From efec927b97fca09aece9aeebc2be2f4edc83d03f Mon Sep 17 00:00:00 2001 From: Sacha Chua Date: Thu, 20 Oct 2022 11:30:10 -0400 Subject: Add first draft of host playbook --- 2022/volunteer/host.md | 111 +++++++++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 111 insertions(+) create mode 100644 2022/volunteer/host.md (limited to '2022') diff --git a/2022/volunteer/host.md b/2022/volunteer/host.md new file mode 100644 index 00000000..6f7a6b29 --- /dev/null +++ b/2022/volunteer/host.md @@ -0,0 +1,111 @@ +[[!meta title="Host volunteer"]] + +# Responsibilities + +For talks with live Q&A sessions: + +- Start the recording +- Ask the speaker questions from the pad and read out feedback if you want +- (optional) Monitor IRC for questions as well +- (optional) Let the other organizers know when you're ready for conference + participants to join the Q&A; moderate the discussion as needed +- Handle technical issues that turn up +- Give the speaker time warnings +- Keep things cool + +Many speakers find it easier to reply to questions that are spoken +aloud, and this also ensures that the questions get into the +recording. As the host, you can help shape the Q&A session by choosing +the order of questions to ask (unless the speaker wants to address a +different question). You can also help rephrase unclear questions or +help the speaker feel more comfortable by reminding them that they +don't have to answer all the questions. + +# Preparation + +We will give you a list of talks with the times, speaker info, pad +URL, and URL for the live Q&A session. Please keep the Q&A URLs secret +until you are ready for everyone to join the Q&A session. + +We will also add you as a moderator to the rooms for the talks in your +shift. You may want to practice muting people in BBB. + +We strongly recommend using a headset or earphones to minimize audio +feedback. Using a headset microphone or an external microphone can +also improve your sound quality. + +# Process + +This year we are experimenting with per-talk pads in order to simplify +the experience for the speakers, since many speakers found it +difficult to find and focus on their section in a long pad. + +At least 5 minutes before the Q&A session starts, go to the provided +URL. If BBB shows you a list of meetings, you can click on **Join** +to join the selected one. If you do not have moderator access, let +us know in `#emacsconf-org` and we can add you. + +Have another window for the pad for the current talk. + +Have another window or two for IRC. You may want to set up your +windows so that you can quickly glance at #emacsconf-org. Optionally, +you can also monitor the chat channel for your track (optional). +Ideally, an IRC volunteer will monitor that channel and copy the +questions into the pad for you, so you can focus on just the pad if +you like. + +Make sure you do **not** have another window watching the stream, or +you may get audio feedback whenever you unmute yourself. If you notice +audio feedback when other people unmute, you can ask them to make sure +they aren't watching the stream in a different window and that they +haven't accidentally joined twice. + +To minimize background noise, keep your mic on mute unless you're +speaking. You can optionally turn on your webcam. + +The streamer will join the BBB meeting shortly after the prerecorded +video ends. When the streamer gives you the go-ahead, **turn on +recording** and confirm that it is on. Double-check that recording is +on by seeing whether the button at the top has changed to a red button +with a timer. + +The Q&A will start out closed; just you and the speaker. Depending on +your comfort level and how the discussion goes, you can let us know +when you would like it to be opened up to general participation by +inviting people out loud (and possibly quickly posting in +#emacsconf-org). Then we will update the public BBB redirect URL to +point to the BBB room so that people can join. This should take less +than a minute to update. People will then be able to join using the +Q&A URL that will be in the talk page and in IRC. That way, +participants can join the Q&A session and ask directly. You can then +shift to be more of a moderator, reminding people to stay on mute +unless it's their turn to speak and muting people as needed. + +BBB sometimes has issues if there are lots of participants with +webcams on. If you notice that things are getting slow or choppy, you +can ask participants to turn their webcams off. + +Please give the speaker a 5-minute warning and a 2-minute warning +before the end of their streamed Q&A session. If you've decided to +open up the Q&A session, it can continue off-stream for as long as the +speaker likes while you move on to the next Q&A session to host. If +the speaker would like to wrap up, they can leave the meeting whenever +they want. You can then thank everyone and move on to the next +presentation. + +# In case of... + +- Incidents: If someone isn't keeping the + [[guidelines for conduct|conduct]] in mind, you can moderate using + BBB's tools (muting or removing participants), or let us know in + `#emacsconf-org` and we'll figure out how to deal with the + situation. + +# Afterwards + +Q&A sessions are what make EmacsConf more fun than a playlist. =) +Thanks for helping make EmacsConf awesome! + +[[Check out other ways to volunteer|2022/volunteer]] + +[[!taglink CategoryVolunteer ]] -- cgit v1.2.3