How do I organize a conference using VoiceThread?

VoiceThread is an excellent option for many conferences. The following items should be considered before moving forward with VoiceThread:

• Do all presenters have UMBC credentials?

  • If so, UMBC can assist with technical support for participating presenters.

  • If not, presenters without UMBC credentials may create a free VoiceThread account. UMBC is not able to provide the same level of technical support to participants without UMBC credentials. In addition, free VoiceThread accounts do not have the same file upload capacity as users with UMBC credentials.

• Have the event organizers used VoiceThread or reviewed prior events using VoiceThread, such as URCAD 2022?

  • If so, consider the pros/cons of prior events in planning your own event.

  • If not, please review a prior event to see an example of a conference using VoiceThread.

Creating ThreadBoxes

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1. Before creating ThreadBoxes in VoiceThread, first determine how you would like to organize the research presentations. For instance, are presentations being grouped by discipline, topic, theme, or another category?

2. Visit https://umbc.voicethread.com/ and sign-in using your UMBC credentials.

3. Select your profile icon in the upper right corner.

4. Select "ThreadBoxes." Note: If the option for "ThreadBoxes" does not appear in this menu, please submit a request via RT to have your VoiceThread account upgraded.

5. Create a ThreadBox↗︎ for the event.

6. Create a ThreadBox↗︎ for each category or grouping of presentations.

   • Note the ThreadBox Settings↗︎, especially those in the "Submissions" section. The "Submissions" settings will determine who can submit VoiceThreads to the ThreadBox and whether the submissions require approval.

   • As you create each ThreadBox, copy the "Share" link. To get the "Share" link, first click on the “Options” button at the top of the page. 

     The link for the ThreadBox will appear at the bottom of the Options page. Note: The "share" link is not the same as the URL that appears in the browser. Please be sure to copy the "Share" link.

Nest ThreadBoxes

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1. To nest the departmental/group ThreadBoxes within the main event ThreadBox, return to the primary ThreadBox for the event.

2. Select "Add Your Own" in the top right corner of the primary ThreadBox for the event.

3. Paste the link for the first departmental/group ThreadBox in the URL field. Select "submit link." Repeat this step for each ThreadBox you would like to nest within the primary ThreadBox.

Provide presenters with the following resources, as applicable:

• VoiceThread FAQs about VoiceThread creation.

• Presentation templates or guides.

• Presentation naming guidelines.

• Presentation best practices.

• Engagement expectations once the event is available for visitors/participants.

• Encourage presenters to add their image to their VoiceThread profile.

1. Once ThreadBoxes have been created to organize the presentations, there are several ways that presenters may submit their presentations.

2. Presenters can submit their VoiceThreads directly to the applicable ThreadBox. Provide the "share" link to the ThreadBox for the department/group related to the presentation or provide the "share" link to the primary event ThreadBox. If you opt for the former approach, presenters will visit the department/group ThreadBox and add their VoiceThread to that collection. If you opt for the latter approach, presenters will visit the main ThreadBox, select the appropriate sub-ThreadBox, and then add their VoiceThread to that collection. More information on how to add a VoiceThread to a ThreadBox is detailed on the VoiceThread site↗︎.

3. Depending on the settings selected for ThreadBox submissions, event organizers may need to review and approve submitted VoiceThreads before they are visible in the ThreadBoxes.

4. If you plan to use Sites to support your event and plan to provide links to individual presentations, it is also recommended that presenters provide a "share" link to their presentations via Google Forms to the event coordinators. Collecting the "share" links in a Google Form will allow the event organizers to capture the VoiceThread presentation links in a single location before adding the links to Sites.