Revision 1 as of 2011-02-27 12:00:11

Clear message

Along with speakers we also have session staff. The session staff are broken into 'session chairs' and 'session runners'. The chairs sit in the presentation room and assist the speaker and moderate when needed. The runners track down speakers, make sure they are prepared well before getting to the presentation room, and act as a second body for the session chairs whom are stuck in the rooms. All session staff have 2-way radios. We also have a common 'green room' for speakers and session staff. We have a test projector, a printer, some snacks, and a lounge area. This is where people meet up and where we post instructions and up to date information.

I have included the session staff instructions from 2010.

========================= Speaker/Session note 2010 =========================

The key to a great conference is simple; communication. Below is a list of instructions for presenters and the session staff. Even if the instructions are not for you, please read them all so you understand what everyone is doing and how we are all working together. In truth there are only 3 rules:

1. Do what works. 2. Do not do what does not work. 3. Share with everyone else what #1 and #2 are.

#3 is the second most important rule.

In short if something below is not working, don't do it. Just because I typed it up in this e-mail does not mean it is the right thing to do.

These notes are printed out in (recycled) dead tree form and can be picked up in the green room or operations. They are also conspicuously posted in the Green Room and Operations.

Please excuse the mess while we clean up these rooms during the transition between tutorials and the main conference.

Oh, and in case you were wondering, the most important rule is:

HAVE FUN! (seriously!)

============================ Speaker/Session QuickSheets 2010 ============================

Speaker Information

latest information, co-ordinate with Session Staff, and test your equipment.

possible. Use high-contrast fonts & large lettering for slides.

drinks will be available any time during the day.

them to the website for you.

about any special introduction information.

the talk with a thank you.

lights. (we are still working to reduce glare)

conference.

Session Staff Information

co-ordinate with other Session Staff and get up to date information.

on the latest information including radio channel number and other changes.

try to find something which does work with others.

drinks will be available any time during the day.

earlier in the conference.

Session Runner Information

the slides ready to present.

audio, which will require help from the A/V Staff.

USB drive for copying up to the website.

is to start and introduce them to the Session Chair.

one) and the new speaker hook up theirs (if needed).

ask if those interested would like assistance with getting a room and posting to the board.

Session Chair Information

anything particular you should mention in your introduction.

want to be timed; if they want reminders at 15min, 10min, 5min.

they prefer to handle this phase of the session themselves, or would they like your help? Remind them to repeat questions.

the A/V Team and wait for their go signal.

voice. Use the microphone!

will last 30, 45, or 60 minutes including any Q&A: "This is 'How to introduce a talk.' by Someone. This will be a 45min talk including 10min dedicated to Questions and answers at the end."

audience for questions at the end of the presentation, and indicate whose question should be taken next. Either you or the speaker should repeat the question into the microphone.

speakers and to the audience. "I'm afraid we have to move to the next talk right now."

"If anyone is interested in further discussion please consider an Open Space followup; a Session Runner can help those interested."

participation; start the applause.

the Session Runner will arrive with the next speaker 5min before the next talk (if all goes to plan) and manage setup and Open Space handoff.

========================= Speaker Instructions e-mail 2011 =========================

Hello again!

Well - we're only two weeks out (oh my.) from PyCon 2011 in Atlanta. I wanted to double check some information with everyone as well as provide some additional information (instructions) and pass the rough schedule past all of you.

First off, I want to confirm:

1> All of you have registered for the conference. 2> All of you have a place to stay. 3> All of you are still intending on presenting at the conference.

Next, we have a *rough draft* of the schedule for viewing here:

http://us.pycon.org/2011/schedule/conference/draft/

There are some minor glitches we're working out (there's some break time bleeding into talks) but this is mainly to show the placement and scheduling of your talk.

Next up - instructions for everyone!

There will be a meeting Friday morning, just after the plenary session, at 10:05 in the Green Room for all Presenters, and Session Staff. Snacks and Drink will be provided in the room so you will not miss out on the break.

The key to a great conference is simple; communication. Below is a list of instructions for presenters and the session staff. Even if the instructions are not for you, please read them all so you understand what everyone is doing and how we are all working together. In truth there are only 3 rules:

1. Do what works. 2. Do not do what does not work. 3. Share with everyone else what #1 and #2 are.

In short if something below is not working, don't do it. Just because I typed it up in this e-mail does not mean it is the right thing to do.

Helpful Instructions:

- Go to the Green Room at least 10min before your talk to get the latest information, co-ordinate with Session Staff, and test your equipment.

- Your machine resolution should be at 1024x768 resolution if possible. Use high-contrast fonts & large lettering for slides. - Feel free to use the Green Room at any time. Printers, snacks, and drinks will be available any time during the day. - Session Staff will ask you for your slides, and they can upload them to the website for you. - Alert Session Staff to any requirements like machine audio. - Introduce yourself to the room Session Chair and let them know about any special introduction information. - All microphones are wireless lapel clip this year. Have the Session Chair help you. - The Session Chair will start the talk with an introduction and end the talk with a thank you. - Do not use a laser pointer. Only attendees in the first row can see it. - Face the audience and project. The audio system does not cover the first few rows. - Repeat or summarize all questions before answering them. - Respect questions, even newbie or silly ones. - Attempt to introduce yourself to your Session Staff earlier in the conference.

I want to again thank you, and offering myself, or any of the PyCon staff if you need any assistance!

Jesse Noller PyCon 2011


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