From 9c8eb4975e47c2b66bee6eba35192ef0ec052fc4 Mon Sep 17 00:00:00 2001 From: Sacha Chua Date: Sun, 16 Oct 2022 19:19:03 -0400 Subject: Document checkin role --- 2022/volunteer/checkin.md | 108 ++++++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 108 insertions(+) create mode 100644 2022/volunteer/checkin.md (limited to '2022/volunteer/checkin.md') diff --git a/2022/volunteer/checkin.md b/2022/volunteer/checkin.md new file mode 100644 index 00000000..3709b713 --- /dev/null +++ b/2022/volunteer/checkin.md @@ -0,0 +1,108 @@ +[[!meta title="Check-in volunteer"]] + +# Responsibilities + +- Notice speakers checking into IRC or Big Blue Button +- Get them into the correct room and help them doublecheck their audio and video quality +- Follow up with speakers who haven't checked in yet +- Check on speakers periodically so that they're not waiting alone + +Perks: + +- You get to chat a little with speakers and help them feel at ease + +# Materials: (we'll share them before the conference starts + +You will have a list of talks for your shift with: + +- starting time +- talk title +- track +- speaker name +- pronunciation +- pronouns +- BBB room URL +- pad URL +- email address +- emergency contact information + +We'll also give you moderator access on the relevant BBB rooms. + +# Process + +## Looking for speakers + +We'll ask speakers to check into `#emacsconf-org` at least 30 minutes +before their Q&A session and say something like "Hello, this is NAME +checking in." You can hang out in the #emacsconf-org channel and keep +an eye out for their messages. + +## Checking speakers in + +When you notice a speaker checking in, you can use something like +`/msg NICK Hi, let me help you get checked in. Please join BBB_URL .` +to send a private message to the speaker with the Big Blue Button URL. + +Join the BBB room. If you do not have access, let sachac know. + +The BBB rooms will be set up so that people will need to be approved +by a moderator in order to join the meeting, at least in the +beginning. When the speaker arrives, you will see a **Waiting Users** +entry on the left side with a red notification badge. Let the speaker +in by clicking on **Accept** next to their name. + +You can take a few moments to say hi to them, thank them for +presenting at EmacsConf, etc. + +Click on their name and choose **Promote to moderator.** + +Click on their name again and choose **Make presenter.** + +Help them doublecheck their audio quality. Using earphones or +headphones can help avoid audio feedback, and using an external +microphone can improve audio as well. + +The speaker's webcam is optional but highly recommended. The speaker +can turn their webcam on using the camera icon in the lower middle. + +Speakers may want to share their screen during the Q&A session. They +can do so using the monitor icon in the lower middle. Sharing a single +window is usually more advisable than sharing the entire screen, since +it allows them to resize the window so that it's easy for people to +read. + +If the speaker wants to read questions as they come in on Etherpad or +IRC, help them load the pad or the track-specific IRC channel. If +there is a host for the session, the host can also read questions out +loud. Let the speaker know that they can answer questions in any order +they want, skip questions, or take a little time to think about their +answers. + +Once the speaker is settled in, you can let `#emacsconf-org` know that +the speaker has been checked in. + +Let the speaker know how many minutes before their Q&A starts. They +can take a break before then. Many speakers choose to watch other +talks before theirs. + +# Heads-up before the Q&A starts + +Check in on the speaker about five minutes before their Q&A session +starts to give them a heads-up. Ask them to close any other tabs that +they might be using to watch EmacsConf, because that will create an +audio feedback loop once their Q&A session is being streamed. + +Right before the Q&A starts, make sure the host has started the +recording. If there is no host or the host has forgotten, you can use +the **Start recording** button at the top. + +In between checking in people, feel free to enjoy the conference! + +# What if a live Q&A session is starting within 30 minutes and the speaker hasn't shown up yet? + +Let us know on `#emacsconf-org`. You or another organizer can contact +them using their emergency contact info. If you prefer to not use your +phone, you can ask one of the organizers in #emacsconf-org and we'll +call the speaker for you. + +CategoryVolunteer -- cgit v1.2.3