Guidelines for Deans Forum Facilitators - Annual Meeting

Please thoroughly review these important guidelines for facilitating at the AALS Annual Meeting. This information will be critical to your ability to prepare for and navigate the meeting. You are scheduled to serve as a facilitator during the Deans Forum at the AALS 2021 Annual Meeting – The Power of Words. The facilitator is vital to the success of any session and we thank you for taking on this role.

The Role of a Facilitator

Deans Forum Facilitators play an active role in managing the topic-specific breakout sessions and discussions among deans during the forum. We recommend that you give a 1-2 minute introduction to your breakout that offers context about your topic, and to have participants briefly introduce themselves if the number of deans is manageable. Remember, the goal of the breakout session is for everyone to engage in an open and thoughtful discussion of the topic. You might remind your participants that the Deans Forum is not recorded to promote candid conversation.

As facilitator, you and your co-facilitator are backups to one another. In case one of technical issues that prevent one of you from joining the session, the other facilitator should be prepared to run the session on their own. Co-facilitators should also share phone numbers for easy communication in the event of last-minute technical or connectivity issues. 

Your breakout session should not continue beyond the announced end time.

Technology During the Meeting

The entire Deans Forum will be hosted on Zoom as a regular meeting, functioning exactly like the ones you are familiar with. The breakout sessions are hosted in Zoom breakout rooms that allow face-to-face conversation as well as chat. You will simply go to the “breakout rooms” icon in the navigation menu at the bottom of your Zoom screen and select the breakout session you are facilitating.

There is no green room for Deans Forum breakouts; we recommend you enter your session a few minutes early to ensure everything is running smoothly. Attendees are able to choose and move freely among all the breakouts offered during a time slot, so be prepared for deans to filter in and out of your session throughout. We also recommend that you leave a few minutes at the beginning of the session for attendees to enter the breakout room.

To access the breakout rooms feature, please make sure you have the most updated version of zoom.

Presenter Zone

The “presenter zone” within the eventPower platform is the hub of all information and resources related to your session(s), where you can see the date and time of the session you will facilitate, upload presentation materials, and enter your bio.

Presentation Materials

If you have presentation materials, we recommend that you upload them to your presenter zone no later than three days in advance of your session. If you would like attendees to have access to your materials, select “distribute to attendees.” This will allow attendees to find and download your materials from the schedule. You can also upload materials after your session concludes; we recommend you do so no later than one day after your session. 

Who can I contact with questions before the meeting?

If you have any general questions about your session(s), please contact Hannah Hershfield, AALS Meetings Manager.

If you have any technical questions related to your Presenter Zone, please contact Marnie Herren with eventPower.