This section outlines the procedures for maintaining a safe and focused environment during the convention sessions.

I. Waiting Room Management

• Admission Process: Admit participants from the Waiting Room.
• Sorting View: Utilize the gallery view setting ‘Last entered first’ to prioritize new entrants.
• Immediate Action Staging: As you admit participants, hover over the video feed of each new entrant to be prepared for immediate removal if necessary.
• Admittance Rule: Admit all participants unless the name displayed is a clear violation (e.g., contains profanity or inappropriate language).

II. Proactive Distraction Control

• Screen Monitoring: Continuously watch all participant video screens for adherence to meeting guidelines.
• Video Disabling Triggers: Immediately turn off a participant’s video if they are observed:

• Chewing or eating loudly.
• Vaping or smoking.
• Having other people visible or engaging in distracting activity in the background.
• Any other significant visual distraction.

• Participant Notification: When disabling a participant’s video, send a brief, private notification via the chat explaining the reason.

III. Intruder and Disruption Management

• Pinning Suspects: If any participant seems suspicious or is exhibiting borderline disruptive behavior, pin their video for closer monitoring.
• Participant Renaming: Rename participants only when specifically requested to do so by the individual.
• Intruder Response:

• Remove and Report: Immediately remove the intruder from the session and document the incident.
• External Reporting: Report the intruder incident immediately via the designated WhatsApp group for rapid team awareness.
• Do Not Lock the Room: Do not use the “Lock Meeting” feature, as this prevents legitimate participants from rejoining if disconnected.
• Communicate to Participants: If participants notice the disruption, briefly inform them in the chat that “the situation is being handled” to maintain calm.

• Mitigating Renaming Attacks: If intruders begin rapidly changing their screen names, disable the ability for participants to rename themselves within the meeting settings.