GROUP SITE HOSTS
Your Role: You are creating a welcoming local gathering while helping participants connect with the larger convention community.
Most conversations will happen within your local group. When participants are invited to share with the larger convention, your role is to help them be clearly seen and heard.
Your Basic Setup Checklist
📺 Large display (TV or projector)
💻 Laptop plugged into power source
📷 Camera positioned to view the group
🎤 Corded microphone near camera
💡 Dedicated “Sharing Seat” near the main or secondary camera
🌐 Stable internet connection
Week of Prep
💻Consider joining a technology check session provided by our event producer, Everflow Consulting & Design. Click here to sign up for one of four blocks in the days leading up to the session. It should only take 5-10 minutes to confirm your settings.
Helpful Tips
- The room should connect through a desktop or laptop computer. Please do not use a phone or tablet as the primary Zoom device.
- For display purposes, consider a large television (50″+ recommended), or projector for larger groups. Position the display where everyone in the room can comfortably see presenters, slides, and shared content.
- An external webcam is recommended for groups larger than a few people. Position the camera:
- At eye level whenever possible
- Near the center of the display
- So the entire group can be seen during convention-wide activities
- Rather than trying to capture every voice in the room, we recommend using a single microphone for participants who are sharing with the larger convention community. The microphone can be passed to participants when they are ready to speak. This approach generally produces much clearer audio than trying to capture an entire room from a distance. Good options include:
- Wireless handheld microphone
- Wired handheld microphone
- Simple lapel microphone
Consider Creating a Sharing Space
We recommend creating a dedicated “Sharing Space” near the camera. This helps participants be clearly seen and heard when speaking to the larger convention community.
The Sharing Space Should Include
✓ Two chairs positioned near the camera
✓ A microphone available for speakers
✓ A small lamp or ring light to illuminate faces
✓ Easy access from the main seating area
When invited to share, participants can simply move to the Sharing Space, making it easier for everyone across the convention to see and hear them.
Internet
Best Option ✓ Wired Ethernet connection
Good Option ✓ Strong Wi-Fi signal
Try to limit other high-bandwidth activity on the network during the event, like streaming or multiple open internet tabs/windows. You might also try asking participants in the room to put their phones on Airplane Mode and closing any other computers or tablets that are using the same wi-fi network.
Day-of Checklist
During the Event
Facilitation Tip
Designate one person as the Local Host or Tech Lead.
This person can:
- Monitor Zoom instructions
- Manage mute/unmute
- Support microphone transitions
- Help participants move to the Sharing Space
- Troubleshoot technology issues if they arise
A little coordination goes a long way toward creating a smooth experience for both your local group and the larger convention community.