From 9c8eb4975e47c2b66bee6eba35192ef0ec052fc4 Mon Sep 17 00:00:00 2001
From: Sacha Chua <sacha@sachachua.com>
Date: Sun, 16 Oct 2022 19:19:03 -0400
Subject: Document checkin role

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+[[!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
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