HEPA Forum 2025 - Guidelines

GUIDELINES FOR PARTICIPANTS, PRESENTERS & MODERATORS

The HEPA Forum Organising Committee is looking forward to having you at this year’s Forum. In preparation for fruitful discussions and sharing during the two-day event, we are happy to share some guidelines for your reference.

FOR ALL PARTICIPANTS

[Day 1 Morning] Activity: Welcome to the HEPA Community!

Introductory activity to get to know who’s here, who we can have coffee on the side, and chat more on common interests, promoting idea-sharing and networking.
One representative from each organization (please identify amongst yourselves if your organization has more than one participant) is requested to deliver a one-minute self-introduction, highlighting your delegation’s key areas of interest and expectations for attending the forum.

[Day 2 Morning] Collaborative Workshop: Designing the Future: AI, Sustainability, and Digital Transformation in Universities

Objectives:
- (a) To identify pressing challenges in areas of AI, Sustainability and Digital Transformations faced at various institutions;
- (b) To brainstorm solutions for common challenges.
During registration, participants will inform the Secretariat of their preferred theme (choose one theme from AI, Sustainability or Digital Transformation) to work on for this segment.
Format:
- First 40 minutes
  - Participants will be allocated to a group based on their preferred theme. Up to 3 groups (5 to 7 pax per group) will be formed for each theme. A representative will be identified to present on behalf of group during “Group Sharing” segment.
  - Within the group, participants are to share on theme-based challenges faced at their respective institutions before agreeing on one common challenge to brainstorm for solutions.
- Remaining 30 minutes
  - Lead Facilitator will invite group presenters to share their key discussion pointers (5 minutes per presenter), including
    - (a) Common challenge(s) identified;
    - (b) Solutions/suggestions to address challenge(s) mentioned.

[Day 2 Afternoon] Action Planning Workshop: “Turning Ideas into Action: Institutional Strategies for Innovation, Sustainability and Engagement”

Objectives:
- (a) To share key takeaways from the two-day forum and action plans to bring back for implementation;
- (b) To identify opportunities for collaborations within HEPA community
Format:
- First 45 minutes: 3 Rounds of 15 minutes each
  - Round 1: Participants will first choose one of the three tables themed “Innovation”, “Sustainability” and “Engagement” to join. Participants will share based on the theme: (a) Personal learning points from HEPA 2025 Forum; (b) Action plans to bring back for implementation.
  - Round 2: Participants will move to table of second theme for sharing.
  - Round 3: Participants will move to table of third theme for sharing.
- Remaining 30 minutes
  - Each Table Host will summarize theme-based key takeaways

FOR PRESENTERS

Presentation Materials

Submission:
- Presentation decks in PowerPoint format should reach the Secretariat no later than Monday, 10 March 2025. In the case of revisions, please send updated versions to the Secretariat, and bring a copy in a USB to forum venue.
Technical Requirements:
- Presenters can connect to their personal laptops during presentations.
Distribution of Presentation Materials Post-forum:
- PDF versions (password protected) of presentation materials will be made available to registered participants via the HEPA 2025 Forum website. Presenters are to inform the Secretariat by 16 March 2025 should they prefer not to circulate their presentation materials.

Actual Presentations

Arrive at the session venue at least 15 minutes early to check equipment compatibility.
Prepare a concise and engaging presentation, focusing on key points.
Be mindful of the time allocated:
- Thematic Sessions: 20min per presentation + 15min Q&A
- Parallel Breakout Sessions: 15min per presentation + 15min Q&A
Sharing of insights and experience would be useful to encourage discussion during the Q&A.
Q&A session will be guided by Moderator who will direct questions to respective presenters.

FOR MODERATORS

Contact presenters prior to the forum to share list of discussion questions.
At the start of the session, provide a brief introduction to the session format. For each presenter, please introduce (based on speakers’ bios) and provide a brief overview of their presentation abstracts.
Ensure the session runs on schedule, directs questions raised to the presenters etc.
Summarize key discussion points before closing the session.
For Parallel Breakout Sessions, Moderators are to provide an overview of the key insights and discussion points during the Large Group Sharings.

GUIDELINES FOR PARTICIPANTS, PRESENTERS & MODERATORS

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