hope that you will upload your presentation before May 1 using this Dropbox link. However, it is a good idea to also bring a back-up copy of your presentation on a USB stick or personal laptop.
All conference rooms are equipped with an HDMI input. If you plan to connect to your own device to present, please be sure to also bring any adapters that you may need.
INFORMATION FOR IN-PERSON DELEGATES
We have a page that covers all of this information in great detail: https://netpreserve.org/ga2023/practical-information/
If your question isn't covered here, feel free to reach out to us directly.
In-person Web Archiving Conference registration includes all conference sessions, workshops, morning and afternoon coffees, and lunches.
The Conference Dinner (35 Euros) will not be included in the conference fee and can be booked separately. The 10 May Welcome Reception is free, but space is limited--delegates must have registered for the reception within their regular registration in order to attend.
We will have registration set up in the Netherlands Institute for Sound & Vision's main atrium.
The building will be open to visitors beginning at 8:00 am. The opening times for the registration desk are in the online program. The registration desk will be located behind the building’s entrance doors. Upon your arrival, please visit the registration desk to collect your name badge and conference program.
Main entrance: https://goo.gl/maps/sTQSmUYkW6q9dA4j6
Here's a fast list of links that may be helpful to you in planning your WAC 2023 experience:
There are coat racks and small lockers that you can use for a small fee that will fit backpacks and other small bags. Please leave larger luggage in your hotel as much as possible as there are limited options for storage.
If you plan to start your return trip immediately after the conference, and must bring larger luggage to Sound & Vision, please indicate at the front desk that you want to stow a suitcase.
- Check the weather forecast so that you know what to pack
- You may want to download a travel app
- Wifi will be provided at the conference.
- The Netherlands uses European plugs – be sure to bring adapters for your technology as needed.
- We will not be requiring masks at the conference. We encourage delegates to bring and wear masks based on their own comfort levels.
INFORMATION FOR ONLINE PRESENTERS
We have a paid account with Otter.ai (please contact us for log-in details). You can upload your video and generate automatic captions. Please do read and correct the text - especially when you are using technical vocabulary. Please save as an SVT file and upload along with your presentation video (see below). If you would like to use Otter.ai, please contact us for account details.
If you have a preferred method of using captions, do feel free to use it. Please supply in one of the following file formats: SRT, WebVTT, DFXP/TTML, SCC, and SAMI files. Vimeo recommends using WebVTT whenever possible. Vimeo also recommends encoding your caption files in UTF-8 format. Otherwise, captions that contain special characters may not display properly during playback.
If presentations are recorded in languages other than English, the presenters will be asked to provide captions in English.
For Q&A presentations, your recording should be a maximum of 20 minutes.
For panel presentations, each talk within the panel should have a pre-recorded component. Each recording should be a maximum of 20 minutes.
We are not being prescriptive about the format of your presentation videos. Previously there has been a range of styles including presenters who spoke without appearing on screen and those who presented their slides with a small video of themselves. It is up to you as to what you feel most comfortable with.
You can see some previous examples here:
Please upload it to the following Dropbox folder along with a captions file: https://www.dropbox.com/request/HKHXWsslL3itGXEb8Gt1
Please title your video with your name and session number. Once uploaded, your video can only be seen by the Conference Organizers. If you have any difficulty with this, please get in touch on the email below.
If you have any other questions or are unsure about anything do get in touch - email events[at]netpreserve.org
INFORMATION FOR ONLINE DELEGATES
Yes, please register here.
When you register, it will first ask for your member group. Next, the registration will ask you to select WAC2023 (in-person) or WAC2023 (online). Select WAC2023 (online) to continue with your registration for only the online day.
If you wish to attend both the in-person and online conference days, select WAC2023 (in-person), which includes registration for both parts of the conference.
Registered delegates will be able to view pre-recorded presentations from each session on Vimeo starting in early April. During the “live” Q&A session, each speaker will be asked to give a short summary of their presentation (without slides) before the session moderator opens the Q&A. Delegates will have the opportunity to submit questions during the live session.
We strongly recommend that you watch all pre-recorded talks for sessions that you are interested in attending, as the Q&As will draw heavily on these talks.