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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 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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