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The ‘Need-to-Knows’: OLC Innovate Presenter Logistics

OLC Presenter Services

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Agenda

Virtual Sessions�1:00-1:30pm ET/10:00-10:30am PT

Asynchronous Discovery Sessions�1:30-2:00pm ET/10:30-11:00am PT

Onsite Discovery Sessions�2:00-2:30pm ET/11:00-11:30am PT

Onsite Sessions�2:30-3:00pm ET/11:30-12:00pm PT

https://onlinelearningconsortium.org/learn/presenter-services/

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Virtual Sessions

1:00-1:30pm ET/10:00-10:30am PT

01

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Please note the following Zoom housekeeping items while you wait.

Remain on mute when you’re not speaking

Live transcription is available

Select the Chat to introduce yourself

Raise Hand to come on mic during discussions

Note: All session recordings are started automatically. As a result, recordings may start with a few minutes of chatter or facilitator preparation. If watching the on-demand recording, feel free to skip ahead to the presentation.

Maddie

(Start sharing this slide as people enter the room. Start session promptly)

Welcome everyone. My name is [name] and I’m with the Online Learning Consortium. I’d like to thank you for joining us today and go over a few, quick housekeeping items before we get started.

Please feel free to introduce yourself in the chat if you haven’t done so already and let us know your role and where you’re joining from. We ask that you please remain on mute while you’re not speaking so that we can help limit any potential feedback going on throughout the room. Please feel free to type any comments or questions into the chat at any point throughout the session. If you’d like to come on mic to make a verbal comment, then please use the “Raise Hand” icon which can be found by clicking on the “Reactions” button along the bottom of your Zoom meeting controls. Lastly, live closed captioning will be available and you can enable this feature by clicking on the “Show Captions” button, which can also be found within your Zoom meeting controls.

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Julie Hernandez�Presenter Services Chair

Western Governors University

Madeline Shellgren�Director, Community Strategy & Engagement

Online Learning Consortium

Katie Schuster�Director, Global Events

Online Learning Consortium

#OLCInnovate

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General Considerations

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Session Details

Session Type	Total Length	Recommended Flow
Education Session	45 Minutes	30-35 minutes of presentation 10-15 minutes Q&A and group discussion Recommendations subject to choice of session structure (presentation, panel)
Conversation, Not Presentation�Career Forum Roundtable	45 Minutes	Total time includes questions Sessions are meant to be interactive and conversational If Roundtable, pre-plan questions to facilitate
Innovation Studio Design Thinking Challenge	45 Minutes	5 minute prompt followed by a 40 minute design challenge (separated by or leveraging design thinking as phases (e.g. 20 minutes brainstorming + 20 minutes prototyping).
Discovery Sessions	10-15 Minutes	10-15 minutes of information sharing
Workshop	90 Minutes	Plan for a break during 90 minute time slot Total time includes all questions and activities Sessions are meant to be highly interactive

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Recommended Engagement Strategies by Session Type

Engagement Details

Session Type	Polls	Discussion/ Q&A	Twitter #s	Collaborative Docs	Guided Practice	Pair/Group Discussion & Share	Shared Deliverable	Follow up Opportunities
Education Session
Conversation, Roundtable
Design Thinking Challenge
Discovery Sessions
Workshop

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Technical Considerations

Consider:

Camera positioning
Potential disruptions
Background noise
Lighting
Hardware (Webcam and Microphone/Headset)
Monitor/device set-ups
Software (e.g. screen sharing, multiple presenters)
Connection / bandwidth

#OLCInnovate

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Zoom Room Management

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Zoom Room Manager Role

Open the Room

They will join the session 10-15 minutes prior to discuss session management with you.

Record Session

All sessions are set to record automatically.

Zoom Chat Monitoring

While they are not required to help facilitate the chat and discussion, they will help monitor when questions are asked.

Time Management

They will help keep track of time and ensure that the session starts and ends on time.

Welcome Participants

They will help welcome the room (this might include playing music or sharing prompts in the chat).

Introducing the Session

They will share / present a few brief housekeeping slides, thank event sponsors, and, importantly, formally transition to your session so you know when it is time to begin.

#OLCInnovate

Tech Support

They will provide live tech support should something happen.

Polls/Breakout Rooms

They will begin polls and launch breakout rooms.

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Your Role

Join the Room

Arrive early (10-15 min) to get set-up and test your mic, video, screen share (Note: “share computer audio”).

Facilitate Chat

Respond to questions or comments and share links and resources.

Transition Speakers

Should you have co-presenters, it is your job to transition between speakers.

End on Time

We use the same Zoom Rooms across our event. While there is time built in for transitions, please make every attempt to end on time.

Welcome Participants

While to Zoom Room Managers will help welcome people, as the presenter we recommend you support this work, too.

Upload Presentation Materials

Prior to the conference, be sure to upload all presentation materials.

#OLCInnovate

Share Screen

Share your screen and advance through content.

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Other Logistics

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Viewing Your Presentation

Viewer access to your presentation will be through the OLC conference platform, available to all registered attendees.

View your presentation in the conference platform as an attendee.

Conference platform access instructions will be emailed to all attendees before the conference begins.

#OLCInnovate

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#OLCInnovate

Session �Evaluations

Encouraging attendees to provide feedback on your presentation helps both you and OLC for future presentations.

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Presentation upload due date:

March 28, 2023

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Uploading Your Presentation

Upload Instructions
Upload due date: March 28
Accessibility:

Sharing your presentation files for attendees to access ahead of your presentation allows attendees to plan and adjust for any accessibility accommodations they may need in order to fully engage in your presentation.
Design with accessibility in mind. Use alt-text on images, high contrast ratios, and large font sizes.
Plan to share your presentation file with a QR code or short link at the start of your presentation.

#OLCInnovate

Julie

Upload Instructions: https://docs.google.com/document/d/14r7zkG8TGsNqka8IFjIM3Vhrr1LHUAmEtqh3QEcqVUA/view

Sharing your presentation files for attendees to access ahead of your presentation allows attendees to plan and adjust for any accessibility accommodations they may need in order to fully engage in your presentation. In addition, include a link to your accessible presentation file and supplemental materials on your first slide and mention it in your intro. By providing access to your content ahead of time, you:

Enable audience members to follow along or adapt the presentation on their own devices. People with low vision can use technology to zoom in and out of the slides and visual content as necessary, make large print versions, or use assistive technology such as Braille displays or screen readers.
Provide opportunities for people who like to explore concepts beforehand so they are as prepared as possible for your live presentation.
Allow attendees to take notes by printing slide handouts or having the slides up on their own screen so they can annotate their own copy of the presentation.
Facilitate sharing of and accessing links shared in your presentation to increase audience engagement.

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Thank you!

Questions?

Get in touch:

presenterservices@onlinelearning-c.org

Recordings will be made available on the OLC Presenter Services web page: https://onlinelearningconsortium.org/learn/presenter-services/

#OLCInnovate

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The ‘Need-to-Knows’: OLC Innovate Presenter Logistics

OLC Presenter Services

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Agenda

Virtual Sessions�1:00-1:30pm ET/10:00-10:30am PT

Asynchronous Discovery Sessions�1:30-2:00pm ET/10:30-11:00am PT

Onsite Discovery Sessions�2:00-2:30pm ET/11:00-11:30am PT

Onsite Sessions�2:30-3:00pm ET/11:30-12:00pm PT

https://onlinelearningconsortium.org/learn/presenter-services/

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Asynchronous Discovery Sessions

1:30-2:00pm ET/10:30-11:00am PT

02

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Please note the following Zoom housekeeping items while you wait.

Remain on mute when you’re not speaking

Live transcription is available

Select the Chat to introduce yourself

Raise Hand to come on mic during discussions

Note: All session recordings are started automatically. As a result, recordings may start with a few minutes of chatter or facilitator preparation. If watching the on-demand recording, feel free to skip ahead to the presentation.

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Julie Hernandez�Presenter Services Chair

Western Governors University

Madeline Shellgren�Director, Community Strategy & Engagement

Online Learning Consortium

Katie Schuster�Director, Global Events

Online Learning Consortium

#OLCInnovate

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Asynchronous �Discovery Sessions

Are 10-15 minute pre-recorded virtual, asynchronous presentations
Utilize interactive engagement facilitated by PlayPosit
Will remain available on OLC Innovate website for one year post-conference

#OLCInnovate

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Using PlayPosit

Access Instructions
OLC has shared presentation build space (“bulb”) in PlayPosit with every presenter
Follow instructions to upload pre-recorded presentation video and add interactions

Multiple file formats supported with web embed option
Video-based, can use slides, images, links to other handouts

Once submitted, OLC admin will assign to PlayPosit class and embed in online conference venue for all the attendees to find and view

#OLCInnovate

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Microphone

Webcam

Internet

Technical Considerations

Use a high quality microphone. A USB connection will be better than a Bluetooth connection.

Use a high-quality webcam.

Use a stable, high-speed internet connection.

#OLCInnovate

Use the best equipment available to you

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Plan Your �Presentation

Goals

Set goals and desired outcomes for your presentation.

Timing

Plan a 10-15 minute �video presentation. �Be brief and concise.

Engagement

Plan your engagement strategy. Make a presentation plan that maps out what interactions you want to use and when. Ask meaningful questions. Include prompts for discussion.

Design

Strategically leverage audio, video, and interactions in PlayPosit to engage participants. Design for Accessibility - use a large font and high contrast ratios; include captions with your video.

Resources

Add links to resources for additional information to optimize your presentation time.

Continued Interaction

Asynchronous presentations can extend the conversation beyond the live conference. Encourage continued dialogue.

#OLCInnovate

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#OLCInnovate

Session �Evaluations

Encouraging attendees to provide feedback on your presentation helps both you and OLC for future presentations.

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Presentation due date:

March 28, 2023

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Viewing Your Presentation

Viewer access to your presentation will be through the OLC conference platform, available to all registered attendees.

View your presentation in the conference platform as an attendee.

Conference platform access instructions will be emailed to all attendees before the conference begins.

Asynchronous Discovery Sessions do not have a date or time associated with their listings in the program.

Onsite, QR codes to each asynchronous presentation posted in the Discovery Session area for additional exposure.

#OLCInnovate

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Thank you!

Questions?

Get in touch:

presenterservices@onlinelearning-c.org

Recordings will be made available on the OLC Presenter Services web page: https://onlinelearningconsortium.org/learn/presenter-services/

#OLCInnovate

32 of 60

The ‘Need-to-Knows’: OLC Innovate Presenter Logistics

OLC Presenter Services

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Agenda

Virtual Sessions�1:00-1:30pm ET/10:00-10:30am PT

Asynchronous Discovery Sessions�1:30-2:00pm ET/10:30-11:00am PT

Onsite Discovery Sessions�2:00-2:30pm ET/11:00-11:30am PT

Onsite Sessions�2:30-3:00pm ET/11:30-12:00pm PT

https://onlinelearningconsortium.org/learn/presenter-services/

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Onsite Discovery Sessions

2:00-2:30pm ET/11:00-11:30am PT

03

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Please note the following Zoom housekeeping items while you wait.

Remain on mute when you’re not speaking

Live transcription is available

Select the Chat to introduce yourself

Raise Hand to come on mic during discussions

Note: All session recordings are started automatically. As a result, recordings may start with a few minutes of chatter or facilitator preparation. If watching the on-demand recording, feel free to skip ahead to the presentation.

36 of 60

Julie Hernandez�Presenter Services Chair

Western Governors University

Madeline Shellgren�Director, Community Strategy & Engagement

Online Learning Consortium

Katie Schuster�Director, Global Events

Online Learning Consortium

#OLCInnovate

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Onsite Discovery Sessions

Are typically 5-7 minute brief presentations followed by small group discussion
Are repeated to small groups over a 45-minute concurrent session block �(2-3 times most likely)
Incorporate interactive engagement facilitated by you

#OLCInnovate

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Plan Your �Presentation

Goals

Set goals and desired outcomes for your presentation.

Timing

Plan a 10-15 minute �presentation that can be repeated. Be brief and concise.

There are 15 minutes �between concurrent sessions for transitions between presentation groups.

Engagement

Plan your flexible engagement strategy. Ask meaningful questions. Include prompts for discussion.

Design for Accessibility

Use a large font and high contrast ratios.

Do not use audio.

Resources

Use QR codes or short links to share access to your materials.

Additional Materials

Bring additional materials you need (sticky notes, pens, markers, note cards, etc.) or want to give away.

#OLCInnovate

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Room Layout

12 Stations

Presidential Lobby

You provide:

Your own computer w/ presentation
Adapter to connect via HDMI
Computer power cord
Any additional props/giveaways
Knowledge!

OLC provides:

cocktail (round) table
4-ft x 42-in tall rectangular table
2 chairs
power drop
external monitor (HDMI connection)
wireless internet
Discovery Session manager to help you and attendees find your station, help get tech support if needed

Note: No audio is provided nor recommended

#OLCInnovate

1

2

3

4

5

6

9

8

7

12

11

10

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Zoomed in Single Discovery Station Layout

Chair

4’ L x 42” rectangular tall table with power drop and monitor

#OLCInnovate

Chair

Round table

Each station will have a number; each presentation will be assigned a corresponding position number for their 45-min time block.

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#OLCInnovate

Session �Evaluations

Encouraging attendees to provide feedback on your presentation helps both you and OLC for future presentations.

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Presentation upload due date:

March 28, 2023

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Uploading Your Presentation

Upload Instructions
Upload due date: March 28
Accessibility:

Sharing your presentation files for attendees to access ahead of your presentation allows attendees to plan and adjust for any accessibility accommodations they may need in order to fully engage in your presentation.
Design with accessibility in mind. Use alt-text on images, high contrast ratios, and large font sizes.
Plan to share your presentation file with a QR code or short link at the start of your presentation.

#OLCInnovate

Julie

Upload Instructions: https://docs.google.com/document/d/14r7zkG8TGsNqka8IFjIM3Vhrr1LHUAmEtqh3QEcqVUA/view

Sharing your presentation files for attendees to access ahead of your presentation allows attendees to plan and adjust for any accessibility accommodations they may need in order to fully engage in your presentation. In addition, include a link to your accessible presentation file and supplemental materials on your first slide and mention it in your intro. By providing access to your content ahead of time, you:

Enable audience members to follow along or adapt the presentation on their own devices. People with low vision can use technology to zoom in and out of the slides and visual content as necessary, make large print versions, or use assistive technology such as Braille displays or screen readers.
Provide opportunities for people who like to explore concepts beforehand so they are as prepared as possible for your live presentation.
Allow attendees to take notes by printing slide handouts or having the slides up on their own screen so they can annotate their own copy of the presentation.
Facilitate sharing of and accessing links shared in your presentation to increase audience engagement.

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Thank you!

Questions?

Get in touch:

presenterservices@onlinelearning-c.org

Recordings will be made available on the OLC Presenter Services web page: https://onlinelearningconsortium.org/learn/presenter-services/

#OLCInnovate

45 of 60

The ‘Need-to-Knows’: OLC Innovate Presenter Logistics

OLC Presenter Services

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Agenda

Virtual Sessions�1:00-1:30pm ET/10:00-10:30am PT

Asynchronous Discovery Sessions�1:30-2:00pm ET/10:30-11:00am PT

Onsite Discovery Sessions�2:00-2:30pm ET/11:00-11:30am PT

Onsite Sessions�2:30-3:00pm ET/11:30-12:00pm PT

https://onlinelearningconsortium.org/learn/presenter-services/

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Onsite Sessions

2:30-3:00pm ET/11:30-12:00pm PT

04

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Please note the following Zoom housekeeping items while you wait.

Remain on mute when you’re not speaking

Live transcription is available

Select the Chat to introduce yourself

Raise Hand to come on mic during discussions

Note: All session recordings are started automatically. As a result, recordings may start with a few minutes of chatter or facilitator preparation. If watching the on-demand recording, feel free to skip ahead to the presentation.

49 of 60

Julie Hernandez�Presenter Services Chair

Western Governors University

Madeline Shellgren�Director, Community Strategy & Engagement

Online Learning Consortium

Katie Schuster�Director, Global Events

Online Learning Consortium

#OLCInnovate

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General Considerations

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Session Details

Session Type	Total Length	Recommended Flow
Education Session	45 Minutes	30-35 minutes of presentation 10-15 minutes Q&A and group discussion Recommendations subject to choice of session structure (presentation, panel)
Conversation, Not Presentation�Career Forum Roundtable	45 Minutes	Total time includes questions Sessions are meant to be interactive and conversational If Roundtable, pre-plan questions to facilitate
Innovation Studio Design Thinking Challenge	45 Minutes	5 minute prompt followed by a 40 minute design challenge (separated by or leveraging design thinking as phases (e.g. 20 minutes brainstorming + 20 minutes prototyping).
Discovery Sessions	10-15 Minutes	10-15 minutes of information sharing in a conversational, electronic poster-session type format
Workshop	90 Minutes	Plan for a break during 90 minute time slot Total time includes all questions and activities Sessions are meant to be highly interactive

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Recommended Engagement Strategies by Session Type

Engagement Details

Session Type	Polls	Discussion/ Q&A	Twitter #s	Collaborative Docs	Guided Practice	Pair/Group Discussion & Share	Shared Deliverable	Follow up Opportunities
Education Session
Conversation, Roundtable
Design Thinking Challenge
Discovery Sessions
Workshop

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Technical Considerations

File Types / Presentation Considerations:

Is your presentation file shareable?
Slides
16:9 slide format
Design with accessibility in mind
Have a backup to a file or drive

#OLCInnovate

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Technical Considerations

Physical Room Considerations:

Wireless internet in conference space
Hallway monitors for an AV or tech issue
Podium (in house)
Microphones available
Bring your adapters (HDMI at podium)

#OLCInnovate

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Frequently Asked Questions

There are 15 minutes between concurrent sessions. We recommend you enter your room 10 minutes before your scheduled start time.

When should I be in the room / presentation space?

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Frequently Asked Questions

Breakout rooms will be set with a podium and head table, attendee seating will be in rounds, classroom style, or theater seating.

What do the presentation spaces look like (i.e. set up)?

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Presentation upload due date:

March 28, 2023

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Uploading Your Presentation

Upload Instructions
Upload due date: March 28
Accessibility:

Sharing your presentation files for attendees to access ahead of your presentation allows attendees to plan and adjust for any accessibility accommodations they may need in order to fully engage in your presentation.
Design with accessibility in mind. Use alt-text on images, high contrast ratios, and large font sizes.
Plan to share your presentation file with a QR code or short link at the start of your presentation.

#OLCInnovate

Julie

Upload Instructions: https://docs.google.com/document/d/14r7zkG8TGsNqka8IFjIM3Vhrr1LHUAmEtqh3QEcqVUA/view

Sharing your presentation files for attendees to access ahead of your presentation allows attendees to plan and adjust for any accessibility accommodations they may need in order to fully engage in your presentation. In addition, include a link to your accessible presentation file and supplemental materials on your first slide and mention it in your intro. By providing access to your content ahead of time, you:

Enable audience members to follow along or adapt the presentation on their own devices. People with low vision can use technology to zoom in and out of the slides and visual content as necessary, make large print versions, or use assistive technology such as Braille displays or screen readers.
Provide opportunities for people who like to explore concepts beforehand so they are as prepared as possible for your live presentation.
Allow attendees to take notes by printing slide handouts or having the slides up on their own screen so they can annotate their own copy of the presentation.
Facilitate sharing of and accessing links shared in your presentation to increase audience engagement.

59 of 60

#OLCInnovate

Session �Evaluations

Encouraging attendees to provide feedback on your presentation helps both you and OLC for future presentations.

60 of 60

Thank you!

Questions?

Get in touch:

presenterservices@onlinelearning-c.org

Recordings will be made available on the OLC Presenter Services web page: https://onlinelearningconsortium.org/learn/presenter-services/

#OLCInnovate