---
tags: organize, program
---

🔙 Back to [PyCon TW 2020 Organizing 共筆](/5u84SOprTUeQYBR57TH49w)

English Version: [General Session Chair Guideline](#General-Session-Chair-Guideline)

# PyCon TW 一般議程主持人指南

[TOC]

---

## 簡介
這份文件將提供一般議程主持人一個能夠遵循的指南，使得議程能夠順利按照流程進行

## 字詞定義
* 議程 (Session): 一個包含演講與Q&A的活動時段
* 演講 (Presentation, Talk): 講者進行報告的時段
* Q&A: Questions 問題 (來自會眾) & Answers 回答 (來自講者)

## 現場成員
* 講者 (Speaker)
* 主持人 (Session Chair)
* 助理主持人 (Assistant Chair)
* 會眾 (Attendee)

## 主持人的任務
* 你將是議程的負責人與整個流程的管理者
* 為議程做一個簡單的開場並介紹講者
* 協助主持 Q&A (請見 [主持 Q&A](#主持-QampA))
* 宣布議程結束
* 確保議程按時開始與結束

## 助理主持人的任務
* 協助主持人控場或是需要幫忙時給予協助
* 協助講者進行設備設定與加入Gooogle Meet
* 開啟並設定Google Meet會議
* 產生一個slido連結，讓遠端會眾可以透過連結留下他們的問題。請記得將連結分享在YouTube直播聊天室。
* 負責提醒剩餘時間

## 議程流程
### 議程開始前10分鐘
* 請至少在議程開始前10分鐘抵達演講室
* 與議程講者聯繫。按照流程他們應該10分鐘前就會出現在會議室裡。如果你找不到他們，可以使用Discord `#speakers-announcement` 頻道尋人或是回報其他志工幫忙
* 主持人與助理主持人互相聯繫。如果找不到，可以使用Discord或是回報其他志工幫忙
#### 主持人
* 詢問並確認講者**想要如何被介紹**
* 詢問並確認**如何正確唸出講者名字**
* 詢問並確認講者**Q&A的選項**(請見 [Q&A 選項](#QampA-選項))
* **準時開始議程**
#### 助理主持人
* 設定 Google Meet，使用之帳號應為該會議之發起人。同時講者的裝置也要加入此 Google Meet，以利稍後直播演講內容
* 幫助講者設定他們的設備，詢問他們是否需要連接外部聲音播放裝置 (例如他們演講時想要播放短片或是播放音效)
* 提醒講者他的議程時間長度 (15或30分鐘)，並提醒講者Q&A時間是包含在此時間內的
* 告知講者你將會使用電子紙板提醒剩餘時間(秀給講者看你的電子紙板)，並告知講者提醒的規則。(請見 [剩餘時間提醒](#剩餘時間提醒))
* 確認 YouTube 直播正常運作
* 開啟一個 Slido 互動問卷，並將連結分享至 YouTube 聊天室
### 議程進行中
#### 介紹
* 主持人介紹自己是議程主持人
* 提醒會眾有 HackMD 共筆以及 Discord 討論頻道可以使用
* (選擇性) 感謝贊助夥伴提醒會眾可以到官網去點擊它們的logo
* 介紹議程的主題與講者 (30秒以內)
* 例： *“嗨囉，接下來的演講題目是 {talk title}, 演講者是 {speaker}. 讓我們一起歡迎講者!”*
* 提示講者上台並讓講者開始演講

#### 演講進行中
* 聽演講並隨時準備提供協助
* 留意 Discord 頻道訊息或是YouTube聊天室的訊息
* 留意 Discord 上的大會公告
* 提醒講者剩餘時間 (請見 [剩餘時間提醒](#剩餘時間提醒)).
* 如果講者沒有注意到剩餘時間而超時，請適當且禮貌地打斷講者，並協助將議程盡快結束。這個情況下將不會有Q&A時間，你可以鼓勵會眾到Discord的討論頻道提出他們的意見或討論問題。
* 你可以這麼說：*“很抱歉我們的議程時間已經結束了，我能夠請您將還未結束的內容移至討論頻道進行嗎？”*

#### Q&A
* 主持人需要幫忙主持 Q&A 流程並讓流程按照時間進行 (請見 [主持 Q&A](#主持-QampA))
* 如果沒有會眾提出問題，嘗試自己提出一個問題給講者
* 我們鼓勵講者能夠自己重複一次會眾的問題，這能夠幫助他們更加理解與確認會眾想問的是什麼。 (或者你也可以考慮自己幫忙重複會眾的問題，讓講者能夠更理解問題)

### 議程結束
* **確保議程按時結束**
* 再次感謝講者
* 頒發禮品給講者 (也可以私下進行)
* 提醒會眾接下來休息時間的長度以及下個議程的開始時間
* 協助宣布大會公告 (如果有的話)
* 宣傳 PyCon TW 的特別活動或規劃

## 附錄
### Q&A 選項
1. 沒有Q&A; 講者將講滿整個議程的時間
2. 接受主持人主持的最後5分鐘Q&A時間
a. 30 分鐘議程: 25 分鐘演講加上5 分鐘Q&A
b. 15 分鐘議程: 10 分鐘演講加上5 分鐘Q&A

**小提醒**
除了Q&A時段之外，會眾與講者都能夠利用 Discord 討論頻道進行更多的討論與問題交流

### 主持 Q&A
如果講者同意Q&A時段, 主持人必須幫忙主持Q&A時段。同時，請助理主持人幫忙**記錄發問的問題到共筆中**。
#### Q&A 方式
一般議程會有現場會眾與遠端會眾，針對兩種會眾有不同的提出問題方式，說明如下：
* **現場會眾**: 請在Q&A時間主持人詢問是否有問題時，會眾直接舉手並提出問題
* **遠端會眾**: 請利用聊天室提供的slido連結，把問題透過slido送出。主持人將會從這些問題中至少選出一題代為發問

原則上，現場的問題有較高的優先權，然而主持人要記得保留一些問題時間給遠端會眾在slido上提出的問題。
提醒會眾他們在會後仍然可以透過Discord的討論頻道來進行更多的問題討論交流。

#### 一些可能用得上的句子
1. 當講者結束演講時，主持人打開麥克風並感謝講者，並宣佈開始Q&A時間 (例： *"謝謝你，{speaker}! 我們現在有大約5分鐘的時間可以讓各位提出問題，請舉手並讓我們的工作人員給你麥克風。大家可以利用這個時間對部分演講內容提出你的疑問，如果你有更長的議題或是概念想要與講者討論，請盡量在會後再與講者討論。"* )
2. 當會眾發表並佔用太久時間時，請隨時準備打斷會眾。你可以這麼提醒這位會眾：
* *"我很抱歉打斷一下，請一次提出一至兩個問題，讓其它的會眾也能夠提出他們的問題，謝謝您的配合。"*
* *"我很抱歉打斷一下，對於您的意見以及回饋，我想在會後直接提供給講者會比較合適，這個時段我必須請您以提出問題為主，謝謝您的配合。"*
* *"我很抱歉打斷一下，因為時間的關係，我必須將機會讓給下一位會眾，謝謝您的配合。"*

### 剩餘時間提醒
留意時間並在剩餘時間為 5 分鐘 / 1 分鐘 的時候舉牌提醒講者
**請記得Q&A時間是包含在整個議程時間內的**，以下是一些例子：
#### 如果有 Q&A 時間
1. 30 分鐘議程 (25 分鐘演講加上5 分鐘Q&A)
在**議程剩餘時間為 10 分鐘 / 6 分鐘** 的時候提醒
2. 15 分鐘議程 (10 分鐘演講加上5 分鐘Q&A)
在**議程剩餘時間為 10 分鐘 / 6 分鐘** 的時候提醒
#### 如果沒有 Q&A 時間
1. 30 分鐘議程 (30 分鐘全為演講時間)
在**議程剩餘時間為 5 分鐘 / 1 分鐘** 的時候提醒
2. 15 分鐘議程 (15 分鐘全為演講時間)
在**議程剩餘時間為 5 分鐘 / 1 分鐘** 的時候提醒

---

# General Session Chair Guideline

## Introduction
This document aims to give general session chairs a guideline to follow up, so that a session can be made smoothly and joyfully.

## Terms used in this guideline
* Session: the time slot available for the presentation / talk and the Q&As
* Presentation = Talk, the time that speaker is talking
* Q&A: Questions (from the attendees) & Answers (from the speaker)

## Roles in conference room
* Speaker
* Session Chair
* Assistant Chair
* Attendees

## Session Chair's Job
* You are the head of Session and administrator the session procedure
* Make a brief opening for session and introduction about speaker
* Moderate Q&A (See [Moderate Q&A](#Moderate-QampA))
* Announce the end of the session
* Make sure session stays on time

## Assistant Chair's Job
* Assist session chair to maintain session and help when needed.
* Assist speakers to setup devices and help them join Google Meet
* Open and setup Google Meet
* Generate a Slido link for remote attendees to leave questions, remember to share this link in YouTube streaming chat room
* Remind speakers the remaining time

## Session Flow
### 10 Minutes Before Session
* Please be on site at least 10 minutes before session start
* Contact with your speakers, they should be in the conference room soon. If you couldn't find them, you can use Discord #speakers-announcements channel or report to other staff.
* Session chair gets contact with assistant chair. If you couldn't find each other, you can use Discord to find them or report to other staff to help you.

#### Session chair
* Ask / Double check the speakers **how they would like to be introduced**
* Ask / Double check that you know **how to pronounce their name**
* Ask / Double check the speaker **how they would like the Q&A be handled with** (See [Q&A Options](#QampA-Options))
* **Start the session on time**.

#### Assistant chair
* Set up Google Meet, the account used here should be the host of this Meet. Speakers' device should join this Google Meet for YouTube streaming.
* Help speakers setting up their devices, ask them if their device's audio output need to be connected. (if they want to play clips or making some sound)
* Double check with speaker the session duration (15/30 minutes), and remind the speaker that Q&A time is included in the 15/30 minutes.
* Tell speakers that you will remind the remaining time with cardboards (show speakers the cardboards), also describe to them the rule of reminders (See [Remaining Time Reminder](#Remaining-Time-Reminder))
* Make sure YouTube streaming works normally.
* Open a Slido questionaire, and share the link to YouTube chat room.

### Session Ongoing
#### Introduction
* Introduce yourself as the session chair
* Remind attendees that there are collaborative writing and chat room available for use.
* (Optional) Give thanks to the sponsors, remind attendees to go to official website and click their logos.
* Introduce the topic and the speaker to attendees. (30 secs or less)
* e.g. *“Hi, The following talk is called {talk title}, presented by {speaker}. Please join me in welcoming speaker(s)!”*
* Give speakers a cue and let them start the talk.

#### During the talk
* Listen to the talk and always be ready to help.
* Notice the message in YouTube chat room and track channel on Discord.
* Notice official announcements on Discord channel.
* Notice remaining time and [remind speakers](#Remaining-Time-Reminder).
* In case that speaker doesn't notice the remaining time and time is up, you should interrupt the talk and make the session end as soon as possible. There will be no Q&A time in this case, and you should encourage attendees to use track channel on Discord for further questions.
* You can say something like: *“I'm very sorry but our time is almost up. Can I suggest you moving to the track channel on Discord to continue?”*

#### Q&A
* You should moderate the Q&A procedure and make everything on time (See [Moderate Q&A](#Moderate-QampA) for more detail).
* If there is no question, try to give at least one by yourself.
* Speakers are encouraged to repeat the question by themselves, which can help them better understand the question. (Or, you can repeat the attendee's question by yourself, so that speaker can understand the question clearer)

### End of the Session
* **Make sure to end the session on time.**
* Give thanks to the speaker again.
* Present the gifts to speaker (or do it privately).
* Remind attendees the duration of the break and the start time of next session.
* Announce official announcements (if any).
* Promote PyCon TW special activities or programs.

## Appendices
### Q&A Options
1. No question; speakers will speak for the duration of their time slot then leave.
2. Take session-chair-moderated questions for the last 5 minutes of the timeslot.
a. 30 Minutes: 25 minutes Talk and 5 minutes Q&A
b. 15 Minutes: 10 minutes Talk and 5 minutes Q&A

**Tips**
Beside the Q&A time, attendees and speakers can always have further discussion via the track channel on Discord.

### Moderate Q&A
**Session chair should handle this**
If your speaker has requested Q&A, session chair should moderate the questions. Also, **please help write down asked questions into collaborative writing**.
#### Q&A Policy
There will be on site attendees and remote attendees in a general session. Below are the methods that these two attendees give their questions:
* **On site attendees**: Please raise your hand directly when session chair is asking for questions during Q&A time.
* **Remote attendees**: Please leave your questions via the slido link shared in chat room. The session chair will pick at least one questions from slido during Q&A time.

Basically the on site questions have a higher priority, but session chairs should maintain some times to ask slido questions for remote attendees.
Remind attendees that they can still give questions and have further discussions via the track channel on Discord after session.

#### Some useful sentences
1. When the speaker has finished, switch your microphone on and give thanks to speaker, then introduce the Q&A section (e.g. *“Thank you {speaker}! We've got a few minutes for questions now, so come to the microphone if you've got one. I would ask that you use this time only for questions directed at the speaker, though; please discuss longer questions and comments with the speaker after the talk.”*)
2. Be ready to gently interrupt a questioner if they are taking too long, or if they are giving feedback which would be better directed at the speaker. Here are some phrases you can use:
* *"I’m very sorry to interrupt, but in the interest of fairness, please ask only one question at a time."*
* *"I'm very sorry to interrupt, but at this point we're looking for questions only. Please give your comments and feedback directly to the speaker after the talk."*
* *"I’m sorry, but in the interest of time I need to move on to the next person."*

### Remaining Time Reminder
**Assistant chair should handle this**
Watch the clock so you can remind the speaker when the remaining time is 5 mins / 1 min.
**Remember that Q&A time is included in session time.** Some cases are shown below:
#### If there is Q&A time
1. 30 minutes sessions (25 minutes talk + 5 minutes Q&A)
**Remind speakers when remaining time is 10 mins / 6 mins**
2. 15 minutes sessions (10 minutes talk + 5 minutes Q&A)
**Remind speakers when remaining time is 10 mins / 6 mins**
#### If there is no Q&A time
1. 30 minutes sessions (30 minutes talk)
**Remind speakers when remaining time is 5 mins / 1 min**
2. 15 minutes sessions (15 minutes talk)
**Remind speakers when remaining time is 5 mins / 1 min**