Notes to moderate a Zoom workshop

Zoom-Workshop-Moderation.md

Workshop Moderation

This document will guide you through the steps to moderate a remote workshop

Pre-workshop preparation

There are a few steps you can take to prepare yourself for the workshop.

Speakers/Presenters

• Introduce yourself to the speakers/presenters before the workshop - preferably the previous day.
• Make sure they have the link to the Zoom meeting, and inform them that they should join the meeting at least 10 minutes before the session start-time.
• Ask them for their Zoom account handle - to identify them easily.

Zoom logistics

• You should join the Zoom meeting yourself, at least 15 minutes before the session time.
• Make sure you have "Host" permissions for the workshop. If you are the first person to join, you will have this by default.
• Open the "Participants" panel in the Zoom meeting and keep an eye on the waiting room - your Zoom meeting will have a waiting room by default.
• Allow the presenters in, when they join.
• Make the presenters as "Co-hosts" (from the "More" menu next to their name)
• Ensure that the presenters are sharing their screen, and verify that you can see it. They may need to "Share sound" (in the Share Screen popup) if they want their PC sound output to come through.

Discord logistics

• DM the presenter on Discord - this is the best way to communicate privately with the presenters and respond to any requests during the meeting. DM'ing them ahead of time will allow you quick access to messaging them later.
• Share the link to the YouTube recording of the session in the Discord channel, and pin this message for easy access in the channel.

During the workshop

At the start

• Allow everyone in the waiting room into the meeting, and continue to monitor the waiting room.
• Introduce the presenter, and let them take control of the session.

During the Zoom meeting

• You will have to moderate the workshop Discord channels (in addition to the Zoom meeting).
• Ask the presenter to share a "getting started" message on the Discord channel, and pin that message. This will allow anyone who joins the Discord channel later to not be lost in the conversation. The "getting started" message could be a link to the YouTube video, or a GitHub repo or any other material needed for the workshop.
• If attendees join the waiting room after the session starts, you will need to message the waiting room in Zoom, letting them know that they can engage with the presenters in the dedicated Discord channel.
• Monitor your Discord DM with the presenters, and respond to their requests.

Post-workshop follow-up

• Once the session ends, sign off with the presenter, letting them know to continue engaging with attendees in the Discord channel.