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Onsite Room Host Guide

Room Hosts make the presentations run smoothly - you support and introduce the speaker (if they’d like), get attendees signed in, moderate the Q&A section (ie, move the microphone around), liaise with the room Zoom tech, and generally make sure everything goes smoothly

Room Host Duties

To Do: Prior to First Shift

Read and Test New Session Attendee Check-In Process

We have elimnated the need for paper Sign In Sheets!

Important: Please Read the new "Room Host - Session Attendee Check-In Guide" before your first shift as a Room Host!

Note: This process is also listed below in the "As Attendees Enter the Room" Section of this page.

Make sure to test the process on your phone before your first shift starts!

15 Minutes Before the Session Begins

  • Please Arrive at least 15 mins to the start of the session to meet the Room Zoom Tech and the instructor(s). If the presenter is remote, follow the same instructions.
  • Introduce yourself to the instructor(s) and ask the following questions:
    • Would you like me to introduce you, or would you like to introduce yourself?
      • If the instructor wants you to introduce them at the beginning of the session,
        • Would they like you to introduce them by reading their bio (linked via their names on the Schedule of Classes).
        • - OR would they prefer a more informal introduction. (Welcome to [Session Title], your presenter today is [Presenter Name].
  • How do you want to handle questions?
    • Do you have breaks built into your presentation for questions, do you want to hold them till the end, or how do you want to handle them?
  • Make sure the instructor(s) has water.
  • Inform the presenter of the new check in process.

Most importantly, be comfortable, at ease and adaptable.

As Attendees Enter the Room

Check attendees in by Scanning Badge QR Codes

  • Position yourself at the front door at the beginning and end of the session to scan the QR code on their badge to check them into the session. (Instructions below)
    • If you cannot scan everyone when they enter the room, discretely go up to their seat and ask them to hold out their badge so you can scan their QR code.
What you need
  • Your iPhone or Android phone
  • This guide (there will be a printed copy provided onsite)
  • TIPS:
    • Use the built-in Camera app — not a third-party QR scanner app. The Camera app is what shows the URL banner that you will press.
    • Every scan opens a fresh form. (Instructions below)
What to do
  • Open the built-in Camera app on your phone
  • Point it at the QR code on the attendee’s badge
    • Hold steady for 1–2 seconds
    • A URL banner appears on the screen
  • Tap the URL banner
    • A new page loads showing all room names as large buttons
  • Tap the appropriate room name
    • The Google Form opens with the Attendee ID already filled in
    • Select the current session from the Session dropdown
    • Tap Submit
      • You’ll see “Your response has been recorded”
  • Return to your camera app
  • Scan the next badge

Troubleshooting QR Code Scanning Issues

No banner appears after scanning

  • The badge may be moving — ask the attendee to hold still and try again
  • Make sure you’re using the built-in Camera app or Google Lens, not a third-party app
  • Try moving slightly closer or further from the badge

Room picker page loads but Attendee ID is blank

  • The QR code did not scan fully — close the browser tab and scan again

Can’t find the correct session in the dropdown

  • Contact conference staff immediately

Phone won’t scan no matter what

  • Take note of the Attendee ID printed below the QR code on the attendee’s badge
  • Find the dedicated form for your room below
  • Manually enter the Attendee ID, select your session, then submit the form

IMPORTANT: If you have any technical issues, write down Attendee IDs on paper. Conference staff can enter them manually after the session. Never turn an attendee away.

Starting the Session

  • At the beginning of the presentation, introduce yourself and explain that you will be passing around a mic for all questions so that virtual attendees can hear them.
  • If the instructor(s) want you to introduce them, introduce them.

During the Session

  • Provide general assistance to the instructor(s) and attendees in the room.
    • Make sure to scan all attendee badges so they are checked into the session.
    • Assist in fielding questions from onsite attendees by providing a microphone to ensure that the Captioner and Virtual attendees can hear/read the question(s).
    • Collaborate with the Room Zoom Tech to address comments / questions / raised hands from virtual participants.
      • If the Room Tech indicates there are questions from the virtual attendees, read the question on the mic.
    • At the end of the presentation, acknowledge the sponsors on the next-to-last slide.
    • Remind participants to complete end-of-session surveys. A QR code will be displayed on the final slide.
    • At the end of the session, announce “If I didn’t scan your badge, please see me before you leave so I can mark your attendance” and stand near the exit to scan badges.

The pages below will provide answers to questions about conference sessions, daily schedules, breakfast and lunch location & times, the ice creak truck, keynotes, evening events or other questions that may be asked.