HashiTalks Emcee & Producer Duties

HashiCorp User Groups, Events, and Meetups
1

Hi everyone!

  • Discord
    • #hashitalks-[region] - Virtual Green Room, includes MCs, Producers, and Speakers.
    • #moderator-only - MCs and Producers.

Emcee

As an emcee, you will be introducing each speaker and managing the general flow of the event.

The responsibilities of an emcee are as follows:

  • Create an enthusiastic environment (get people excited!)
  • Provide a warm & welcoming face to the speaker
  • Introduce the speaker
  • Help speaker keep track of time/timing
  • Communicate any needs to the producer

Preparation:

  • Review speaker tracker
  • Join Zoom with the other MCs + Speakers
  • Open the YouTube link to keep an eye on the chat
  • Join the Discord

When you join the Zoom:

  • Join with your camera and microphone OFF
  • Drop a note in the Discord that you are ON
  • The next emcee will introduce you, turn on your camera and microphone.

If the stream goes down:

  • Stay on the Zoom and reassure the speaker.
    • Voice call or drop a note in Discord
  • If it is not fixed after 3 minutes into a speaker’s allotted time, message the producer in Discord
  • In YouTube chat and when the stream is back online, announce the next speaker and that the missing videos will be recorded and posted after the event.
  • Fill time until the next speaker if the stream comes back up.

Before each speaker:

  • In the speaker tracker
    • Name (pronunciation!)
    • Pronoun
    • Emcee notes
    • Title
    • Company
    • Title of Talk
    • Video Recording Link, if applicable
  • In Discord, remind the speaker to increase their font size as much as possible during the presentation.
  • Introduce the speaker.
    • If it is a recording, announce that it is pre-recorded. Note: If there is a recording, the producer will play back the video using Zoom’s “Play Video” function
    • Otherwise, encourage the speaker to share their screen. The producer will stop sharing.

During their talk:

  • Participate in the event chat via YouTube
  • Monitor time. Each speaker has 30 or 15 minutes. If they go over, share your screen to override theirs (and gracefully attempt to transition).
  • Check-in with the producer on the Discord

After each speaker:

  • Thank them for joining us.
  • The speaker will answer questions in the YouTube chat.
  • [Optional] One thing you liked about the talk
  • [Optional] Ask the audience to do something (stretch, etc.)
  • [Optional] Follow #HashiTalks on Twitter
  • [Optional] Remind community guidelines.

If you have questions or comments, we’d love for you to interact with us in the chat. As you do, please keep in mind our community guidelines (code of conduct) in this virtual space. In general:

  • Be welcoming, inclusive, friendly, and patient.
  • Be considerate.
  • Be respectful.
  • Be professional.

When you leave the Zoom:

  • Introduce the next emcee.
  • Leave the meeting (do not end it!).

Producer

As a producer, you will be monitoring the stream, moderating the chat, and tackling any problems.

The responsibilities of a producer are as follows:

  • Notify the emcee of any problems with the stream
  • Moderating the chat to ensure interactions adhere to community guidelines
  • Monitoring the overall stream for time and technical issues

Preparation:

  • Join the Discord
  • Make sure you have moderator access on the HashiCorp YouTube
  • Open the speaker tracker
  • Download the speaker title cards
  • Open the YouTube to keep an eye on the stream
  • Join the Discord

When you join the Zoom:

  • Make sure your camera and microphone are OFF
  • Drop a note in the Discord
  • The previous producer will check that you are a (co-)host.

If the stream goes down:

The #HashiTalks stream is unavailable at this time. We are working to recover it. Stay tuned!
&
The #HashiTalks stream has returned. Join us to learn from the @HashiCorp community: (youtube link here)

  • If the stream is not fixed after 10 minutes into a speaker’s allotted time, tell the emcee to announce in YouTube chat and the stream the next speaker and that the missing videos will be recorded and posted after the event.

Before each speaker:

  • Check that the speaker is in the Zoom attendee list.
  • Message the speaker in Discord to check their readiness.
    • Remind them to join audio & video off
    • Remind them to increase font
    • If they have a fancy overlay, let them know to not put their video in the bottom right corner.
  • Message the emcee in Discord if the speaker is not available or they need to fill some time.
  • Share your screen with the speaker title cards
  • The emcee will introduce the speaker.
  • If it is a pre-recorded video, share the video using Zoom’s “Play Video” feature (Share Screen → Advanced → Video). Make sure you share “Computer Audio” in Zoom!
  • Otherwise, stop sharing so the speaker can share their screen.

During their talk:

  • Moderate the YouTube chat
    • There is no chat delay during the stream.
    • If you have a code of conduct violation, bring it up in the discord
      • Delete the message.
        • On the desktop, hold down ‘ALT’ / ‘Option’ on your keyboard to pause the chat feed and point to messages.
        • Delete the message.
      • Respond in chat.

Suggested copy:
@(username), comments like that are against our code of conduct (Community Guidelines). We appreciate your continued efforts in keeping our virtual community welcoming and inclusive!

  • The second violation results in a temporary timeout.
    • On the desktop, hold down ‘ALT’ / ‘Option’ on your keyboard to pause the chat feed and point to messages.
    • Place the user in timeout. The timeout will last for 300 seconds.

After each speaker:

  • Mute the previous speaker.
  • Remind the previous speaker in Discord to answer questions in the YouTube chat.

When you leave the Zoom:

  • Check-in with the next producer.
  • Make sure the producer has the (co-)host role.

Leave the meeting (do not end it!).

1 Like