Track Host Resources
Thank you for registering to be a track host at ADC 22!
Virtual Conference Systems
This year's event will be held both physically and online using a number of combined platforms to provide the best experience possible for attendees.
The Conference Systems that online attendees, speakers and staff will use include:
- Gather Town Virtual Venue – A place to socialize, interact and explore the virtual space through a fun game-like interface that incorporates video chat with intuitive game mechanics for fun and engaging online experience. This is where speakers will hold follow up Q&A sessions after the session in Zoom finishes.
- Zoom Webinar - Integrated with the Event Website for a seamless experience when moving from the Gather Town Virtual Venue to live talk session. These Zoom sessions will also be connected to the physical venue so that both online and onsite attendees can watch the sessions. If you need more information about how Zoom Webinar works, then you can find it here
- Discord - Discord is the Support companion system for the conference, this provides an alternative means of communication for handling support issues, questions and general conference queries. Speakers will be asked to join the discord server so that we have an alternative means of communicating, should you experience issues with the virtual venue or presentation systems.
- Event Website - A user-friendly web interface collating all aspects of the virtual event under one roof. Designed for convenience and ease of access for attendees. Provides facilities for speakers to access resources and upload materials.
Differences To Previous Events
If you have been a track hosts at last year's ADC or another C++ conference then please note that being a track host at ADC 22 has these key differences:
- Zoom Backstage - Zoom Backstage provides another area that runs during presentations for track hosts and speakers to be when not actively presenting in the webinar. Speakers can enter this backstage or “green room” before the webinar begins to get setup. Speakers and track hosts in the backstage can also still view and hear the live session, allowing them to follow the presentation and know when it's their cue to join the session. Using this functionality provides the following benefits:
- Firstly, you can now prepare a speaker while another speaker is presenting which means speakers can join
- Secondly, setting up each session now much more straightforward as now only most settings only have to be set once at the start of each day rather than having to be set for every session individually.
- Video Playback System - We now have streaming servers which will automatically play pre-recorded videos at the correct time which makes these sessions much more straightforward.
- Onsite Remote Sessions - This year we will also have speakers presenting online talks from the CppCon venue. However, these speakers are using equipment that has been provided by the conference so these sessions should be very straightforward.
- Gather Town Q&A Sessions - Finally unlike last year, we no longer plan to run Gather Town Q&A sessions immediately after each block of presentations. Instead, we will be running specific panels in the lunch period which we require your assistance with running.
Track Host Enrollment Checklist:
Here is the checklist of things to do to prepare to be a track host for ADC:
Join Discord Server
Please press the button below to join our Discord server. Once you have joined:
- Go to the verification channel and enter !verify at which point you will then be asked to enter the email address you used to register to the conference. Once you have verified, you should then be able to access the online track host Discord channel.
- Please then change your "server nickname" to use your full name and to display Pronouns after your name - i.e He/Him, She/Her, They/Them. This is important as it allows staff and attendees to quickly and easily identify people. To change your server nickname, right click on your profile in the user list and then choose Change nickname at which point you will then be asked to enter your name. Please note that this will not change your name on any other Discord servers you have joined
- Please note that if you do not do this, then the admins of the Discord server reserve the right to change your server nickname for you.
Download/Update Zoom
Next please, download the Zoom app and make sure it’s at the latest version
Once downloaded/updated, please familiarise yourself with Zoom by
- Updating Your Zoom Settings (ensure side by side mode is unchecked)
- Reading the Zoom Webinar Controls page to familiarize yourself with the Zoom Controls.
Zoom Settings Zoom Webinar Controls
Please also download this ADC technical difficulties card which you can screenshare in if there is a technical issue during the presentation
General/Technical Difficulties Cards
Finally, you can also download this ADC branded virtual background to use for your Zoom sessions. However, please test that this virtual background works in your setup ahead of time. If in doubt, then don't use it.
View Shifts
Finally please press the button below to check and block out your assigned shifts. Please note that when you are on duty as a track host, this will also be where you will access the logins for the Zoom Accounts. Please note the following:
- That when assigned as a backup to a shift, you should ensure that you remain available for the shift in case the primary person is unavailable or unwell.
- That there may be changes to the shifts between now and the start of the conference. If there are any changes to the shifts then we will let you know through Discord
Conference Management Spreadsheet
Click the button below to check that you can access the management spreadsheet (You should have the necessary permission to access this but if not, press the request access button). Once accessed, please check that you can see a conference schedule sheet (sheet 1).
Conference Management SpreadsheetPlease note that the spreadsheet includes emails from distinguished members of the C++ community. As such, these email addresses should be considered confidential and only be used to contact the speaker in an emergency. In addition, it should also be noted that other than emailing speakers to reschedule dry runs, Discord is the main intended communication method with the speaker, not email.
During the conference, you may run up to three different types of session:
- Online Live Sessions - Assisting the presenter with getting set up, checking for any technical issues, connecting with the venue and then assisting them throughout their broadcast session (managing the Zoom session)
- Online Pre-recorded Sessions - Similar to the above but with you triggering a pre-recorded video from a streaming server with then live Q&A when the video has finished.
- Onsite Live Sessions - This is a more simple process that just involves connecting to the Zoom session and checking that the feed from the venue looks and sounds ok. Plus moderation of chat, Q&A and general monitoring.
Most of the time, you should be doing the session monitor role but we may also need you to do the other two roles for one or two talks especially if we need you to step in for another track host during the conference.
When doing sessions, please note the following:
- When you first join the backstage of the Webinar, expect to find that at least one other Zoom account will already be connected into the session.
- If you are doing an online live or pre-recorded session and the next speaker hasn't joined you at least 25 minutes before the start of their session, please post a message in the relevant backstage channel on Discord to let us know. This does not apply to onsite sessions.
- That other speakers and track hosts may join you in the backstage.
Please use these resources when doing live sessions.
- Online Session Instructions - This web page provides instructions for running Online Live Sessions and Online Pre-recorded Sessions
- Onsite Session Instructions - This web page provides instructions for running Onsite Live Sessions.
- Conference Management Spreadsheet - Please use sheet 1 of the management spreadsheet to mark each speaker as they do their live session.