Session Leader Guidelines

The software stack for this event has two separate components: one for speakers and one for attendees.

Preparations Before the Event

There are some tasks that session leaders should complete to prepare for the event. If you can't finish them on time, please let us know so we can plan ahead.

Contact Speakers

You should contact all the speakers in your session before August 1st. Organize a video meeting with them to check the following (you can use this list during the meeting):

  • When their talk is going to take place.
    • Make sure timezones are clear.
    • Let them know they should be there at least 20 minutes before their talk.
  • Where their talk is going to take place. You have to provide them with the link to connect.
  • Test the platform (described on the following sections) to make sure everything works fine:
    • Microphone
    • Camera
    • Headphones or earbuds to avoid audio echoes
    • A recent version of Chrome or Firefox
    • Share screen/slides
    • If they want to share a video, check the sound and the framerate
  • What is their preferred contact channel if something goes wrong (they don't show up, there are technical issues). Telegram? Matrix? Phone?

If there are any issues and they can not make it on time for their slot, they should send a video before August 30th with their recorded talk, so we can play it instead. The video must be no longer than 20 minutes.

You may also want to send a calendar invitation with all the details just to make sure they don't forget anything.

Introductions

A Session Leader should prepare a short bio of each speaker in the session to give a proper introduction before they start presenting. You can use the data from the schedule, but read at least once who they are and be prepared.

Questions for Speakers

Although not mandatory, it is always a courtesy to prepare one or two questions for each speaker in your session in case there are no questions from the audience.

Backup Session Leader

As this is an online event, there may be problems that may prevent you from moderating the session. It would be good if you can find a backup person that can cover you in case you can't make it. We will have a pool of candidates to cover any issues, but as there may be more than one incident at the same time, it is always better to have someone explicitly watching if you enter your session.

During the Event

Speakers will log into Streamyard with the link you provide them and you will log into both Venueless and Streamyard. As session leader your responsability is both to help speakers and attendees interact and make sure the streaming looks good. Keep both open all the time, i.e., Venueless and Streamyard.

Remember to mute the tab on Venueless once the streaming starts so you don't hear the sound twice.

Please, be online and ready at least 20 minutes before the starting time of your session.

Strict schedule

You must be very strict with the schedule and make sure there are no delays or speed ups on your session. This is relevant not only to allow attendees to change rooms easily but also to edit and publish the videos later.

Remember that all talks will follow a strict 20 minutes of presentation, 5 minutes of Q&A and 5 minutes of buffer to change from one speaker to the next.

StreamYard

This is the platform where speakers will present the talks.

You should have been provided with an email you can use to login on https://streamyard.com/. That email will forward the login code to your email account to authenticate.

If you are helping on a session you are not assigned to, you will have to use the email and check your login code on the google groups page associated to the room you want to broadcast.

Entering the Broadcast Studio

Once you login to Streamyard, you will see a list of possible Broadcasts. Use the "Enter Studio" button for the one related to the room you want to broadcast.

Once you are ready to start streaming, don't forget to Go Live to start the broadcast.

Before clicking on that button, nothing will be shown to speakers. If you don't click that button, the session will not start on Venueless.

At the end of the session, don't forget to End Broadcast to stop the streaming.

Using the platform

There is an official tutorial that can be very useful to learn about the platform.

Enter a display name which will be shown as identifier label for you during the stream. Use your actual name or the name of your brand. Then enter the studio.

Chat

Once inside the Broadcast Studio, there is a private internal chat that session leaders and speakers can use to coordinate. It can be found on the right menu.

Streaming

Everybody is hidden from the stream when they enter.

You can choose to share your slides and videos here. Sharing a video from your screen share does not work as people expect (sound is not shared and the quality of the video is bumpy).

For those speakers that have a pre-recorded presentation, this is the place where the session leader adds and plays the pre-recorded presentation.

Share your camera, share your slides and be ready to start.

Adding content to the Streaming

You can easily add and remove video pieces from the bottom list of available options to the streaming.

Try to minimize the amount of content on the stream. If it is not the slot of some speaker, don't add them until their slot starts.

Selecting the visualization

You can choose different visualization modes and, depending on the type of content (panel, presentation with single speaker or with multiple speakers) you can decide which mode to use.

It is recommended to select a mode that shows multiple faces when introducing a speaker, especially if there are more than one speaker.

When there are slides, slides are usually the most important thing on screen:

Remove yourself from the streaming once the speaker(s) start talking.

Banners

As an optional thing, you can add and remove banners from the streaming. You can find this option on the right menu.

For example you may want to add a banner with the presentation title during the first minute of each presentation to give context to your audience.

Hovering over the banner will show you the option to show it on the streaming.

Hovering again on the same place will show you the option to hide it on the streaming.

Some Session Leaders find it useful to show the questions from the audience using banners as the speaker answers them. But this is not mandatory, we want to give Session Leaders free will to experiment with what they are comfortable with.

Check the brand

The brand is the style used on the streaming. Make sure the selected brand is the FOSS4G brand.

Venueless

This is the place where attendees will watch the conference.

To login, you have to access your registration order. Open the email that was sent by registration@foss4g.org when you bought your ticket. The subject of the email should start with "[FOSS4G-2021]Your order:.

At the bottom of that email there must be a link to View order details. Click on that link and you will find a login button for each attendee registered using that order:

This button will only be available during the week of the event.

You can use that button on different browsers and computers and it will always open your session.

Do not share this email or the related link with anyone or you may be blocked from the event.

If you can't find the email with your order, you can request a copy of the email on the following url: https://registration.2021.foss4g.org/OSGeo/FOSS4G/resend/ You must use the same email you used to register.

Profile

Once you login for the first time, you have to complete your profile details.

First, fill in your name and lastname. This is the name you will use to interact with the rest of the attendees.

Then, you may want to upload a photo. This photo will be visible to all attendees of the conference. Make sure you choose one according to the professional profile you want to be associated with. It is perfectly fine not to use a photo if you want to keep your privacy. But if you are interested in interacting with other attendees, uploading a photo here will help.

Finally, there are some other fields to complete your profile. There is no mandatory field to fill in, but it is important that you use the proper keywords if you want to have meaningful interactions during the conference.

All attendees are listed at the Meet your Peers! tab. You will be listed there as well with all the details you filled in on your profile.

You can always complete the data later by either clicking on your name at the bottom left of the page, or going directly to your preferences.

We highly recommend you enable notifications in your desktop to make sure you don't miss anything from the event like private messages and broadcasts.

There should be a notification in your browser

Direct Messages

Anywhere you see someone's name you can open their profile. There, you can choose if you want to send a text message, request a video call or block them so they can't interact with you anymore.

Message Call Block

A blocked user cannot send any direct messages to you and you cannot send any direct messages to them. You can always unblock them later.

If you feel the need to block someone, check our Code of Conduct. If that person is failing to follow it, let us know so we can act on it before they make someone else uncomfortable.

Watching a session

There are two tabs for the schedule. The Schedule tab contains the main sessions and social gatherings schedule. The Workshop Schedule tab will show the schedule for workshops and practical sessions. You need to register for the specific workshops to be able to attend them.

Once you choose which session you want to attend, look for the name of the room at the stages tabs on the left menu. After clicking on the tab, the selected stage will open.

You can comment the session with the rest of the audience using the chat on the right of the video.

Message Call Block

If you want to ask a question to the speaker, use the questions tab. You can also upvote questions made by other attendees so the moderator knows which questions to prioritize.

Message Call Block

Channels

There is a list of text channels you can use to interact with the rest of the attendees. You can search and browse all the channels available to look for those more attractive to you.

Message Call Block

Social Gathering

We have a special section for Social Gatherings.

//TODO

Interacting with the audience

Venueless has a built-in feature for Q&A as described above. Use it to pass the comments and questions from the audience to your speakers. Keep both Venueless and Streamyard open all the time to check if the streaming is working properly.

Technical Issues

If you are experiencing issues on Streamyard, you can use the "Having issues?" link to open a chat and ask for technical assistance.

If you face any technical issue you don't know how to solve, please contact at info@foss4g.org .