February 20 – 22
There is a
SOLUTION
GROUNDED IN
RECOVERY
SESSION HOST
OA Virtual Region Convention 2026:
Host Instructions
Tracks 1-3
(1-Keynote & Speakers, 2-Steps, 3-Workshops)
CLICK HERE FOR YOUR SERVICE TEAM LOGO (OPTIONAL) USE AS YOUR PROFILE AND BACKGROUND PIC ON ZOOM
Everyone doing service must register for the convention. If you have not already registered for the convention, CLICK HERE.
Know your assigned Track and the specific session title.
Know who the Host is for the session before and the session after your own. GO BACK TO THE MENU
| Setting | Status | Purpose |
Waiting Room | ON (Checked) | Manage attendee flow and allow private checks for security. |
Participants Mute on Entry | ON | Ensure a quiet start to the session. |
Participants Cannot Unmute | ON | Only hosts, co-hosts and interpreters, can unmute attendees for sharing. |
Participants Can Start Video | ON | Allows attendees to use video if they choose. |
Participants Can Rename | ON | Allows attendees to adhere to anonymity (First Name/Last Initial). |
Chat | Hosts Only | Ensures communication flows to the service team. |
Q&A | Enabled | Provides a dedicated channel for questions (if required). |
Lock Meeting | OFF (Not Checked) | Allows participants to join throughout the session. |
Zoom Timer | Enabled | Set up and test the Zoom Timer feature for time management. |
| Time | Action | Detail |
| Personal Arrival | Be prepared to turn on your video, speak, and confirm your identity on WhatsApp. | Rename yourself with your service role: e.g., Host Jane D. |
| Service Team Check-in | As each service fellow (Moderator, Chat, Security and Interpreters) arrives, instruct them to raise their virtual hand. Do not call out names for anonymity. | Co-host the service team after they complete the identity confirmation in WhatsApp. |
| Identity Confirmation | When a hand is raised, ask them to turn on their video, speak, and confirm their identity on WhatsApp. | |
| Co-Host Status | Once identity is confirmed, immediately assign co-host status to the Moderator and Interpreters. |
Perform these steps with the speaker(s) at least 10 minutes before the session starts.
Test all speakers’ microphones to ensure clear audio quality.
Ask speakers to adjust their lighting and ensure their entire face is clearly visible on the screen.
Make the speaker(s) co-hosts so they can share their screen if necessary.
If they wish to share contact info, instruct them to put it in the chat to the chat monitor, not to share it to everyone.
If sharing pictures, remind them: No other faces should be visible in the pictures for anonymity.
If they are sharing live visuals (printed images, props held up to the camera), their virtual background must be disabled.
Be prepared to Spotlight the speaker(s) when they begin presenting, especially if they are sharing live visuals. GO BACK TO MEN
the Interpretation feature before the session officially begins. Ensure interpreters are assigned the correct channels.
Turn on the interpretation function only after the Moderator has finished the opening Serenity Prayer and has given all interpretation instructions, and after the interpreters have repeated those instructions in their language.
Turn off the interpretation function before the final closing Serenity Prayer. GO BACK TO THE MENU
The Host is responsible for managing the recording function. Recording to the Cloud is mandatory for security, accessibility, and file consistency.
for specific instructions on whether or not the session should be recorded.
At the designated time, click the Record button in your Zoom controls.
Select the option “Record to the Cloud” (do NOT choose “Record on this Computer”).
Ensure you see the “Recording…” indicator in the upper-left corner of the screen, confirming the session is saving to the cloud.
The recording should only capture the audio of the speakers and moderators and the visual content of the main session (not private chat or side interactions).
If you encounter an issue and are unable to record to the Cloud, immediately notify the Training Coordinator via WhatsApp before proceeding with a local recording (as a last resort).
Be prepared to stop recording before the speaker concludes and before the Moderator begins the closing Serenity Prayer. This is done by clicking the Stop button in the controls. GO BACK TO THE MENU
Report the largest number of concurrent attendees on WhatsApp immediately after the session concludes.
Identify the Host for the next session in your track. Once they arrive:
Ask them to turn on their video, speak, and confirm their identity on WhatsApp.
Once the incoming Host is verified, transfer the Host role to them.
Leave the Zoom meeting to allow the new Host to manage the transition. GO BACK TO THE MENU
