TPAC 2022 Chair Training

July 2022

https://www.w3.org/2022/Talks/TPAC/hybrid-training/

Hybrid meetings

“a meeting where some participants are together in a physical room,�while others are located elsewhere”

• Remote attendees can’t be expected to be online for 8 hours straight
• In-person attendees expect to fully use the time together
• Everyone needs to feel that they are equal participants

Challenges

Health Safety: COVID (BA.4, BA.5, BA.2.75, …), Monkeypox, …

Planning

• Agenda
• Preparation

Facilitating

• Meeting instructions
• Managing the speaking queue
• Managing the time

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Build your agenda with care

• Consider that not all agenda items require everyone to be there
• Smaller groups/breakouts supports easier/better timezone management
• Make sure to list Vancouver Canada (UTC-7) AND UTC timezones
• Require reports from the smaller groups when reconvening in plenary

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See also a mockup agenda

Meeting times, and breaks

Breaks:

• Coffee: 9:30 - 11:00, 15:00 - 16:30
• Lunches: 11:30 - 14:00

Make sure to allow proper breaks for everyone, avoid long zoom hours

Allow 10 minutes for participants to change rooms

• your one-hour meeting is actually 50 minutes

Coordinate with other groups for breaks but outdoor lunch seating is limited

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Meeting calendars

Your meetings are in your Group calendar(s), eg CSS

Update and maintain those events with:

• zoom info: you may reuse your regular zoom info or use the Zoom Room
• Other systems are not recommended (but not disallowed; you’ll be on your own)
• Adjusted times: allow time for participants to move around
• Indicate break times on your agenda (deadline: September 1st)
• This will be used for food safety and may need adjustments
• agenda (link or full text): don’t make others guess where it is

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Facilitating

Do:

• Do your best to keep each topic within the time announced in the agenda
• Manage the queue continuously and fairly between in-person/remote
• Use straw polls (can live with/cannot live with) to assess current levels of consensus
• Summarize the status of each topic at the beginning and end of a session

Don’t

• Lose track of the time, the queue, or the session goal
• Allow side conversations
• Forget to queue to provide your own opinions

Things to be aware of when adjusting agendas

Ensure required participants can adjust to new time slots and be mindful of the cascading effects:

• Participants who need to adjust family commitments
• Participants who need to move between meetings
• May get late/early in some timezones

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If you need help/support

Reach out to your team contact or find any team member

Use IRC: #tpac-help

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Preparing for Accessibility

“Hybrid” means getting both in-person and remote accessibility to work well together

• Ask all presenters to read “How to Make Your Presentations Accessible to All” in advance
• Prepare accessible versions of materials in advance
• Send presentation materials to interpreters and captioners in advance
• Let people know that they’ll need to speak into the microphones clearly
• Read sections of “Accessibility of Remote Meetings” on how to host and participate in remote meetings

Audio/Video equipment

Logitech Rally Bar �Two 65” screens�“mic pods” on the tables

Zoom controls on dedicated tablet

Accepts direct HDMI input from a laptop for screen sharing

We will provide detailed instructions with each unit.

Sample slides for your meeting(s)

Safety rules reminders (masks, food, drinks, …)

CEPC reminders (make this meeting – and the Web – the best place to be)

Accessibility/International reminders (Slides, Speak slowly, pre-records, etc.)

Tooling (IRC, Zoom (please mute), GitHub, Translators, Recording, etc.)

Queueing reminders (q+, qq+, no side discussion, etc.)

Scribing reminders ( s/// , present+, scribe+, scribe-, etc.)

Introduction (go around the table, 30 seconds each)

Safety reminders

While attending TPAC:

• Full vaccination is required
• Authorized masks are required indoors at all time (no exceptions)
• Daily test is expected
• If symptoms, self-isolate in your hotel room and away from others

If you need to remove your mask during a meeting, keep it short (but keep enjoying that water/coffee)

Accommodate participants' needs for physical distancing and other accommodations or precautions due to health concerns

Lunch boxes will be provided for inside or outside. There is limited outdoor seating at the hotel but there are public parks within a 10-minute walk.

Ref: TPAC 2022 Health Rules

Code of Conduct

Code of Ethics and Professional Conduct

It’s one Web, so let’s keep working together:

• Appreciate and accommodate our similarities and differences, be inclusive
• Have empathy when discussing sensitive issues
• Treat everyone with respect
• Be honest, be truthful
• Be aware of how much time is taken up
• Be sensitive to language differences
• Respect confidentiality and privacy

Accessibility and Internationalization

Good things to remember to help communication in a worldwide organization:

• English is not the primary language of all participants (avoid idiomatic expression)
• Speak slowly
• If you’re doing a presentation to the Group:
• consider pre-recording (gain time and facilitate remote participants)
• Describe the slides if there are graphics and indicate out loud each slide transition
• Follow the guidance in How to Make Your Presentations Accessible to All�and Accessibility of Remote Meetings,�especially Creating accessible content for remote meetings

Accessibility tips during meeting

• Remember we have captioning available if asked by participants
• Does anyone need electronic copies of the materials?
• Please be sure to always speak facing the microphone
• Please respect queuing as it helps remote participants
• Let Chairs or team contact know if you have accessibility needs

Tooling

Make sure everyone is on the wifi and on the Group chat (eg IRC)

Zoom remote participants, please mute unless you’re speaking to the Group

GitHub: make sure your group participants have linked their W3C account with their GitHub account, to facilitate access to W3C GitHub

Ask permission before recording; no recording without consent from all participants

Establish rules for use of the transcript if you enable automatic transcription

Queuing reminders

On IRC, know your Zakim commands:

• present+
• q+, q-, qq+

One conversation at a time: no side conversation in the meeting room (those get picked up by microphones!)

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Scribing reminders

Don’t hesitate to:

• Ask folks to type present+ in IRC to get the list of of participants
• Interrupt the meeting if you’re missing something or getting distracted
• Ask for someone to scribe you while you’re speaking
• They can use scribe+, scribe-
• Know the bots’ commands (if you’re using IRC):
• Use s/foo/bar/, topic:, subtopic:, github:

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Thank you

• Everyone needs to feel that they are equal participants
• Make sure your group agenda is listed in the TPAC pages
• Safety first: follow our health rules and guidelines

See also TPAC 2022 site.