Guidelines for Hosts

This document is a work in progress.

As a session host your primary role is encompassed in being the Host of the Zoom session. In this role, we ask that you arrive at least 15 minutes before the session starts to get ready. We recommend logging into the Zoom session as yourself, and then using the “claim host” key you were provided to become host. The below sections describe the tasks that we expect all hosts to do in their sessions.

Orienting Speakers

In the 15 minutes prior to session start we also ask that all speakers come early. During this time please help orient speakers as needed to Zoom, and ensure that their microphone and camera are working appropriately. Make sure that any who need to share their screen practice this. Answer any questions that they have regarding the technology of the session. Ask them if there are any specific ways that you can assist them during their session when it comes to the technology of Zoom, like helping to run polls, breakout rooms, etc. It may be appropriate to assign some or all of them as co-hosts so they have more powers in Zoom. Ask that speakers invite you to say any final announcements when they are done, as invariably some will be needed.

Recording

Unless this is a session that has specifically asked not to be recorded, just before you speak the following speech at the session start time turn on session recording to the Zoom Cloud.

Welcome Speech

At the time of the session start, we ask that you say the following brief statement in welcome to all participants in the session:

Hi, I’m __ with the REA tech support team. Welcome to this session in Zoom. I have just muted everyone. Please keep your audio muted during this session unless called upon to speak, but share your thoughts using the chat whenever you like. This session is being recorded for those who couldn’t make it at this time. After this session is over, please remember to fill out an evaluation form, we’ll give you that link before the session is over. Now let’s get started!

Visibility

We ask that during the bulk of the session you remain both audio, and if desired video, muted. If the speakers want your involvement to help in specific ways that require visibility that is fine, but during the session your role is primarily a behind-the-scenes one.

Managing Mics

During the session please make sure that anyone who shouldn’t have a hot mic is muted. Though you’ve muted all as you spoke the above speech (and speakers subsequently unmuted themselves again) participants may come and go, or accidentally unmute themselves. It is important that only those who are speaking are unmuted to keep the session audio clear for all participants. To aid in this you should change the setting to make all participants be muted on entry, and depending on speakers’ wishes may want to disallow unmuting entirely.

Attendance

Since this is an all-virtual annual meeting the tracking for Annual Meeting Attendance cannot be done at a registration desk, since there is no such desk. So instead please take screenshots of the participants list sometime during your session so that we can later ensure that participants were marked as having attended this annual meeting. This also gives us a tally of all those who attended this specific session. The only trick is deciding when to take such screenshots, since folks may come and go counts may fluctuate.

Feedback Link

Towards the conclusion of the session please copy the session’s feedback link into the chat. These links can be found in Airtable. When the speakers ask if there are any final announcements you need to give, one can be to remind people to send feedback. Remind them that the links will be available for the rest of the week from the details of this session on the schedule.

After Session

When the session concludes please stop the recording. Also send the attendance screenshots to tech [at] religiouseducation [dot] net noting the name of the session. We will store these screenshots, along with the session recordings, in the REA Media Google Drive, so if you have access feel free to just drop the screenshots off there yourself instead.