Host Role & Responsibilities

If you've been assigned as a host for an upcoming virtual event session, follow this article to prepare for and understand the role of a host.

Hosts are responsible for three main tasks:

1. Starting their assigned session

2. Moderating during the session

3. Closing our their assigned session

Let's break this down!

Starting Your Assigned Session

To start your assigned session, simply visit the event registration link and select the button that says "Click to access live session." Since you have been assigned as host, you do not need to register for the session separately. 

Join the session at least 5 minutes early to meet with the presenter and establish your flow. The presenter is expected to join at least 5 minutes earlier as well. The assigned host and presenter will have co-host abilities in the Zoom call. As the host, be sure to only let participants in when you and the presenter are ready.

Check your Zoom Settings!

Before participants enter, be sure to check the following Zoom settings:

• Turn on Closed Captioning (if needed)

• Set Chat to "Host and co-hosts"

Let participants in and provide a welcome statement

As participants enter, welcome them into the sessions. Once everyone is in and settled, welcome them to the virtual event, introduce yourself as host, and share house rules (i.e. how to ask a question, expecting students to engage, etc.) Thereafter, introduce the presenter to queue them to start their presentation.

Moderating During the Session

During the session, the presenter will present majority of the session duration and leave time toward the end for an open Q&A. As the host be sure to:

• Monitor questions in the chat
• Mute any noisy participants
• Keep track of time (this is very important if you are assigned as host to multiple sessions)
• Have feeder questions ready (in case participants don't have question during the Q&A)

Closing Out the Session

Once the presenter is done with their presentation and Q&A, the host will end the session by thanking the presenter and audience for their time with a closing statement.

The host is allowed to make an announcement to get participants interested in another upcoming virtual event session or something else relevant to their school. Thereafter, the host will end the call for all in the Zoom meeting.