If you have not already registered for the convention click HERE.
Watch your email for an invitation to choose your session(s) and role(s).
Sign Up for Additional Service – We need hosts, co-hosts, speakers, chat monitors, timers, greeters, help desk volunteers, and Facebook monitors. Delays put an unfair burden on our service team and interpreters. If you had trouble signing up, let us know. When you register, please check the box to sign up for service. If you didn’t get to check service and would like to, please email convention@oavirtualregion.org. After registration, if the service box is checked, you will receive a unique code and a link to sign up for service. Save that code and link to go back in and sign up for more service. After you have signed up for an initial service, you will be sent a second email with a quick link to sign up for additional service.
Test speakers’ microphones, coach them on lighting, and be sure their entire face is on screen
Coach speakers
Test speakers microphones
Ask them to adjust their lighting and ensure all their faces are on screen.
If they want to share contact info, have them put it in the chat to the chat monitor.
If speakers want to share pictures, remind them – no other faces in pictures
Make them co-hosts so they can share the screen.
If sharing live pictures, printed or on a cell phone held up to screen, their visual background must be disabled
Start and end recording. Some speakers will not be recorded; check WhatsApp.
Report the number of attendees on WhatsApp.
Verify and transfer to the next host. It would be best to text in WhatsApp with the next host and only transfer the host after the incoming host has turned on video and audio to confirm.
Webinar service team can enter via an invitation that will be in the WhatsApp chat. Otherwise, bring service folks up to the panel; use WhatsApp to confirm. Their video and audio must be on.
Verify settings
Panelists can chat with everyone.
Attendees can chat with hosts and panelists.
Hosts and Co-hosts video off
All panelists except speakers, interpreters, timers, and moderators should have a video off.
If an intruder accidentally becomes a co-host, remove, report, and post in WhatsApp.
Do not lower hands for shares until they are done sharing.
Unmute and mute participants as necessary
Watch interpreters for a signal that the speaker is too fast: Give a visual signal to the speaker if they are too quick. Slowly wave your hand vertically in front of your face. If they don’t slow down, unmute and say, “Slow, please.”
Optional: Speakers may be asked to share contact info. If desired, give it to the chat monitor. Do not say your info out loud.
Optional: If sharing live pictures, printed or on a cell phone held up to the screen, the visual background must be disabled
Speak slowly for interpreters. Try to put some space between sentences and paragraphs. Watch for the interpreter’s “slow down” signal.
Please provide any notes, outline or your actual written material if you have it (for the interpreters). Also provide anything thatb will be read word for word from literature and please use only OA Approved literature.
