Table 1.

MIRL Symposium Planning Elements and Committee Activities

Planning Element	MIRL Planning Committee Activities
Administrative	Formed a committee with members of varied affiliations Chose a name, format, and duration for event Created a timeline and a shared task list hosted in Google Drive
Marketing	Identified discussion lists and other listservs for targeted emails Distributed save the dates, call for proposals, invitations to register Asked registrants and presenters to share symposium information with colleagues and networks Created symposium logo, images for website, and presentation slides using Canva
Technology Solutions	Chose technology resources: symposium website platform, video conference platform, proposal submission form, and post-conference survey form Enlisted institutional virtual platform technical support staff before and during the symposium Created plan for post-production and distribution of video recordings
Keynote speaker	Identified possible keynote speakers Voted on, selected, and invited keynote speaker
Proposal Workflow	Determined preliminary proposal formats Created proposal form using Google Forms Established criteria for proposal review process Scaled down length of all presentations due to high number of quality proposals
Communication	Convened monthly planning meetings (Microsoft Teams) Chose a single contact person to coordinate with keynote speaker Invited presenters to Zoom practice sessions prior to event
Schedule	In 2021 organized presentations and lightning talks by topic: Case reports; IR as a publishing platform; IR management and assessment; Data migration; Outreach and marketing; Pandemic-era initiatives; Showcases (vendors, providers, platforms); Supporting education In 2022 arranged sessions by content: Presentations central to IR audience first; Use cases and data-driven talks second; Novel presentations third
Symposium Day	Committee members volunteered as session moderators Created moderator templates for introductions, transitions, etc.
Post-Conference	Edited presentation recording into individual clips of presentations Enabled subtitles to be included in video files Archived video files and presentation slides on symposium website Created YouTube channel, @MIRLSymposium Shared link with presenters in postsymposium communication
Evaluation	Shared evaluation survey with registrants post-event Compiled results and discussed at committee meeting Incorporated responses into future planning