Student Volunteer Instructions

Workshop Instructions


Your role is to open the Zoom channel and assist the workshop organizers, depending on what they need. You need to find that out. 


Before the workshop (do it today!):

  • Request access to the spreadsheet by following the link while logged into your Google account and then click the request access button. 
  • Please reach out to the workshop organizers through email and check if they have any specific instructions for you. 
  • Check with them if they have collected the video files and will play them or if they are expecting you to play the video files.
  • Make sure that you have the most recent version of the Zoom client installed on your local machine. 

At the day of the workshop:

  • Make sure that you are logged into Slack. 
  • Open the Zoom channel at least 30 minutes before the scheduled start time, in the following way: 
  • Log into zoom.us (make sure that you are using the account that corresponds to your channel), go to scheduled meetings, and start the meeting.
  • The account name is acm<channel number>@conference.acm.org, password will be sent out through email
  • The meeting should start using your local client.  
  • Look out for the organizers to join and make them co-host. This is important so that the session does not drop in case you would get disconnected. They are instructed to join earlier than the start date. 
  • Make sure that the session is recorded. On Monday, we are trying if we can record all sessions to the cloud. The scheduled sessions should record automatically once started. 
  • Check with the organizers if they can run the channels by themselves or if they need help, e.g., with reading questions asked on Slack. 



Main Conference Instructions


Your role is to play the videos of the session that you are scheduled for. 


Before the conference (do it today!):

  • Request access to the spreadsheet by following the link while logged into your Google account and then click the request access button. 
  • Make sure that you have the most recent version of the Zoom client installed on your local machine. 
  • Check the video files of your session, which you find in the spreadsheet. 
  • Make sure that they play flawlessly on your machine and that the audio is good. 
  • Check that the length of the video is around 10 minutes or less.
  • Check if the video has subtitles, if so, mark this information for yourself so that you remember enabling them when playing 

On the days of the conference:

  • The meeting will be already open because we are using the same meeting for all sessions. 
  • Make sure that you join at least 15 minutes before the start of the session and make yourself known to me by message (we might have 100+ people in the session)
  • I will assign the co-host role to you
  • You will start sharing your screen about 10 minutes before the start of the session. 
  • Make sure that you check the options “share computer audio” and “optimize screen share for video clip”
  • You should have only one browser open on the screen that you share but all videos already open in tabs so that switching is efficient
  • On the first tab, show the 2020.middleware-conference.org/ homepage until the session starts
  • The session chair starts the session, start the first presentation when asked to
  • There is a Q&A after every talk. Check the Slack channel for written questions and announce them should the session chair miss them. 
  • Start the next presentation when the session chair indicates that no more questions can be taken. 


If you have any questions, please contact me.