Host Page

Host Responsibilities

Thank you for agreeing to host one or more sessions at the NAECTE conference. We appreciate your willingness to represent NAECTE. There are several critical steps to hosting and you can plan on approximately 1-2 hours of pre-planning time prior to our conference. Hosts must be available to open the Zoom Sessions they are hosting at least 20 minutes prior to the start. Below is a checklist to support your success in hosting.

Communication

3 weeks prior to the Conference

Send an email to all presenters of your sessions. Make sure presenters are introduced to each other, so they can determine their order of presentation and discuss how they wish to run the discussion/questions section(s) of the presentation.
Confirm with your presenter if they wish to use the NAECTE Zoom link, their own Zoom account, or wish for you to set up a Zoom for them. All Zoom accounts must be affiliated with a professional organization or university. Meetings must be scheduled using the Zoom Meeting Scheduler (which requires logging into the Zoom meeting platform and scheduling) and cannot be a personal room.

2 weeks prior to the Conference

Please work with the conference committee to determine if you are using the NAECTE Conference Committee Zoom Links or alternative action after communicating with presenters.
Create the Zoom meeting invitation
- - - Using Central Standard Time Schedule Your Session
      - Make all presenters - co-hosts
        Schedule the session for the appropriate start time
        Label each Presentation as follows (NAECTE will help you identify the information below) to support conference participants to verify if they are in the correct location
        Session (1, 2, or 3) - Meeting (number - replaces table number) - Topic Area
        Example: Session 1- Meeting 6
    - Set-up Security
      - Enable waiting room (your co-host(s) will need to admit others)
        Enable join before host (allows for individuals to access the waiting room)
        Mute participants upon entry
    - Set-up default choices for Audio and Video
      - Allow for video and audio to be on. If you have bandwidth issues during the session, you can ask folks to turn off their cameras
        Add the alternative Host(s) or meet before the start of the session and add as co-host
    - Turn on and Off Settings (see information at the bottom of this website) for a list
    - Become familiar with Zoom Bombing (see information at the bottom of this website)
    - Try PPT or other visuals on a practice run
      - Reflect on Background for Presentation, Sound Quality, etc.
    - o Prepare a word document with content you want to post in the chat at different times during the presentation
      - Remember that anyone coming into the meeting does not see any of the chat instructions prior to arrival

Sample of Visual

Please send session information to the Conference Committee
- Kelli Odden - kelli.odden@mayvillestate.edu
- Mellisa Jozwiak - Melissa.Jozwiak@tamusa.edu

2 weeks prior to the Conference

All university Zoom Links NAECTE must be set-up (see checklist for permissions and set-up)
All external Zoom links are submitted to the conference committee
Please send session information to the Conference Committee
- - Kelli Odden - kelli.odden@mayvillestate.edu
  - Mellisa Jozwiak - Melissa.Jozwiak@tamusa.edu

1 weeks prior to the Conference

Offer a practice check-in with presenters
- - Reflect on Background for Presentation, Sound Quality, etc.
Assure that host and presenters have both cell phones and emails
Assure that presenters are assigned as meeting co-hosts
Prepare a word document with content you want to post in the chat at different times during the presentation
- - Remember that anyone coming into the meeting does not see any of the chat instructions prior to arrival

Day of the Conference

15 Minutes Prior to Starting HOST and PRESENTERS

Log into Zoom meeting early
Make presenters co-hosts to the meeting
Test your audio equipment to make sure it works; test attendee equipment
Have a backup plan for audio (move communications to a phone line if needed)
Have any handouts ready for posting
Have any announcements or chat content open in a Word document

At the start of the Session HOSTS

- - Welcome and
    - Welcome to Name of Session
    - Introduce all Speakers
    - NAECTE designs round tables are designed so that each presentation is no more than 20 minutes with at least 10 minutes of conversation (there are 2 presenters each hour)
    - Explain how the chat function will be used (i.e. Presenter 1 will monitor the chat and present questions or we have several places to pause and will be requesting questions during the presentation)
    - Confirm that distant attendees can hear speaker and view presentations; or that they see the video; move webcam or camera as needed
    - Ask attendees to introduce themselves and then mute audio unless talking

During the Meeting - HOST

Monitor Chat – have a plan for who notifies the speaker of chat questions
Monitor Audio and mute individuals who might unmute without

During the Meeting - PRESENTERS

- Pause for clarification and questions during the presentation – best to have no more than 10-minutes of content before requesting a response or engagement for online platforms
- Visuals to support slides (if any)
- Remember that there are two presentations per hour, so please attend to the time limit, thank you.

End meeting on time - HOST

- - Close the meeting and present contact information
  - Assure that everyone is off the Zoom Meeting before debriefing (if needed)
  - Monitor Chat – have a plan for who notifies the speaker of the chat
  - Monitor Audio and mute individuals who might unmute without

Please remember when using a NAECTE Zoom Account that the next session cannot start until the previous session has ended. Please monitor time closely.

NAECTE Zoom Conference.docx

Page updated

Report abuse