https://wiki.norwescon.org/api.php?action=feedcontributions&user=DJWudi&feedformat=atomNorwescon Wiki - User contributions [en]2024-03-29T01:55:51ZUser contributionsMediaWiki 1.39.3https://wiki.norwescon.org/index.php?title=User:DJWudi&diff=716User:DJWudi2023-06-06T18:41:21Z<p>DJWudi: </p>
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<div>Hi! I'm Michael Hanscom; my username is pronounced "[http://djwudi.com DJ Woody]".<br />
<br />
My standard online bio: Enthusiastic ambivert. Geeky, liberal, friendly, curious, hopepunk; trying to be a good person. (he/him) đđ»<br />
<br />
My blog is [http://michaelhans.com/eclecticism/ Eclecticism], or you can follow me on [https://tenforward.social/@djwudi Mastodon] or [http://www.facebook.com/michael.hanscom Facebook]. My website also has my [http://michaelhans.com/norwescon full Norwescon volunteer history] and is tracking two reading projects: an annual goal of [https://michaelhans.com/eclecticism/philip-k-dick-award-reading/ reading all the Philip K. Dick nominees] before the award ceremony, and an ongoing goal of [http://michaelhans.com/hugo-reading read all the Hugo "Best Novel" award winning books].<br />
<br />
== Norwescon Involvement Summary ==<br />
<br />
* Member (non-volunteering): NWC29â30, 32<br />
* Lead Photographer: NWC33-41<br />
* Social Media Manager: NWC34-41, 43-present<br />
* [[Website|Webmaster]]: NWC34-present<br />
* Safe Committee: NWC36<br />
* [[Secretary]]: NWC42-NWC44<br />
* Philip K. Dick Award Ceremony Coordinator: NWC45-present</div>DJWudihttps://wiki.norwescon.org/index.php?title=Social_Media&diff=713Social Media2023-02-16T22:47:00Z<p>DJWudi: Adding information about Mastodon</p>
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<div>Norwescon maintains several social media accounts that are used for disseminating information about the convention. While the [[website]] is considered the canonical source of information about the convention, many people will turn to social media (particularly Facebook and Twitter) with questions, so accounts should be regularly monitored and responses provided when appropriate.<br />
<br />
== Primary Accounts ==<br />
<br />
=== Facebook ===<br />
<br />
[https://facebook.com/norwescon/ Facebook Page]: The official Facebook Page for the convention, and the most appropriate place for announcements and posts. Only approved individuals can post to the page.<br />
<br />
[https://facebook.com/groups/norwescon Facebook Group]: The Facebook Group for the convention. This group was originally created as a space for any Norwescon members, fans, or interested parties to connect, and not as an official information outlet. However, as Facebook has moved to prioritizing groups over pages, this has become one of the most used information outlets, and any posts made to the official page should be cross-posted to the group as well. All group members can post, however, posts are moderated to prevent spam or abuse.<br />
<br />
==== Moderation Policy ====<br />
<br />
Broadly, all comments to page or group posts, and all group posts made by members, should abide by Norwescon's [https://www.norwescon.org/con/memberships/policies-and-guidelines/code-of-conduct/ Code of Conduct].<br />
<br />
In order to keep the spirit of the Facebook Group as a space where members can discuss the con and related issues, we have a few guidelines for posts. In brief: posts must be on-topic, and no advertising or promotions are allowed. Posts are moderated only against those guidelines; we allow posts critical of the convention as long as they are presented respectfully and do not directly target individuals. The full guidelines are [https://www.norwescon.org/con/memberships/policies-and-guidelines/code-of-conduct/ pinned within the group].<br />
<br />
=== Twitter ===<br />
<br />
[https://twitter.com/norwescon Twitter]: The official Twitter account for the convention. Primarily used for brief announcements with links to more detailed announcements on the website or other locations as appropriate.<br />
<br />
Twitter should be monitored as frequently as reasonably possible for mentions of the convention. Not every mention needs a reply, but we're free to do so when it seems appropriate. The two easiest ways to monitor Twitter are via the [https://twitter.com/notifications notifications tab] (which will only catch Tweets that specifically mention @norwescon) and by keeping a saved search for "Norwescon" and other related terms. The official hashtag for each year is <code>nwcXX</code>, with the <code>XX</code> updated each year (#nwc44 for Norwescon 44, #nwc45 for Norwescon 45, etc.; the same pattern can be used to reference past or future years, such as #nwc17 or #nwc50). <br />
<br />
The current search string is <code>norwescon OR nwc44 OR nwc45 OR nwc2022 OR nwc2023 OR waypointnwc OR pkdaward OR pkdickaward OR philipkdickaward OR norwestcon</code>. The string gets updated annually. The "OR" boolean designator must be in all caps.<br />
<br />
* <code>norwescon OR nwc44 OR nwc45</code>: catches general mentions, plus the current and prior or upcoming year<br />
* <code>nwc2022 OR nwc2023</code>: catches people who don't know the official tag and make a guess at the "abbreviation plus year" pattern<br />
* <code>waypointnwc</code>: catches mentions of our mid-year "Waypoint" events<br />
* <code>pkdaward OR pkdickaward OR philipkdickaward</code>: catches mentions of the Philip K. Dick award; the "philipkdickaward" tag is the official string we should use when posting about the award<br />
* <code>norwestcon</code>: catches the most common misspelling of our name<br />
<br />
'''Note:''' With Twitter's problems under the current ownership, we have been investigating other options. We still have too much of a following on Twitter, including current and many past GOHs, to abandon the site entirely. However, while Twitter's demise doesn't seem to be quite as imminent as was assumed at one point, it's best to plan as if it could disappear at any point. And on that note....<br />
<br />
=== Mastodon ===<br />
<br />
[https://social.seattle.wa.us/@norwescon Mastodon]: The official Mastodon account for the convention. Primarily used for brief announcements with links to more detailed announcements on the website or other locations as appropriate.<br />
<br />
Mastodon should be monitored as frequently as reasonably possible for mentions of the convention. Not every mention needs a reply, but we're free to do so when it seems appropriate.<br />
<br />
Because Mastodon does not have global full-text search, we are much more limited in our ability to find posts. Instead, we can search for and follow individual hashtags so that posts using those tags visible to our server show up in our feed. At this time, we are following the <code>norwescon</code>, <code>nwc45</code>, and <code>philipkdickaward</code> hashtags.<br />
<br />
== Secondary Accounts ==<br />
<br />
=== Flickr ===<br />
<br />
[https://flickr.com/photos/norwescon Flickr]: Administration primarily handled by the Lead Photographer. Updates have been sporadic as the Lead Photographer position has changed hands over the past few years.<br />
<br />
=== Instagram ===<br />
<br />
[https://www.instagram.com/norwescon/ Instagram]: Currently the most frequently updated of the secondary social media accounts, though has still been more sporadic than either Facebook or Twitter.<br />
<br />
=== LinkedIn ===<br />
<br />
[https://www.linkedin.com/company/norwescon LinkedIn]: Primarily exists so that volunteers who wish to can add Norwescon as an employer for their LinkedIn profiles. Generally the header graphic should be updated annually, but this was overlooked for NWC44.<br />
<br />
=== Pinterest ===<br />
<br />
[https://www.pinterest.com/norwescon/ Pinterest]: Was requested by a few people with interest in the platform. As the Social Media Manager at the time was not terribly familiar with Pinterest or its conventions, administration of the Pinterest account was delegated to an assistant. Updates have been inconsistent.<br />
<br />
=== Tumblr ===<br />
<br />
[https://norwescon.tumblr.com/ Tumblr]: Was part of the early Norwescon social media outreach. As Tumblr changed ownership and was used less, posts were submitted automatically by a third party service, which eventually folded. Has not been updated in a few years.<br />
<br />
== Interacting ==<br />
<br />
Interacting with people in the comments of Facebook threads and through replies, retweets/boosts, and quote-retweets on Twitter and Mastodon is encouraged when appropriate. Generally, people enjoy knowing that there is a personality behind the often faceless social media account, and that our social media presence is not being used solely as a one-way megaphone, blasting out announcements without paying attention to what others are saying in response or about the convention. A casual, friendly, and humorous (when appropriate) tone is encouraged. Not every mention needs a reply, but there's often no harm in replying when it makes sense to do so.<br />
<br />
Some recent examples:<br />
<br />
* Replying to someone who came to Norwescon in the past and [https://twitter.com/norwescon/status/1549156574676934656 just realized we were still around].<br />
* Quote-retweeting [https://twitter.com/norwescon/status/1521929980950695936 a YouTube review of Norwescon] by an author who tabled in our Dealers' Room at NWC44.<br />
* Quote-retweeting [https://twitter.com/norwescon/status/1521112311234064384 an old photo of Neil Gaiman at Norwescon] posted by a cosplayer also in the photo.<br />
* Replying to someone who was [https://twitter.com/norwescon/status/1519044212846518272 appreciative of our post-con Covid updates].<br />
* Replying to someone who was [https://twitter.com/norwescon/status/1505949720916611076 disappointed that we were on Easter weekend] with a link to an explanation of why we use that date.<br />
<br />
However, care must occasionally be taken when sensitive subjects, criticism of the convention, or accusations are encountered. While it is often tempting to try to defend the convention from any perceived slight, this can often backfire, especially if done too quickly, without all necessary information, or in a way that may inadvertently further exacerbate the situation, even unintentionally. The best general approach when someone is upset is to respond respectfully, acknowledge their complaint, and either ask if we can be of any assistance or, if known and if possible, direct them to an appropriate email address to get assistance. Being defensive, even in situations where we feel we have every right to be, is often the worst approach to take. In particularly troublesome situations, it may be best to not respond immediately, and email a link to the Tweet, Toot (Mastodon post), Facebook post, or Facebook comment to an appropriate department Exec or safety team member to see if they want to either provide a response or handle the matter in some other way.<br />
<br />
== Graphics ==<br />
<br />
Social media posts tend to get more engagement when a graphic is included with each post. Graphics may be provided by department heads submitting items to be posted via the social media outlets, created by a Norwescon graphic designer, or created by the social media team. Historically, nearly all of the graphics have been created by the social media team for a number of reasons (speed of creation by not having to coordinate among multiple people or departments, familiarity with the proper sizes and templates, and the simple reality that the social media manager and the webmaster were the same person, which made keeping graphics consistent between the website and social media posts was extremely simple).<br />
<br />
Each platform has slightly different requirements for image dimensions. Template files for the various platforms are kept in the ''NWC Graphics Drive'' shared Google Drive in [https://affinity.serif.com/en-us/designer/ Affinity Designer] format.<br />
<br />
=== Graphics Drive Organization ===<br />
<br />
The ''NWC Graphics Drive'' is structured as follows:<br />
<br />
* <code>_General Assets</code>: Logos, fonts, maps, and other items not tied to a specific year.<br />
* <code>_Web Promos</code>: Templates used to create the generic banner images posted to the [https://www.norwescon.org/media/posters-and-graphics/ Posters and Graphics page] of the website. Managed and updated by the webmaster.<br />
* <code>NWC45</code>: One folder for each year of the convention. Not every folder listed below will be present for every year, and exact names may vary slightly. Items and folders are added as they are created or as older materials are found and added to the archives.<br />
** <code>General Assets</code>: Images and files that are specific to this year, but may be used in various contexts across different departments.<br />
** <code>Photos</code>: Photos from that year, usually contributed by the photography department.<br />
** <code>Website</code>: Templates and images used for the website.<br />
** <code>Social Media</code>: Templates and images used for social media posts.<br />
<br />
== Scheduling and Cross-Posting ==<br />
<br />
While posts can be created and sent directly within each of the various platforms, it's often easier to use a centralized service to automatically cross-post to multiple platforms at once. We currently use the [https://buffer.com/ Buffer] service to handle this. Buffer allows us to compose posts properly written for each platform, attach an image (identical for all targeted platforms or different for each; generally, Facebook, Mastodon, and Twitter get a 16:9 landscape orientation image while Instagram gets a square variant), and then either send the post to all platforms immediately or schedule the post for a later time and/or date.<br />
<br />
=== General Year-Round Scheduling ===<br />
<br />
If a social media post simply needs to get sent out, but the exact timing isn't critical, Buffer's default "Add to Queue" option will pick a time for the post to go out based on Buffer's algorithms. For many posts, this is fine. If timing is more critical (such as when promoting particular events, when a post may need to go out on a particular day or time of day), the exact date and time to be posted can be specified.<br />
<br />
Generally, at most only a few posts per day should go out. Twitter and Mastodon tend to be more amenable to multiple posts over the course of a day (which comes in handy during the convention), Facebook tends to work best if only three to four posts at most go out on any single day.<br />
<br />
=== During Con Scheduling ===<br />
<br />
Each day of the convention, two to three Facebook posts are published, and many (30+) Twitter posts are published. In contrast to the rest of the year, these posts tend to be text-only, though graphics could be included if they were ready in time. Because most of these posts are text-only, few are sent to Instagram. Our during-con Instagram presence is one area that could definitely be improved.<br />
<br />
NWC45 will be our first convention since creating our Mastodon account. As Buffer supports Mastodon, we could send the same posts there that we plan for Twitter; at the moment, this is the likely plan, though that could change.<br />
<br />
The posts are written ahead of time in the weeks between when the programming schedule is made available internally and the week of the convention. The posts are drafted in a spreadsheet that tracks character counts to make sure all will fit within each platform's specifications. If possible, the drafted posts should be sent to Editing, Programming, and Special Events for review to ensure that each department is satisfied with which events have been highlighted and how descriptions have been edited to fit within the space allotments. Posts are then copied into Buffer during the week before the con so that they automatically publish over the weekend.<br />
<br />
==== Facebook ====<br />
<br />
# Morning post: Some form of good morning message that mentions which areas are open and highlights key panels and events for the day (usually those that involve any of the GOHs).<br />
# Afternoon post: Highlights key evening panels and events.<br />
<br />
==== Twitter and Mastodon ====<br />
<br />
Twitter and Mastodon get at least one post per hour that the convention has active programming. Each hour's post highlights one panel or event (or more if space allows) beginning the next hour (for example, a post scheduled for noon would say something like, "Coming up at 1pm at #nwc45, catch our Writer GOH @FamousAuthor for their Q&A session in Evergreen 2&3!"). After an initial pass is done filling out the on-the-hour posts, a second pass can be done to add more posts for the half hours to highlight more events. Usually two posts each hour (one at the top, and one at the half-hour mark) is enough for what we want to highlight, but there have been instances where posts have gone out at the :20 and :40 minute points, and some that got four posts at the :00, :15, :30, and :45 minute points. This is left up to the discretion of the scheduler and the requests of the Programming and Special Events departments.<br />
<br />
== Social Media Post Writing Guidelines ==<br />
<br />
URLs must always be written out ("find this at <nowiki>https://www.example.com</nowiki>"). None of our most-used social media accounts support embedded links ([https://www.example.com/ blue underlined words]).<br />
<br />
(If you are writing something for the newsletter or a weblog post where embedded links are allowed: If a link is included in the text, the text about/around the link should be descriptive. The Berkely web accessibility site has good information on [https://webaccess.berkeley.edu/ask-pecan/click-here why "click here" should not be used].)<br />
<br />
If the post refers to a NWC-connected individual (particularly former GOHs), it's best to include a mention of why we're mentioning them if space allows. For example, "...#nwc42 Special Guest Nancy Pearl...". If you need to look up when a particular GOH attended, the [https://www.norwescon.org/about/history/ NWC history page] is a good resource.<br />
<br />
If you want to include a "contact" link for Norwescon, linking to the [https://www.norwescon.org/about/contact-info/ Contact Info] page will load with the form set to send to the general-purpose info@ address. To get a link to a specific department, go to the [https://www.norwescon.org/about/contact-info/org-chart/ org chart], right-click on the link for the department you want, and copy that link. This will add extra arguments to the contact URL so that the contact info page loads with the form set to the proper department. For example, <code>https://www.norwescon.org/about/contact-info/?target_dept=Publications</code> will load the page with the contact form already set to send to "Publications".<br />
<br />
=== Hashtags ===<br />
<br />
References to Norwescon should use the proper hashtag (such as #nwc44). References to very early years should still be hashtagged; do not use a leading zero (#nwc3).<br />
<br />
Hashtags should be organically incorporated into the body of the post whenever possible, but should prioritize #readability over hashtagging.<br />
<br />
Multi-word hashtags should ''always'' use #CamelCase for accessibility: Screen readers will try to read #ahashtaglikethis as if it were a single word, but will read #AHashtagLikeThis as four separate words. <br />
<br />
For Twitter and Facebook, adding extra hashtags to the end of a post is acceptable if directly relevant, but can be seen as spammy if overused. Instagram is more accepting of grouped hashtags, with the convention that any hashtags not included in the body of the post should be listed at the end of the post after a line or two of period spacers:<br />
<br />
...and this is the last sentence of my example Instagram post!<br />
.<br />
.<br />
#norwescon #writing #cosplay #SciFi #fantasy #OtherExamples<br />
<br />
=== @ Tags ===<br />
<br />
People and organizations can be @-tagged/mentioned on Twitter, Instagram, and Mastodon if their handles are known.<br />
<br />
Technically it's possible on Facebook as well, but is more likely to go sideways when automated, so we usually don't bother unless entering a post into Facebook by hand instead of using an external bulk scheduling service.<br />
<br />
=== Site-specific Guidelines ===<br />
<br />
==== Twitter ====<br />
<br />
Twitter has a 280 character limit. URLs are shortened to 22 characters. Therefore, main text should be kept to 280 characters if no URL is being included, or 257 characters (22 characters for the URL plus one space for separation) if a URL is being included.<br />
<br />
Up to four images can be included per Tweet. We usually stick with one, but sometimes vary that.<br />
<br />
==== Mastodon ====<br />
<br />
Mastodon has a 500 character limit. URLs are always counted as 23 characters (but are not obscured through a URL shortening service like Twitter's). Main text should be kept to 500 characters if no URL is being included, or 477 with a URL (or, if you're including multiple URLs, just keep dropping 23 characters for each one).<br />
<br />
Up to four images can be included per Toot. We usually stick with one, but sometimes vary that.<br />
<br />
==== Facebook ====<br />
<br />
Facebook has a 5,000 character limit. URLs are attached to the end, and do not impact the character count. <br />
<br />
One link OR one image can be attached. If an image is attached, any links must be included in the body of the post as bare URLs.<br />
<br />
Only one URL can be attached. Other URLs can be included in the body of the post, but will show the bare URL and will not get the fancy generated photo-and-link card at the end of the Facebook post.<br />
<br />
==== Instagram ====<br />
<br />
Instagram has a 2,200 character limit. URLs in Instagram posts are NOT clickable, and as such, are essentially pointless; it's best to just tell people where to go ("our/their website", etc.).<br />
<br />
Instagram posts MUST include an image. Images should be square.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Google_Suite_Administration&diff=712Google Suite Administration2022-07-28T23:44:54Z<p>DJWudi: First major information dump. Not yet complete.</p>
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<div>Norwescon uses [https://workspace.google.com Google Workspace] to manage email and shared drives.<br />
<br />
When we first started using Google Workspace, it was primarily for department-level email aliases, which are managed with Google Groups, and only a few people (usually the Executive team and a few others as deemed necessary) were given their own username@norwescon.org accounts. Over the past couple years, we have been transitioning towards expanding access to Norwescon accounts to more of the Concom.<br />
<br />
Accounts and settings are managed through the [https://admin.google.com Google Workspace Admin page].<br />
<br />
== User Accounts ==<br />
<br />
Current policy is that any Concom member who communicates with non-Norwescon entities for Norwescon business reasons (business matters, communicating with vendors and partners, coordinating donations and partnerships, working with pros, panelists, and performers, and so on) should do so from a Norwescon account instead of their personal account. Other Concom members may be assigned Norwescon accounts at their Exec's discretion. While not required at this time, it is highly recommended for liability reasons.<br />
<br />
=== Adding A User ===<br />
<br />
When adding a user, we must have their name and a personal email to which the initial temporary password and instructions can be sent. From the "Add a user" link on the Admin main screen, enter the user's first and last name, their personal email for the "secondary email", and enter their chosen Norwescon email for the Primary email. Our default pattern is ''firstname.lastname''@norwescon.org, but we allow users to request custom addresses if desired. Once the fields are complete, click "Add New User".<br />
<br />
On the next screen, you will want to use the "Preview and Send" link to have Google send the user an email notifying them of their new account. If you do not do this, you will have to manually send them their initial login credentials; it's easier to let Google handle this. Click "Preview and Send", and then click "Send". They will get an email alerting them of the new account and letting them know that their initial password is temporary and will need to be updated within 48 hours. If they do not meet the 48 hour deadline, you will need to reset their password for them so they can try again.<br />
<br />
At this point the user has an account, and can log in to any of Google's services with their Norwescon login credentials. They now have access to send and receive email from their @norwescon.org address by logging in to [https://mail.google.com Google Mail] with their Norwescon credentials.<br />
<br />
=== Informational Email Templates ===<br />
<br />
Several text templates exist in the NWC Administrator Files shared drive under the "Email Templates" folder. These contain information for the user, and should be sent to the user in the following situations. Simply open the text file, copy the information, paste it into a new email message, update or remove any placeholder text or irrelevant information, and send the email to the user.<br />
<br />
==== new user account.txt ===<br />
<br />
Used when setting up a new user account. Includes basic information on how to log in to email, shared inboxes (if assigned), groups (if assigned), and shared drives (if assigned).<br />
<br />
When sending this template, you should include the "Norwescon Google Accounts Instructions.pdf" file stored at the root level of the NWC Administrator Files drive as an attachment.<br />
<br />
=== Google Account Switching ===<br />
<br />
'''PLEASE NOTE:''' If the user logs into any of Google's services (Mail, Groups, Drive, etc.) and does not see their Norwescon mail, groups, drives, or other expected information, they may be logged in using non-Norwescon credentials. This is common when a user already has a personal Google account (often for Gmail). The user should check the account switcher menu at the very top-right of the Google user interface to verify that they are logged in using the correct credentials.<br />
<br />
== Departmental Google Groups ==<br />
<br />
Department-level email aliases (such as secretary@norwescon.org) are actually Google Groups. This allows multiple people to be assigned to the group, people can be added and removed as necessary, and new group members can review email messages sent to the group even from before they were added. This can be very handy for continuity, as there may be different people assigned to any given position year to year.<br />
<br />
By default, messages sent to a group address will be forwarded along to all members of the group at their email address. They can also log in to [https://groups.google.com/ Google Groups] with their Norwescon credentials to access the group and all of its messages through the Google Groups interface.<br />
<br />
=== User Tracking ===<br />
<br />
We track which users are assigned to which groups using a Google Docs spreadsheet stored in the Executive Team shared drive. If the Secretary is handling Google Workspace administration, no further configuration is needed. If the Secretary designates Google Workspace administration to another Concom member, that member will need to be granted access to the spreadsheet.<br />
<br />
The spreadsheet has one tab for each Exec-level department. Each tab lists the groups managed by that Exec, all members assigned to that group (or members who have been removed from that group, designated by <del>strikethrough formatting</del>), and the date that the group member's status was last updated. Execs should review this spreadsheet when they first step into their position or during the annual summer changeover if they are retaining their position in order to ensure that only authorized Concom members have access to the messaging sent to the groups.<br />
<br />
=== Adding Groups to a New User ===<br />
<br />
When a new user account is created, they will need to be added to any groups they should have access to.<br />
<br />
The quickest way to find any user account is to use the search bar at the top of the Admin interface screen. Simply start typing the user's name or Norwescon email address until they appear in the quick results, then click on their entry to load their information.<br />
<br />
On the User information screen, scroll down to the Groups section and click anywhere within the box. On the next screen, click the floating yellow circle with a + (plus) symbol. In the small window that pops open, choose one or more groups by typing their name until you can choose the necessary group. Multiple groups can be added this way.<br />
<br />
=== Removing a User's Assigned Groups ===<br />
<br />
The Groups section of the User information screen is also handy for removing a user from one or more groups. For instance, if an Exec steps down or if a Concom member steps away and needs to be removed from multiple groups, it's easiest to do this all at once from this screen than to do it individually for every group they were assigned to.<br />
<br />
=== Adding or Removing Existing Users To or From Groups ===<br />
<br />
You can also add users to (or remove them from) Groups through the Group information screen.<br />
<br />
As with users, the quickest way to find any particular group is to use the search bar at the top of the Admin interface screen. Simply start typing the group's name until it appears in the quick results, then click on its entry to load its information.<br />
<br />
On the Groups information screen, click anywhere within the Members section to open the list of assigned members. From this screen, you can click on the "Add members" link to add members. You can add one or more members at a time this way.<br />
<br />
You can remove members individually by hovering over their row in the list of users and clicking the "REMOVE" link that appears, or you can remove multiple members by clicking the checkboxes for those you want to remove and then clicking the "Remove members" link that appears above the list of users.<br />
<br />
Users can be designated as "Member" or "Owner". Most will be added as "Members", the primary person on the alias (department head, Exec, etc.) can be designated the "Owner". This gives them the ability to manage members and adjust other group settings through the main Google Groups user interface.<br />
<br />
== Google Drive ==<br />
<br />
Google Drives can be managed through the Google Admin interface or through the [https://drive.google.com Google Drive] interface.<br />
<br />
We track which users are assigned to which drives using a Google Docs spreadsheet stored in the Executive Team shared drive. If the Secretary is handling Google Workspace administration, no further configuration is needed. If the Secretary designates Google Workspace administration to another Concom member, that member will need to be granted access to the spreadsheet.<br />
<br />
=== User Tracking ===<br />
<br />
We track which users are assigned to which drives using a Google Docs spreadsheet stored in the Executive Team shared drive. If the Secretary is handling Google Workspace administration, no further configuration is needed. If the Secretary designates Google Workspace administration to another Concom member, that member will need to be granted access to the spreadsheet.<br />
<br />
The spreadsheet has one tab for each Exec-level department. Each tab lists the drives managed by that Exec, all members assigned to that drive (or members who have been removed from that drive, designated by <del>strikethrough formatting</del>), and the date that the drive member's status was last updated. Execs should review this spreadsheet when they first step into their position or during the annual summer changeover if they are retaining their position in order to ensure that only authorized Concom members have access to the data stored in the drives.<br />
<br />
=== Within Google Admin ===<br />
<br />
The quickest way to find the Drive management screen is to use the search bar at the top of the Admin interface screen. Simply start typing "Drive" until the "Manage Shared Drives" option appears, then click on that. You can also navigate using the left sidebar to click on Apps > Google Workspace > Drive and Docs.<br />
<br />
The Drive and Docs screen displays a list of all Google Drives created by Norwescon. From this screen, you can manage each drive's settings, adjust which members have access to a drive, or remove a drive (not recommended).<br />
<br />
Norwescon keeps a NWC ConCom Team Drive that is made available to all current ConCom members with current documents (such as bylaws, meeting agendas and minutes, public org charts, and so on). Every new Norwescon user account should be given access to this drive; ConCom members without Norwescon accounts may be added to this drive as well by request.<br />
<br />
There are also a number of drives used by different teams. Access to these drives is given by request of the relevant Exec or Department head and tracked on the spreadsheet mentioned above.<br />
<br />
=== Through Google Drive ===<br />
<br />
The Norwescon Admin account is assigned as a manager of every Google Drive. This ensures that the Admin can manage drive settings and management as needed. This does technically give the Admin access to the data in every drive; we ask that whomever is acting as Admin not abuse this trust and only access drives they would normally have access to in their other duties.<br />
<br />
When logged in to Google Drive with the Norwescon Admin credentials, all organizational drives are visible under the "Shared Drives" option in the left-hand menu. Drive settings and members can be managed by right-clicking on the drive name in the list, or by clicking on the down arrow by the drive name at the top of the interface when the drive is selected. Members can also be managed by clicking on the "Manage Members" link towards the top right of the interface when the drive is selected.<br />
<br />
[[Category:Secretary]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Social_Media&diff=711Social Media2022-07-19T22:42:47Z<p>DJWudi: </p>
<hr />
<div>Norwescon maintains several social media accounts that are used for disseminating information about the convention. While the [[website]] is considered the canonical source of information about the convention, many people will turn to social media (particularly Facebook and Twitter) with questions, so accounts should be regularly monitored and responses provided when appropriate.<br />
<br />
== Primary Accounts ==<br />
<br />
=== Facebook ===<br />
<br />
[https://facebook.com/norwescon/ Facebook Page]: The official Facebook Page for the convention, and the most appropriate place for announcements and posts. Only approved individuals can post to the page.<br />
<br />
[https://facebook.com/groups/norwescon Facebook Group]: The Facebook Group for the convention. This group was originally created as a space for any Norwescon members, fans, or interested parties to connect, and not as an official information outlet. However, as Facebook has moved to prioritizing groups over pages, this has become one of the most used information outlets, and any posts made to the official page should be cross-posted to the group as well. All group members can post, however, posts are moderated to prevent spam or abuse.<br />
<br />
==== Moderation Policy ====<br />
<br />
Broadly, all comments to page or group posts, and all group posts made by members, should abide by Norwescon's [https://www.norwescon.org/con/memberships/policies-and-guidelines/code-of-conduct/ Code of Conduct].<br />
<br />
In order to keep the spirit of the Facebook Group as a space where members can discuss the con and related issues, we have a few guidelines for posts. In brief: posts must be on-topic, and no advertising or promotions are allowed. Posts are moderated only against those guidelines; we allow posts critical of the convention as long as they are presented respectfully and do not directly target individuals. The full guidelines are [https://www.norwescon.org/con/memberships/policies-and-guidelines/code-of-conduct/ pinned within the group].<br />
<br />
=== Twitter ===<br />
<br />
[https://twitter.com/norwescon Twitter]: The official Twitter account for the convention. Primarily used for brief announcements with links to more detailed announcements on the website or other locations as appropriate.<br />
<br />
Twitter should be monitored as frequently as reasonably possible for mentions of the convention. Not every mention needs a reply, but we're free to do so when it seems appropriate. The two easiest ways to monitor Twitter are via the [https://twitter.com/notifications notifications tab] (which will only catch Tweets that specifically mention @norwescon) and by keeping a saved search for "Norwescon" and other related terms. The official hashtag for each year is <code>nwcXX</code>, with the <code>XX</code> updated each year (#nwc44 for Norwescon 44, #nwc45 for Norwescon 45, etc.; the same pattern can be used to reference past or future years, such as #nwc17 or #nwc50). <br />
<br />
The current search string is <code>norwescon OR nwc44 OR nwc45 OR nwc2022 OR nwc2023 OR waypointnwc OR pkdaward OR pkdickaward OR philipkdickaward OR norwestcon</code>. The string gets updated annually. The "OR" boolean designator must be in all caps.<br />
<br />
* <code>norwescon OR nwc44 OR nwc45</code>: catches general mentions, plus the current and prior or upcoming year<br />
* <code>nwc2022 OR nwc2023</code>: catches people who don't know the official tag and make a guess at the "abbreviation plus year" pattern<br />
* <code>waypointnwc</code>: catches mentions of our mid-year "Waypoint" events<br />
* <code>pkdaward OR pkdickaward OR philipkdickaward</code>: catches mentions of the Philip K. Dick award; the "philipkdickaward" tag is the official string we should use when posting about the award<br />
* <code>norwestcon</code>: catches the most common misspelling of our name<br />
<br />
== Secondary Accounts ==<br />
<br />
=== Flickr ===<br />
<br />
[https://flickr.com/photos/norwescon Flickr]: Administration primarily handled by the Lead Photographer. Updates have been sporadic as the Lead Photographer position has changed hands over the past few years.<br />
<br />
=== Instagram ===<br />
<br />
[https://www.instagram.com/norwescon/ Instagram]: Currently the most frequently updated of the secondary social media accounts, though has still been more sporadic than either Facebook or Twitter.<br />
<br />
=== LinkedIn ===<br />
<br />
[https://www.linkedin.com/company/norwescon LinkedIn]: Primarily exists so that volunteers who wish to can add Norwescon as an employer for their LinkedIn profiles. Generally the header graphic should be updated annually, but this was overlooked for NWC44.<br />
<br />
=== Pinterest ===<br />
<br />
[https://www.pinterest.com/norwescon/ Pinterest]: Was requested by a few people with interest in the platform. As the Social Media Manager at the time was not terribly familiar with Pinterest or its conventions, administration of the Pinterest account was delegated to an assistant. Updates have been inconsistent.<br />
<br />
=== Tumblr ===<br />
<br />
[https://norwescon.tumblr.com/ Tumblr]: Was part of the early Norwescon social media outreach. As Tumblr changed ownership and was used less, posts were submitted automatically by a third party service, which eventually folded. Has not been updated in a few years.<br />
<br />
== Interacting ==<br />
<br />
Interacting with people in the comments of Facebook threads and through replies, retweets, and quote-retweets on Twitter is encouraged when appropriate. Generally, people enjoy knowing that there is a personality behind the often faceless social media account, and that the social media presence is not being used solely as a one-way megaphone, blasting out announcements without paying attention to what others are saying in response or about the convention. A casual, friendly, and humorous (when appropriate) tone is encouraged. Not every mention needs a reply, but there's often no harm in replying when it makes sense to do so.<br />
<br />
Some recent examples:<br />
<br />
* Replying to someone who came to Norwescon in the past and [https://twitter.com/norwescon/status/1549156574676934656 just realized we were still around].<br />
* Quote-retweeting [https://twitter.com/norwescon/status/1521929980950695936 a YouTube review of Norwescon] by an author who tabled in our Dealers' Room at NWC44.<br />
* Quote-retweeting [https://twitter.com/norwescon/status/1521112311234064384 an old photo of Neil Gaiman at Norwescon] posted by a cosplayer also in the photo.<br />
* Replying to someone who was [https://twitter.com/norwescon/status/1519044212846518272 appreciative of our post-con Covid updates].<br />
* Replying to someone who was [https://twitter.com/norwescon/status/1505949720916611076 disappointed that we were on Easter weekend] with a link to an explanation of why we use that date.<br />
<br />
However, care must occasionally be taken when sensitive subjects, criticism of the convention, or accusations are encountered. While it is often tempting to try to defend the convention from any perceived slight, this can often backfire, especially if done too quickly, without all necessary information, or in a way that may inadvertently further exacerbate the situation, even unintentionally. The best general approach when someone is upset is to respond respectfully, acknowledge their complaint, and either ask if we can be of any assistance or, if known and if possible, direct them to an appropriate email address to get assistance. Being defensive, even in situations where we feel we have every right to be, is often the worst approach to take. In particularly troublesome situations, it may be best to not respond immediately, and email a link to the Tweet, Facebook post, or Facebook comment to an appropriate department Exec or safety team member to see if they want to either provide a response or handle the matter in some other way.<br />
<br />
== Graphics ==<br />
<br />
Social media posts tend to get more engagement when a graphic is included with each post. Graphics may be provided by department heads submitting items to be posted via the social media outlets, created by a Norwescon graphic designer, or created by the social media team. Historically, nearly all of the graphics have been created by the social media team for a number of reasons (speed of creation by not having to coordinate among multiple people or departments, familiarity with the proper sizes and templates, and the simple reality that the social media manager and the webmaster were the same person, which made keeping graphics consistent between the website and social media posts was extremely simple).<br />
<br />
Each platform has slightly different requirements for image dimensions. Template files for the various platforms are kept in the ''NWC Graphics Drive'' shared Google Drive in [https://affinity.serif.com/en-us/designer/ Affinity Designer] format.<br />
<br />
=== Graphics Drive Organization ===<br />
<br />
The ''NWC Graphics Drive'' is structured as follows:<br />
<br />
* <code>_General Assets</code>: Logos, fonts, maps, and other items not tied to a specific year.<br />
* <code>_Web Promos</code>: Templates used to create the generic banner images posted to the [https://www.norwescon.org/media/posters-and-graphics/ Posters and Graphics page] of the website. Managed and updated by the webmaster.<br />
* <code>NWC45</code>: One folder for each year of the convention. Not every folder listed below will be present for every year, and exact names may vary slightly. Items and folders are added as they are created or as older materials are found and added to the archives.<br />
** <code>General Assets</code>: Images and files that are specific to this year, but may be used in various contexts across different departments.<br />
** <code>Photos</code>: Photos from that year, usually contributed by the photography department.<br />
** <code>Website</code>: Templates and images used for the website.<br />
** <code>Social Media</code>: Templates and images used for social media posts.<br />
<br />
=== Templates and Dimensions ===<br />
<br />
'''TBA'''<br />
<br />
== Scheduling and Cross-Posting ==<br />
<br />
While posts can be created and sent directly within each of the various platforms, it's often easier to use a centralized service to automatically cross-post to multiple platforms at once. We currently use the [https://buffer.com/ Buffer] service to handle this. Buffer allows us to compose posts properly written for each platform, attach an image (identical for all targeted platforms or different for each; generally, Facebook and Twitter get one image while Instagram gets a square variant), and then either send the post to all platforms immediately or schedule the post for a later time and/or date.<br />
<br />
=== General Year-Round Scheduling ===<br />
<br />
If a social media post simply needs to get sent out, but the exact timing isn't critical, Buffer's default "Add to Queue" option will pick a time for the post to go out based on Buffer's algorithms. For many posts, this is fine. If timing is more critical (such as when promoting particular events, when a post may need to go out on a particular day or time of day), the exact date and time to be posted can be specified.<br />
<br />
Generally, at most only a few posts per day should go out. Twitter tends to be more amenable to multiple posts over the course of a day (which comes in handy during the convention), Facebook tends to work best if only three to four posts go out on any single day.<br />
<br />
=== During Con Scheduling ===<br />
<br />
Each day of the convention, two to three Facebook posts are published, and many (30+) Twitter posts are published. (Instagram posts during con have been hit-and-miss.) In contrast to the rest of the year, these posts tend to be text-only, though graphics could be included if they were ready in time.<br />
<br />
The posts are written ahead of time in the weeks between when the programming schedule is made available internally and the week of the convention. The posts are drafted in a spreadsheet that tracks character counts to make sure all will fit within each platform's specifications. If possible, the drafted posts should be sent to Editing, Programming, and Special Events for review to ensure that each department is satisfied with which events have been highlighted and how descriptions have been edited to fit within the space allotments. Posts are then copied into Buffer during the week before the con so that they automatically publish over the weekend.<br />
<br />
==== Facebook ====<br />
<br />
# Morning post: Some form of good morning message that mentions which areas are open and highlights key panels and events for the day (usually those that involve any of the GOHs).<br />
# Afternoon post: Highlights key evening panels and events.<br />
<br />
==== Twitter ====<br />
<br />
Twitter gets at least one post per hour that the convention has active programming. Each hour's post highlights one panel or event (or more if space allows) beginning the next hour (for example, a post scheduled for noon would say something like, "Coming up at 1pm at #nwc45, catch our Writer GOH @FamousAuthor for their Q&A session in Evergreen 2&3!"). After an initial pass is done filling out the on-the-hour posts, a second pass can be done to add more posts for the half hours to highlight more events. Usually two posts each hour (one at the top, and one at the half-hour mark) is enough for what we want to highlight, but there have been instances where posts have gone out at the :20 and :40 minute points, and some that got four posts at the :00, :15, :30, and :45 minute points. This is left up to the discretion of the scheduler and the requests of the Programming and Special Events departments.<br />
<br />
== Social Media Post Writing Guidelines ==<br />
<br />
URLs must always be written out ("find this at <nowiki>https://www.example.com</nowiki>"). None of our most-used social media accounts support embedded links ([https://www.example.com/ blue underlined words]).<br />
<br />
(If you are writing something for the newsletter or a weblog post where embedded links are allowed: If a link is included in the text, the text about/around the link should be descriptive. The Berkely web accessibility site has good information on [https://webaccess.berkeley.edu/ask-pecan/click-here why "click here" should not be used].)<br />
<br />
If the post refers to a NWC-connected individual (particularly former GOHs), it's best to include a mention of why we're mentioning them if space allows. For example, "...#nwc42 Special Guest Nancy Pearl...". If you need to look up when a particular GOH attended, the [https://www.norwescon.org/about/history/ NWC history page] is a good resource.<br />
<br />
If you want to include a "contact" link for Norwescon, linking to the [https://www.norwescon.org/about/contact-info/ Contact Info] page will load with the form set to send to the general-purpose info@ address. To get a link to a specific department, go to the [https://www.norwescon.org/about/contact-info/org-chart/ org chart], right-click on the link for the department you want, and copy that link. This will add extra arguments to the contact URL so that the contact info page loads with the form set to the proper department. For example, <code>https://www.norwescon.org/about/contact-info/?target_dept=Publications</code> will load the page with the contact form already set to send to "Publications".<br />
<br />
=== Hashtags ===<br />
<br />
References to Norwescon should use the proper hashtag (such as #nwc44). References to very early years should still be hashtagged; do not use a leading zero (#nwc3).<br />
<br />
Hashtags should be organically incorporated into the body of the post whenever possible, but should prioritize #readability over hashtagging.<br />
<br />
For Twitter and Facebook, adding extra hashtags to the end of a post is acceptable if directly relevant, but can be seen as spammy if overused. Instagram is more hashtag-spam accepting, with the convention that any hashtags not included in the body of the post should be listed at the end of the post after a line or two of period spacers:<br />
<br />
...and this is the last sentence of my example Instagram post!<br />
.<br />
.<br />
#norwescon #writing #cosplay #scifi #fantasy #otherexamples<br />
<br />
=== @ Tags ===<br />
<br />
People and organizations can be @-tagged/mentioned on Twitter and Instagram (technically it's possible on Facebook as well, but is more likely to go sideways when automated, so we usually don't bother unless entering a post into Facebook by hand instead of using an external bulk scheduling service).<br />
<br />
=== Site-specific Guidelines ===<br />
<br />
==== Twitter ====<br />
<br />
Twitter has a 280 character limit. URLs are shortened to 22 characters. Therefore, main text should be kept to 280 characters if no URL is being included, or 257 characters (22 characters for the ULR plus one space for separation) if a URL is being included.<br />
<br />
==== Facebook ====<br />
<br />
Facebook has a 5,000 character limit. URLs are attached to the end, and do not impact the character count. <br />
<br />
One link OR one image can be attached. If an image is attached, any links must be included in the body of the post as bare URLs.<br />
<br />
Only one URL can be attached. Other URLs can be included in the body of the post, but will show the bare URL and will not get the fancy generated photo-and-link card at the end of the Facebook post.<br />
<br />
==== Instagram ====<br />
<br />
Instagram has a 2,200 character limit. URLs in Instagram posts are NOT clickable, and as such, are essentially pointless; it's best to just tell people where to go ("our/their website", etc.).<br />
<br />
Instagram posts MUST include an image. Images should be square.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Social_Media&diff=710Social Media2022-07-18T22:54:06Z<p>DJWudi: Created page with "Norwescon maintains several social media accounts that are used for disseminating information about the convention. While the website is considered the canonical source of..."</p>
<hr />
<div>Norwescon maintains several social media accounts that are used for disseminating information about the convention. While the [[website]] is considered the canonical source of information about the convention, many people will turn to social media (particularly Facebook and Twitter) with questions, so accounts should be regularly monitored and responses provided when appropriate.<br />
<br />
== Primary Accounts ==<br />
<br />
=== Facebook ===<br />
<br />
[https://facebook.com/norwescon/ Facebook Page]: The official Facebook Page for the convention, and the most appropriate place for announcements and posts. Only approved individuals can post to the page.<br />
<br />
[https://facebook.com/groups/norwescon Facebook Group]: The Facebook Group for the convention. This group was originally created as a space for any Norwescon members, fans, or interested parties to connect, and not as an official information outlet. However, as Facebook has moved to prioritizing groups over pages, this has become one of the most used information outlets, and any posts made to the official page should be cross-posted to the group as well. All group members can post, however, posts are moderated to prevent spam or abuse.<br />
<br />
==== Moderation Policy ====<br />
<br />
Broadly, all comments to page or group posts, and all group posts made by members, should abide by Norwescon's [https://www.norwescon.org/con/memberships/policies-and-guidelines/code-of-conduct/ Code of Conduct].<br />
<br />
In order to keep the spirit of the Facebook Group as a space where members can discuss the con and related issues, we have a few guidelines for posts. In brief: posts must be on-topic, and no advertising or promotions are allowed. Posts are moderated only against those guidelines; we allow posts critical of the convention as long as they are presented respectfully and do not directly target individuals. The full guidelines are [https://www.norwescon.org/con/memberships/policies-and-guidelines/code-of-conduct/ pinned within the group].<br />
<br />
=== Twitter ===<br />
<br />
[https://twitter.com/norwescon Twitter]: The official Twitter account for the convention. Primarily used for brief announcements with links to more detailed announcements on the website or other locations as appropriate.<br />
<br />
Twitter should be monitored as frequently as reasonably possible for mentions of the convention. Not every mention needs a reply, but we're free to do so when it seems appropriate. The two easiest ways to monitor Twitter are via the [https://twitter.com/notifications notifications tab] (which will only catch Tweets that specifically mention @norwescon) and by keeping a saved search for "Norwescon" and other related terms. The official hashtag for each year is <code>nwcXX</code>, with the <code>XX</code> updated each year (#NWC44 for Norwescon 44, #NWC45 for Norwescon 45, etc.; the same pattern can be used to reference past or future years, such as #NWC17 or #NWC50). <br />
<br />
The current search string is <code>norwescon OR nwc44 OR nwc45 OR nwc2022 OR nwc2023 OR waypointnwc OR pkdaward OR pkdickaward OR philipkdickaward OR norwestcon</code>. The string gets updated annually. The "OR" boolean designator must be in all caps.<br />
<br />
* <code>norwescon OR nwc44 OR nwc45</code>: catches general mentions, plus the current and prior or upcoming year<br />
* <code>nwc2022 OR nwc2023</code>: catches people who don't know the official tag and make a guess at the "abbreviation plus year" pattern<br />
* <code>waypointnwc</code>: catches mentions of our mid-year "Waypoint" events<br />
* <code>pkdaward OR pkdickaward OR philipkdickaward</code>: catches mentions of the Philip K. Dick award; the "philipkdickaward" tag is the official string we should use when posting about the award<br />
* <code>norwestcon</code>: catches the most common misspelling of our name</div>DJWudihttps://wiki.norwescon.org/index.php?title=Publications&diff=709Publications2022-07-18T20:47:19Z<p>DJWudi: Added "Social Media" page link, alphabetized list.</p>
<hr />
<div>The Publications director oversees the following areas/responsibilities:<br />
<br />
* [[Daily 'Zine]]<br />
* [[Design]]<br />
* [[Editing]]<br />
* [[Grid]]<br />
* [[Guidebook]]<br />
* [[Photography]]<br />
* [[Social Media]]<br />
* [[Website]]<br />
<br />
<br />
[[Category:Exec Team]] [[Category:Publications]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Bylaws&diff=684Bylaws2022-07-14T21:08:26Z<p>DJWudi: Updated for approved 2022 bylaw changes.</p>
<hr />
<div>== ARTICLE ONE: NAME ==<br />
<br />
The name of this organization shall be Norwescon, a science, science fiction, and fantasy convention.<br />
<br />
== ARTICLE TWO: PURPOSE ==<br />
<br />
To promote science fiction, fantasy, and science through the written word, art, and educational programs, such as the holding of a yearly convention where the public is provided with the opportunity to hear noted writers, scientists, and educators speak on various aspects of the fields of science fiction, fantasy and science and to participate in discussions, displays, and lectures involving these fields.<br />
<br />
Norwescon believes that its mission is to provide to the public the opportunity to be educated on the latest trends in science fiction, fantasy, and science, as science fiction in many cases becomes the science of the future.<br />
The goals of Norwescon are to hold a yearly literary convention with emphasis on its previously stated mission.<br />
<br />
== ARTICLE THREE: OFFICERS ==<br />
<br />
=== Section One: Positions ===<br />
<br />
The Officers of Norwescon shall consist of a Chair, Vice-Chair, Convention Services Director, Business Director, Program Director, Special Events Director, Publications Director, Member Services Director, Personnel Director, Secretary, and Treasurer of the Convention. These Officers shall be known as the Executive Team. All members of the Executive team will have voting rights.<br />
<br />
=== Section Two: Election of Officers ===<br />
<br />
The Chair and Vice-Chair shall be elected by the Convention Committee voting members as defined in Article Five, Section A. This election shall take place every year prior to the first day of June. All candidates shall have held a position on the Convention Committee at some time within the last five (5) years. In cases of a tie in any position, the election for that position shall be decided by coin flip or similar means. If there are no candidates for any one position, the convention shall dissolve. The Chair and Vice-Chair shall then appoint the rest of the Executive Team, who in turn will appoint the Department Heads, who will in turn appoint the Team Leaders and so on. Terms shall be for one (1) year. Appointments to the Executive Team shall be made no later than the first day of July in each year.<br />
<br />
=== Section Three: Quorum ===<br />
<br />
<ol style="list-style-type:upper-alpha"><br />
<li>A quorum for the Executive Team shall consist of seventy-five percent (75%) of its eligible voters. An Executive Team quorum must be present before business is transacted.</li><br />
<li>A quorum for the Convention Committee shall consist of fifty-seven percent (57%) of its voting members as defined in Article Five, Section A. A quorum of the Convention Committee as defined above must be present before votes can be considered official for business purposes as defined in the Bylaws. Votes for other business may be taken by a simple majority of all Convention Committee members present.</li><br />
</ol><br />
<br />
=== Section Four: Duties of Officers ===<br />
<br />
<ol style="list-style-type:upper-alpha"><br />
<li>The Chair shall be responsible for the planning and overall execution of the convention. The Chair shall preside at meetings of the Executive Team and the Convention Committee. The Chair shall present reports regarding the financial health of the convention to the Convention Committee at least twice annually, and at least three months apart.</li><br />
<li>The Vice-Chair shall be responsible for the Site Selection Committee and shall act for the Chair during the Chairâs absence or unavailability.</li><br />
<li>The Convention Services Director shall be responsible for the on-site operation of the convention during the convention. The Convention Services Director shall chair the Operations Committee.</li><br />
<li><p>The Business Directorâs responsibilities shall include, but not be limited to, preparation of each Norwescon budget, generating budget status reports and distributing them to the Department Heads at regularly scheduled Convention Committee Meetings, preparing all business, legal, tax, and insurance matters, reviewing and concurring with all contracts prior to execution, preparing financial records and an annual financial report to be published in the post-convention publication each year, and overseeing the Treasurer in the performance of their duties. The Business Director shall chair the Budget Committee. The Business Director shall appoint either the Treasurer or Assistant Business Director as acting Business Director in their temporary absence.</p><br />
<p>In the event that the Business Director does not concur with a contract, appeal may be made to the Executive Team by an Executive Team member acting alone, or as an advocate for one or more convention committee members or other affected third party. The Business Director may be overridden by a sixty-seven percent (67%) vote of the Executive Team.</p></li><br />
<li>The Program Director shall be responsible for the planning and execution of the Norwescon program including, but not limited to, inviting guests and allocating programming space. The Program Director shall chair the Programming Committee.</li><br />
<li>The Special Events Director shall be responsible for the execution of certain large events as assigned by the Chair and Vice Chair.</li><br />
<li>The Publications Director shall be responsible for all publications issued by the convention including, but not limited to, flyers, progress reports, pocket programs, and program books.</li><br />
<li>The Member Services Directorâs responsibilities shall include, but not be limited to, registration of members of the convention, maintaining a list of members, preparing membership reports for the Executive Team, and all static member services taking place at the convention.</li><br />
<li>The Personnel Directorâs responsibilities shall include, but not be limited to, operation of the Volunteer office, maintaining records of members that volunteer, and arranging social events for those members. The Personnel Director shall, in concert with the various Department Heads, maintain job descriptions of the various committee positions, communicate open committee positions as widely as possible, help recruit for those positions, and provide information concerning training opportunities for Committee members. The Personnel Director shall also act as a mediator in personnel disputes.</li><br />
<li>The Secretaryâs responsibilities shall include, but not be limited to, taking notes at all Executive Team and Convention Committee meetings, preparing the notes for distribution as directed by the Executive Team, sending out meeting notices in a timely manner, maintaining the Committee directory and organizational list, and keeping a record of votes taken during all Executive Team and Convention Committee meetings.</li><br />
<li>The Treasurer shall be responsible for the day-to-day accounting business of the Convention, which shall include, but not be limited to, accounts payable and accounts receivable, assisting the Business Director in the preparation of annual tax documents.</li><br />
</ol><br />
<br />
=== Section Five: Terms of Office ===<br />
<br />
No elected Officer and/or Executive Team member may hold more than one (1) Executive Team position simultaneously. All elected officers shall be limited to four (4) consecutive years or part thereof in any one (1) office.<br />
<br />
=== Section Six: Duties of the Executive Team ===<br />
<br />
<ol style="list-style-type:upper-alpha"><br />
<li>The Executive Team of the outgoing convention will oversee the election of Officers for the new convention.</li><br />
<li>The Executive Team must meet at least monthly except for the months of June, July and August.</li><br />
<li>All policy decisions made by the Executive Team shall be disseminated to the Convention Committee as soon as practicable.</li><br />
</ol><br />
<br />
=== Section Seven: Removal/Replacement of Executive Team/Convention Committee Members ===<br />
<br />
<ol style="list-style-type:upper-alpha"><br />
<li>Any Executive Team member may be removed from their position by a sixty-seven percent (67%) vote of the Convention Committee voting members as defined in Article Five, Section A at a regular or special meeting of the Committee. Notice of and reason for such proposed removal must be given by a Convention Committee Member to the Executive Team and to the person intended to be removed at least one (1) week prior to the meeting at which the question shall be voted on. A reasonable attempt shall be made to schedule said meeting at a time and place when the person intended to be removed can attend. Cause for such removal may include, but not be limited to, financial malfeasance, deliberate abrogation of the bylaws, flagrant disregard of members safety, dereliction of duty (which may include, but not be limited to, neglect of job responsibilities), and other major infractions.</li><br />
<li>Any vacancy on the Executive Team or Convention Committee occurring by reason of death, resignation, or removal shall be filled per Article Three, Section Two. Such an appointee shall serve during the unexpired term of the person whose position became vacant.</li><br />
</ol><br />
<br />
=== Section Eight: Conducting Meetings ===<br />
<br />
In the absence of the Chair, the Vice-Chair shall serve as Meeting Coordinator. In the absence of both Chair and Vice-Chair, the Convention Services Director shall serve as Meeting Coordinator. If all of the above are absent, the meeting shall be postponed and/or rescheduled.<br />
<br />
== ARTICLE FOUR: COMMITTEES ==<br />
<br />
Committees shall meet on the call of the Chair or chair of the committee. The committees of Norwescon shall be:<br />
<br />
<ol style="list-style-type:upper-alpha"><br />
<li>Convention Committee. This committee shall consist of all persons who qualify for a staff membership and have a Convention Committee Registration Form completed, confirmed by the appropriate Executive Team member, and on file with the Secretary.</li><br />
<li>Site Selection Committee. This committee shall consist of at least the Vice-Chair, who shall chair this committee, the Convention Services Director, Program Director, and Hotel Liaison. This committee shall be responsible for the selection of the site for each convention.</li><br />
<li>Programming Committee. This committee shall consist of the Program Director, who shall chair this committee, and the Programming Department Heads.</li><br />
<li>Operations Committee. This committee shall consist of the Convention Services Director, who shall chair this committee, and the Convention Services Department Heads.</li><br />
<li>Budget Committee. This committee shall consist of at least the Business Director, who shall chair this committee, the Chair, and Treasurer.</li><br />
<li>Guest of Honor Selection Committee. The voting members of this committee shall consist of the Program Director, the Chair, the Vice-Chair, who shall chair this committee, the Special Events Director, and two representatives elected by the Convention Committee concurrently with the election of Officers. These two representatives shall not be Officers of the Convention as defined in Article Three, Section One. This committee may, from time to time, invite non-voting consultants to participate.</li><br />
<li>Any other temporary committees required and appointed by the Executive Team and/or the Chair of Norwescon.</li><br />
</ol><br />
<br />
== ARTICLE FIVE: VOTING PRIVILEGES ==<br />
<br />
<ol style="list-style-type:upper-alpha"><br />
<li>All Convention Committee members as defined in Article Four, Section A, who have opted to be voting members are eligible to vote in business matters which include but are not limited to election of officers, removal of Executive Team members, and bylaw changes.</li><br />
<li>All Convention Committee members as defined by Article Four, Section A who have opted not to participate in business matters are eligible to participate in popular general votes as determined by the Chair and/or Executive Team with the specific exception of election of Officers, removal of Executive Team members and bylaw changes.</li><br />
<li>Voting shall be one (1) person, one (1) vote. No proxies allowed.</li><br />
<li>Votes may be taken in person, by mail, and/or by electronic transmission.</li><br />
</ol><br />
<br />
== ARTICLE SIX: POLICIES ==<br />
<br />
The Chair shall, with the assistance of the Executive Team, collect and maintain a set of all established convention policies. These policies shall be available to all Convention Committee members at all Convention Committee meetings. All applicable policies that pertain to Convention attendees shall be available to said attendees during the convention. The Chair shall ensure that a copy of all policies is presented to the Officers of the succeeding convention. All policies of the previous convention shall remain in effect until modified.<br />
<br />
== ARTICLE SEVEN: AMENDMENTS ==<br />
<br />
Amendments to these bylaws shall be submitted in writing to the Convention Committee voting members as defined in Article Five, Section A. Upon a majority vote, amendments shall be approved, and then registered with the Secretary of State if required by law.<br />
<br />
== ARTICLE EIGHT: LEGAL AND FISCAL AUTHORITY ==<br />
<br />
=== Section One: Contract Signing ===<br />
<br />
All Executive Team Members and their duly authorized designees must be able to legally sign contracts in the State of Washington. Only Executive Team members and their duly authorized designees have the authority, subject to Article Three, Section Four D, to sign contracts on behalf of the convention.<br />
<br />
=== Section Two: Bondability ===<br />
<br />
All signatories to any Norwescon bank account, as designated by the Executive Team, must be able to be bonded in the State of Washington.<br />
<br />
=== Section Three: Indemnification and Liability ===<br />
<br />
It is the intent of Norwescon to indemnify its directors, officers, agents, and employees to the fullest extent permitted by the Washington Nonprofit Corporation Act as now or hereafter amended. Directors, officers, agents, and employees acting in their official capacities will be indemnified against all liability arising from any proceeding if they acted in good faith and reasonably believed their conduct was in the best interest of Norwescon. Directors, officers, agents, and employees acting outside their official capacities will be indemnified against all liability arising from any proceeding if they acted in good faith and reasonably believed their conduct was not opposed to the best interest of Norwescon.<br />
<br />
Directors, officers, agents, and employees will be indemnified for liability arising from a criminal proceeding if they had no reasonable cause to believe their conduct was unlawful.<br />
<br />
Norwescon will not indemnify directors, officers, agents, or employees for any liability arising from any action brought against them by, or in the right of, Norwescon, nor will Norwescon indemnify directors, officers, agents, or employees for any liability arising from any proceeding in which they are found to have received an improper personal benefit from Norwescon.<br />
<br />
=== Section Four: Limitations on Activities ===<br />
<br />
No substantial part of the activities of this corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation [except as otherwise provided by Section 501(h) of the Internal Revenue Code], and this corporation shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of, or in opposition to, any candidate for public office.<br />
<br />
Notwithstanding any other provisions of these Bylaws, this corporation shall not carry on any activities not permitted to be carried on (a) by a corporation exempt from federal income tax under Section 501(c)(3) of the internal Revenue Code, or (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.<br />
<br />
=== Section Five: Prohibition Against Private Inurement ===<br />
<br />
No part of the net earnings of this corporation shall inure to the benefit of, or be distributed to, its members, directors or trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes of this corporation.<br />
<br />
=== Section Six: Cash Reserve ===<br />
<br />
It is the intent of Norwescon to carry a prudent cash reserve of three years' operating expenses. Operating expenses are defined as the normal expenses needed to run the convention as well as reasonable capital expenses. When Norwescon reaches that limit, any excess cash shall be distributed to other charitable organizations according to the policies and procedures of Norwescon.<br />
<br />
== ARTICLE NINE: DISSOLUTION ==<br />
<br />
An intentional dissolution of Norwescon must be approved by a seventy-five percent (75%) vote of the entire Convention Committee as defined in Article Four A, consisting of at least thirty (30) filled positions.<br />
<br />
== ARTICLE TEN: LIQUIDATION AND DISTRIBUTION OF ASSETS ==<br />
<br />
Upon dissolution of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this corporation shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or shall be distributed to the federal government, or to a state of local government, for a public purpose. Such distribution shall be made in accordance with all applicable provisions of the laws of this state.<br />
<br />
== ARTICLE ELEVEN: MAINTENANCE OF RECORDS ==<br />
<br />
The Executive Team, under the guidance of the statutes of the State of Washington and the Federal Government of the United States of America, shall oversee the maintenance and storage of fiscal and legal records for the period of time required by law. These records will be produced within a reasonable time at a site agreed upon by the Executive Team for inspection by any Convention Committee member of more than three (3) months standing, or a representative of more than five percent (5%) of the membership of the current convention.<br />
<br />
----<br />
<br />
Adopted by vote of the Norwescon Executive Team on (N/A).<br />
<br />
Adopted by vote of the Norwescon Convention Committee on Saturday, April 21st, 2022.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Organizational_Documentation&diff=683Organizational Documentation2022-06-28T22:19:59Z<p>DJWudi: Updating with process changes for NWC43 and NWC44.</p>
<hr />
<div>== Meeting Documentation ==<br />
<br />
=== Agendas ===<br />
<br />
The Secretary should send a request for agenda items to the Exec Team two weeks before the meeting. The agenda can be finalized via email or (as was done for NWC44) during a pre-meeting Zoom conference among the Execs.<br />
<br />
Once finalized, the agenda is sent to the webmaster to be posted to the [http://www.norwescon.org/get-involved/concom/ ConCom Staff Updates page] of the website. Once the webmaster has confirmed that the agenda has posted, the Secretary posts an announcement to the [http://groups.google.com/groups/norwescon-concom norwescon-concom Google Group mailing list] either as a standalone post or as a response to the previously posted meeting announcement.<br />
<br />
=== Minutes ===<br />
<br />
The Secretary is responsible for recording minutes of discussions at the monthly ConCom meetings and any Exec-only meetings that may be called during the planning months or at the convention itself.<br />
<br />
One or more assistants may also take notes at meetings for which they are present to ensure nothing is missed. Assistants' notes should be provided to the Secretary as soon as possible following the meeting for review and inclusion into the draft minutes.<br />
<br />
Following each meeting, the first draft of the minutes should be sent to the Exec team for review and corrections. One week after draft distribution, the final version of the agenda is sent to the Exec team for an approval vote (see the Policies and Procedures manual for details on the approval process).<br />
<br />
Once approved, the minutes are sent to the webmaster to be added to the [http://www.norwescon.org/get-involved/concom/ ConCom Staff Updates page] of the website. Once the webmaster has confirmed that the minutes have been posted, the Secretary should announce availability in the [http://groups.google.com/groups/norwescon-concom norwescon-concom Google Group mailing list], either as a standalone post or as a response to the appropriate meeting announcement message.<br />
<br />
Minutes may be taken in whatever manner works best for the Secretary or their assistant. In the past, Microsoft Word and Microsoft Excel templates have been used. A Microsoft Word template file is stored in the Secretary team shared Google Drive.<br />
<br />
=== Sign-In Sheets ===<br />
<br />
Prior to Norwescon 43, each meeting had a physical sign-in sheet to track attending volunteers. The sign-in sheet collected the volunteer's name, whether or not they were new to the ConCom, and (optionally, for new volunteers or updated addresses) email address.<br />
<br />
Following the meeting, the sign-in sheet was scanned and archived in the Secretary's files. Archiving was for potential future reference if there is a need to track volunteer hours through ConCom meeting attendance (some grants may require this information).<br />
<br />
When meetings moved online for NWC43 and NWC44, no sign-in records were collected. The Secretary should discuss whether sign-in sheets should still be collected for NWC45 and onward, keeping in mind that hybrid meetings will make collecting online attendees' information difficult.<br />
<br />
==== norwescon-concom Google Group Updates ====<br />
<br />
New volunteers are added to the [https://groups.google.com/group/norwescon-concom norwescon-concom Google Group mailing list].<br />
<br />
# Click on "Manage Members".<br />
# Click on "Direct Add Members".<br />
# Enter a comma separated list of all email addresses to add.<br />
# Enter the welcome message.<br />
# Set subscription options to "All Email".<br />
# Click "Add".<br />
<br />
The Secretary may also keep a record of when addresses are added to the mailing list. This is currently being done with a text file with one line for each group of additions noted by date, plus the current version of the welcome message. Each line of the text file looks something like this:<br />
<br />
:11/4: (address1)@gmail.com, (address2)@hotmail.com, (address3)@yahoo.com, etc.<br />
<br />
===== Welcome Message =====<br />
<br />
As of November 2019, the current welcome message being sent was:<br />
<br />
<blockquote><br />
Welcome to the Norwescon ConCom mailing list! This is a limited membership mailing list for communication among concom members; you have been added because you have signed in at a ConCom meeting or registered as staff for Norwescon 43 (hooray!). You can view this mailing list and update your subscription preferences on the web at https://groups.google.com/group/norwescon-concom (there are also links in the footer of any message you receive from this list).<br />
<br />
A full list of NWC43 planning meetings and supporting documents, including meeting agendas and minutes, can be found on the Staff Information page of our website: http://www.norwescon.org/get-involved/concom/.<br />
<br />
Thanks for being a part of the Norwescon ConCom!<br />
<br />
â Michael Hanscom, NWC43 Secretary<br />
</blockquote><br />
<br />
== Onions and Roses ==<br />
<br />
"Onions and Roses" is Norwescon's general term for feedback to the convention: "onions" are feedback for items or areas that can be improved, "roses" are feedback for items or areas that went well. Feedback is accepted year-round either through the [https://www.norwescon.org/about/contact-info/ general contact form] or the [https://www.norwescon.org/about/contact-info/norwescon-feedback/ convention feedback form], but is primarily collected at the convention and in the days and weeks immediately following the convention. An annual post-convention summary report is generated in time for distribution to the Exec Team at or before the annual Exec Team Retreat that formally starts the next year's convention planning.<br />
<br />
The Secretary may hire an Onions and Roses volunteer to perform all related duties.<br />
<br />
=== At-Convention Feedback ===<br />
<br />
==== Comment Cards ====<br />
<br />
During the convention, feedback comment cards should be made available on tables throughout the convention space, at the convention Info Desk in the hotel lobby, and in the convention office. The Onions and Roses volunteer should make arrangements with the Info Desk manager and the convention office manager to ensure that any comment cards left at these locations are collected by or delivered to the Onions and Roses volunteer by the post-convention meeting. Any blank comment cards should be retrieved from the hotel convention space when the convention closes and either recycled or retained to be reused the following year, if appropriate.<br />
<br />
For Norwescon 42, a short survey was added to the comment cards and was also posted to the Norwescon website allowing members to rank their satisfaction with various areas of the convention on a four-point scale (poor, fair, good, and excellent). This data was incorporated into the final Onions and Roses report.<br />
<br />
The most recent version of the comment card (updated before NWC43 was postponed and moved online) is saved in the Secretary team shared Google Drive under \nwc43\Onion and Roses\.<br />
<br />
==== Onions and Roses Panel ====<br />
<br />
There is an Onions and Roses panel held on the final day of the convention, traditionally as the last panel of the weekend, immediately following the Closing Ceremonies. The panel allows members to directly communicate their feedback to the convention's Exec Team. Panel participants generally include the Chair, Programming, Member Services, Convention Services, and Special Events department heads, with the Secretary or the Onions and Roses volunteer taking notes on any comments made; other Execs are welcome and encouraged to attend as well.<br />
<br />
=== Post-Convention and Year-Round Feedback ===<br />
<br />
Feedback may be sent at any time to the onionsandroses@norwescon.org email address either directly or by using the [https://www.norwescon.org/about/contact-info/ general contact form] or the [https://www.norwescon.org/about/contact-info/norwescon-feedback/ convention feedback form]. Email to this address is monitored by the Chair, Secretary, and any designated Onions and Roses volunteer for collection and, when deemed necessary, can be forwarded to the appropriate Exec for further review and potential action.<br />
<br />
Feedback may also be received via various social media methods, including in the [http://groups.google.com/groups/norwescon norwescon] and [http://groups.google.com/groups/norwescon-concom norwescon-concom] Google Groups, on Twitter (ideally using the hashtags #nwconion and #nwcrose for easy discoverability), on Facebook via posts in the [http://www.facebook.com/groups/norwescon Norwescon group], comments to posts in the group or on the [http://www.facebook.com/norwescon Norwescon page] or messages sent via Facebook Messenger, or other such channels. Feedback can also be extracted from blog posts about the convention, if any are found that contain relevant commentary.<br />
<br />
=== Collection ===<br />
<br />
The current method for collecting feedback is a spreadsheet document. The spreadsheet has one tab for each feedback source (O&R Panel, Post-Con Meeting, Comment Cards, Email, Social Media, and Other). The following table is a sample of the data collected under the Social Media tab; the other tabs have similar tables, omitting the "Source" and "URL" fields. The sample data displayed is not actual submitted feedback and is only for illustrative purposes.<br />
<br />
{| class="wikitable"<br />
|-<br />
! Department !! Area !! Type !! Statement !! Source !! URL<br />
|-<br />
| Programming || Panels || Rose || The costuming panel was great. Really enjoyed the hands-on samples! #nwcrose || Twitter || http://example.com/sample/comment1<br />
|-<br />
| Special Events || Dances || Onion || The DJ never played my request. They should get better music! || Facebook || http://example.com/sample/comment2<br />
|-<br />
| Member Services || Art Show || Rose || The GOH artwork this year was incredible! I bought three prints for my home. I hope they can come back! || Blog || http://example.com/sample/comment3<br />
|}<br />
<br />
Collecting and storing feedback in this manner allows for easy sorting of data by department, area, and type of feedback for data analysis and final distribution in the Onions and Roses report.<br />
<br />
=== Reporting ===<br />
<br />
After at least one month following the convention, but with enough lead time to allow completion of the final report before the Exec Team Retreat, the Onions and Roses volunteer should deem collection for the current year finished. Any feedback received past this point should be considered suggestions for the next year, unless it applies directly to specific events or incidents at the most recent convention. Received feedback is then reviewed, sorted and categorized by Exec and department, and final reports generated for the Exec Team and the ConCom. The final report should include a summary of any trends or areas of interest seen during review of the data along with a presentation of all feedback received. Personally identifying information and feedback with potentially sensitive information should be stripped from any reports made available to the ConCom; the Exec Team should receive an unredacted report that includes such information.<br />
<br />
The ConCom version of the [http://www.norwescon.org/documents/nwc_42/NWC42_onions_and_roses.pdf Norwescon 42 Onions and Roses report] (2.8MB .pdf) may be used as an example.<br />
<br />
== Bylaws ==<br />
<br />
The Secretary is responsible for updating the bylaws document when changes to the bylaws are approved. The bylaws original document is a Word .doc file kept by the Secretary. When changes are made, a .pdf copy is generated and posted to the [http://www.norwescon.org/get-involved/concom/ ConCom Staff Updates page] of the website.<br />
<br />
The [[bylaws]] are also available on this Wiki.<br />
<br />
== Policies and Procedures Manual ==<br />
<br />
The Secretary is responsible for updating the Policies and Procedures document when changes are approved. The original document is a Word .doc file kept by the Secretary. When changes are made, a .pdf copy is generated and posted to the [http://www.norwescon.org/get-involved/concom/ ConCom Staff Updates page] and the [http://www.norwescon.org/con/memberships/policies-and-guidelines/ Policies and Guidelines page] of the website.<br />
<br />
Updates to the document are made through collaboration with the full Exec team. Each Exec is responsible for reviewing their department's section of the document and suggesting edits. Once all Execs have reviewed their sections, an Exec Team vote is held to approve the full document.<br />
<br />
In the most recent review process, the Word document was brought into Google Docs for easier collaboration and change tracking. The final document was exported back into Word .doc format for final formatting and to ensure proper table of contents generation.<br />
<br />
== Wiki ==<br />
<br />
This Wiki is a new project, begun in November of 2019, in order to create a centralized space for storing procedural documentation for all the various departments within the ConCom. Ideally, this will (eventually) have all "this is how we do it" documentation, and the existing Policies and Procedures document will be focused as a Policies document.<br />
<br />
For more details, see the [[wiki.norwescon.org]] page.<br />
<br />
[[Category: Secretary]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Safety_Department_Forms&diff=575Safety Department Forms2022-03-16T23:41:43Z<p>DJWudi: /* Pre-Event Forms */</p>
<hr />
<div>== Pre-Event Forms ==<br />
* Safety Team Member Form<br />
* Staff Parking Request Form<br />
* [https://forms.gle/YFGmJeKaENvaA3d88 This is a test]<br />
<br />
== External Forms ==<br />
* Radio Equipment Change Request<br />
<br />
== Internal Forms ==<br />
* Harassment and HR Incident Report<br />
* Harassment and HR Statement & Follow-Up Report<br />
* Incident Report Form<br />
* Statement & Follow-Up Report<br />
=== Office Forms ===<br />
* Property Tracking Log</div>DJWudihttps://wiki.norwescon.org/index.php?title=Safety_Department_Forms&diff=574Safety Department Forms2022-03-16T23:41:01Z<p>DJWudi: /* Pre-Event Forms */</p>
<hr />
<div>== Pre-Event Forms ==<br />
* Safety Team Member Form<br />
* Staff Parking Request Form<br />
* [https://forms.gle/examplelink This is a test]<br />
<br />
== External Forms ==<br />
* Radio Equipment Change Request<br />
<br />
== Internal Forms ==<br />
* Harassment and HR Incident Report<br />
* Harassment and HR Statement & Follow-Up Report<br />
* Incident Report Form<br />
* Statement & Follow-Up Report<br />
=== Office Forms ===<br />
* Property Tracking Log</div>DJWudihttps://wiki.norwescon.org/index.php?title=MediaWiki:Spam-whitelist&diff=573MediaWiki:Spam-whitelist2022-03-16T23:40:18Z<p>DJWudi: Created page with " #<!-- leave this line exactly as it is --> <pre> # External URLs matching this list will *not* be blocked even if they would # have been blocked by blacklist entries. # # Syn..."</p>
<hr />
<div> #<!-- leave this line exactly as it is --> <pre><br />
# External URLs matching this list will *not* be blocked even if they would<br />
# have been blocked by blacklist entries.<br />
#<br />
# Syntax is as follows:<br />
# * Everything from a "#" character to the end of the line is a comment<br />
# * Every non-blank line is a regex fragment which will only match hosts inside URLs<br />
<br />
#</pre> <!-- leave this line exactly as it is --><br />
<br />
forms\.gle</div>DJWudihttps://wiki.norwescon.org/index.php?title=Policies_and_Procedures&diff=569Policies and Procedures2021-12-09T22:00:27Z<p>DJWudi: </p>
<hr />
<div>The most recent revision of our Policies and Procedures is v15.1, adopted by Exec vote on March 19, 2021.<br />
<br />
The current version of our Policies and Procedures is available as a .pdf download from [http://www.norwescon.org/con/memberships/policies-and-guidelines/ the Norwescon website].</div>DJWudihttps://wiki.norwescon.org/index.php?title=Main_Page&diff=568Main Page2021-09-20T21:57:51Z<p>DJWudi: Moved the NWC43 help/faq info to the bottom of the page, as it doesn't need to be front-and-center anymore.</p>
<hr />
<div>Welcome to the '''Norwescon Documentation Wiki'''!<br />
<br />
This space is a repository for documenting the internal processes and procedures for the various departments within the Norwescon Convention Committee (ConCom). These are in addition to those available on the [http://www.norwescon.org/con/memberships/policies-and-guidelines/ Policies and Guidelines page] of the main Norwescon website.<br />
<br />
Though this is a publicly viewable wiki, editing privileges are restricted to ConCom members. If you are a current ConCom member and would like to contribute to this wiki, please email wiki@norwescon.org to request access. Due to its public nature, no confidential or privileged information should be recorded here.<br />
<br />
== Organization ==<br />
<br />
Norwescon is an all-volunteer organization. The overall structure is as follows:<br />
<br />
# The [[:Category:Exec_Team|Executive Team]]: An eleven-member board leading the ConCom.<br />
# The Convention Committee (ConCom): Around 250 volunteers who put in time throughout the year and at the convention to plan, organize, set up, run, and break down the convention each year.<br />
# Volunteers: Members who volunteer at the convention itself to assist over the course of the convention weekend.<br />
# Members: Everyone who has paid for or been awarded a membership, regardless of whether they volunteer for or attend the convention.<br />
<br />
=== Executive Team ===<br />
<br />
For more information on each position and the departments each Exec oversees, click on through to the appropriate pages. (As this wiki was started in late October 2019, most pages are still under development. Content will be added as we have time.)<br />
<br />
* [[Chair]]<br />
* [[Vice-Chair]]<br />
* [[Secretary]]<br />
* [[Business]]<br />
* [[Treasurer]]<br />
* [[Convention Services]]<br />
* [[Member Services]]<br />
* [[Personnel]]<br />
* [[Programming]]<br />
* [[Publications]]<br />
* [[Special Events]]<br />
<br />
== Bylaws and Policies and Procedures ==<br />
<br />
The [[Bylaws]] and the [[Policies and Procedures]] are the primary rules and guidelines for Norwescon. No documentation on this wiki should be seen to supersede that contained in these documents.<br />
<br />
== Google Drive and G Suite ==<br />
<br />
Norwescon primarily uses G Suite for communication and collaboration purposes. All Staff are able to join the NWC ConCom G Drive. To be invited to the drive, please email either secretary@norwescon.org or NWCAdmin@norwescon.org with the email you would like to be subscribed to the Drive. You may use a non-Norwescon G suite account/email to access this drive. '''However,''' it must be an email that is at least associated with a Google account. You can find out more about how to do that [https://support.google.com/accounts/answer/27441] here. <br />
<br />
Norwescon Staff are also eligible to receive Norwescon G Suite user accounts. This account includes a Norwescon email and access to the Norwescon G Suite including Team Drives for various departments. To facilitate knowledge transfer between years, we highly encourage all Staff to use the Norwescon G Suite. Experience with other conventions shows that if you unexpectedly need to step back, having all the records in the convention account makes handing things off much easier. You'll also be creating a living document of the experience for the future. Since we use the Google Non-Profits version of G Suite, Google is not tracking your every move.<br />
<br />
== Norwescon 43 Help & FAQ ==<br />
<br />
As Norwescon 43 (2021) was an all virtual convention, many of our processes and systems were adjusted for both staff and the attending membership to account for the shift. Norwescon 43 specific help pages are available from the '''''[[Help (NWC43)|Norwescon 43 Help]]''''' landing page. <br />
<br />
Or, go directly to the '''''[[FAQ (NWC43)|Norwescon 43 FAQ]]'''''.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Helpdesk_Screenshots,_Norwescon_43&diff=497Helpdesk Screenshots, Norwescon 432021-03-30T15:17:17Z<p>DJWudi: DJWudi moved page Helpdesk Screenshots, Norwescon 43 to Helpdesk Screenshots (NWC43): Renaming for clarity and consistency</p>
<hr />
<div>#REDIRECT [[Helpdesk Screenshots (NWC43)]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Helpdesk_Screenshots_(NWC43)&diff=496Helpdesk Screenshots (NWC43)2021-03-30T15:17:16Z<p>DJWudi: DJWudi moved page Helpdesk Screenshots, Norwescon 43 to Helpdesk Screenshots (NWC43): Renaming for clarity and consistency</p>
<hr />
<div>== Recommended Monitor/Screen setups == <br />
=== Single Monitor Setup ===<br />
[[File:1 Monitor@1.png|frameless]]<br />
=== Dual Monitor Setup ===<br />
[[File:2 monitor@1.png|frameless]]<br />
=== 3 Monitors ===<br />
[[File:3 monitor@1.png|frameless]]<br />
<br />
[[Category: Norwescon 43]] [[Category: helpdesk]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_(NWC43)&diff=495Help (NWC43)2021-03-30T15:16:18Z<p>DJWudi: /* Staff/Volunteer Topics */</p>
<hr />
<div>== Airmeet's Knowledge Base ==<br />
The platform we are using to host Norwescon 43 is called Airmeet. Most answers can be found at Airmeet's wonderful knowledge base. You can find it at '''https://help.airmeet.com/hc'''.<br />
<br />
<br />
== Norwescon's Knowledge Base ==<br />
=== FAQ ===<br />
<big>Please check out our '''[[FAQ (NWC43)|FAQ]]''' page for answers to most questions</big><br />
=== Attendee Topics ===<br />
* [[Closed Captioning in Airmeet]]<br />
* [[Airmeet Attendee Guide]]<br />
* [[Guidebook Tips]]<br />
<br />
=== Panelist Topics ===<br />
=== Club/Vendor/Artist Topics ===<br />
<br />
=== Staff/Volunteer Topics ===<br />
* [[Discord Staff Server]]<br />
* [[Discord Tips & Tricks]]<br />
* [[Help Desk Workflows (NWC43)|Help Desk Workflows]]<br />
* [[Help Desk - Common Problems]]<br />
* [[Airmeet Session Host Checkoff List|Airmeet Session Host Checkoff List]]<br />
* [[Airmeet Session Host Guide]]<br />
* [[Airmeet Session Host List for Special Events]]<br />
<br />
*[[How To Be an Airmeet Game Host]]<br />
<br />
== Still need help or cannot find what you are looking for? ==<br />
If you still need help you can contact Norwescon's Help Desk staff at<br><br><br />
[https://norwescon.org/help Real Time Chat (fastest response during convention hours)]<br><br />
Phone: (253) 235-9296 (voicemail/text only)<br><br />
Email: helpdesk@norwescon.org (best for questions before the convention)<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_(NWC43)&diff=494Help (NWC43)2021-03-30T15:15:36Z<p>DJWudi: /* Staff/Volunteer Topics */</p>
<hr />
<div>== Airmeet's Knowledge Base ==<br />
The platform we are using to host Norwescon 43 is called Airmeet. Most answers can be found at Airmeet's wonderful knowledge base. You can find it at '''https://help.airmeet.com/hc'''.<br />
<br />
<br />
== Norwescon's Knowledge Base ==<br />
=== FAQ ===<br />
<big>Please check out our '''[[FAQ (NWC43)|FAQ]]''' page for answers to most questions</big><br />
=== Attendee Topics ===<br />
* [[Closed Captioning in Airmeet]]<br />
* [[Airmeet Attendee Guide]]<br />
* [[Guidebook Tips]]<br />
<br />
=== Panelist Topics ===<br />
=== Club/Vendor/Artist Topics ===<br />
<br />
=== Staff/Volunteer Topics ===<br />
* [[Discord Staff Server]]<br />
* [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]]<br />
* [[Help Desk Workflows (NWC43)|Help Desk Workflows]]<br />
* [[Help Desk - Common Problems]]<br />
* [[Airmeet Session Host Checkoff List|Airmeet Session Host Checkoff List]]<br />
* [[Airmeet Session Host Guide]]<br />
* [[Airmeet Session Host List for Special Events]]<br />
<br />
*[[How To Be an Airmeet Game Host]]<br />
<br />
== Still need help or cannot find what you are looking for? ==<br />
If you still need help you can contact Norwescon's Help Desk staff at<br><br><br />
[https://norwescon.org/help Real Time Chat (fastest response during convention hours)]<br><br />
Phone: (253) 235-9296 (voicemail/text only)<br><br />
Email: helpdesk@norwescon.org (best for questions before the convention)<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_Desk_Workflows,_Norwescon_43&diff=493Help Desk Workflows, Norwescon 432021-03-30T15:14:52Z<p>DJWudi: DJWudi moved page Help Desk Workflows, Norwescon 43 to Help Desk Workflows (NWC43): Reaming for clarity and consistency</p>
<hr />
<div>#REDIRECT [[Help Desk Workflows (NWC43)]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_Desk_Workflows_(NWC43)&diff=492Help Desk Workflows (NWC43)2021-03-30T15:14:52Z<p>DJWudi: DJWudi moved page Help Desk Workflows, Norwescon 43 to Help Desk Workflows (NWC43): Reaming for clarity and consistency</p>
<hr />
<div>!DRAFT!<br />
== Start of your shift ==<br />
=== Check List ===<br />
* in Chrome open the following tabs: wiki.norwescon.org and helpdesk@norwescon.org inbox<br />
* Log into Discord and ensure that your notifications for the staff server are set to '@mentions' and audible alerts are turned on<br />
* Verify that the channels #staff-helpdesk, #public-helpdesk, #helpdesk-private are unmuted<br />
* Log into Airmeet and go to the Arena and join the Help Desk Table<br />
* In the #helpdesk Discord channel put "@everyone [your name] @[your team] on-duty, anything I should know" or the like. Please keep it professional and to the point. <br />
NOTE: see the list below for your @[your team]<br />
<br />
== Request Workflows == <br />
# Prioritize the incoming request (see below)<br />
# Whenever possible, first try to send the person a link to the related webpage/wiki/knowledge base/FAQ that has their answer. '''IF they say that they are looking at the page/FAQ and are still lost, please offer to walk them through it. <br />
# Check our '''[[Help (NWC43)|Norwescon 43 Help]]''' Wiki Page and [[FAQ (NWC43)|FAQ]] for instructions, if applicable/relevant <br />
# Check Airmeet's '''[https://help.airmeet.com/hc Knowledge Base]''', if applicable/relevant<br />
# Try looking up their issue on Google<br />
# IF after a reasonable attempt you are not able to address their issue please escalate their request (see section below regarding escalating).<br />
<br />
== Incoming requests ==<br />
After completing next request please use the filters below to choose the next request/person to help.<br />
Priority order for incoming requests:<br />
==== Source ====<br />
# #staff-helpdesk Discord channel<br />
# #public-helpdesk Discord Channel<br />
# helpdesk@norwescon.org<br />
'''NOTE: please finish the one you are working on before moving on the next. Please also do not stress over the number that may or may not be in the cue. The overall goal is customer service first, helping get sessions started and then everything else.'''<br />
<br />
==== Type ====<br />
# Questions form Hosts that are holding up a session/panel/event<br />
# Questions from Hosts that are holding up a backstage/pre-session<br />
# Questions from Leadership (Executive, Stage Management Lead/2nd, our Productions Team Lead/2nd, other Help Desk Staff)<br />
# Questions about registration and/or accessing air meet. <br />
# Questions about other items<br />
'''NOTE: When choosing within the same listed item above (in either the source and/or type) that are the same level/tier, please use time received to break ties'''<br />
<br />
=== Shared Inbox (helpdesk@norwescon.org) ===<br />
==== Emails ====<br />
Open each incoming Email mail in the inbox email and process as follows<br />
# Determine nature of request IF you are going to handle it directly, tag with 'Help Desk" and respond with templet bellow<br />
# IF you are not going to handle refer them to another help desk team (see referring to another team) or an external team<br />
<br />
===== External =====<br />
<br />
===== Email Templets =====<br />
'''Referrals'''<br><br />
[Name],<br />
<br>Thank you for contacting the Help Desk! I have referred your question to our [team name] who are better equipped to help you with your question. <br />
<br>-[Your First name]<br />
<br><br />
<br>Help Desk Team<br />
<br>Norwescon 43 | norwescon.org/help | helpdesk@norwescon.org<br />
===== Sending Link/Reference =====<br />
<br />
==== Voicemails ====<br />
==== Text Messages ====<br />
If you get a text in the in box mention Kyle in discord.<br />
<br />
=== Discord ===<br />
Start with any requests in the #staff-help first.<br />
<br />
<br />
==== #staff-help ====<br />
==== #webpage-help ====<br />
<br />
== How to escalate a ticket ==<br />
=== Requests within Discord ===<br />
Simply click 'reply' to the persons request/issue and thank the them and say 'that you are escalating their request to our tier 2 help desk team @[team]" (see lists of teams below) <br />
=== Requests from other sources ===<br />
Depending on the team you are sending please see the list below.<br />
<br />
==== Tier 2 Teams ====<br />
Tier 1 Help Desk representatives please forward any issue that you cannot resolve to the team that looks to be the most relevant to the reporting party's request/issue.<br />
===== Tier 2 - Registration (@reg) =====<br />
* Forward any questions/issues to this team that involve registration '''and/or''' anyone who is having issues logging into Airmeet<br />
* IF request came in via email forward the email to registration@norwescon.org '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@reg just forwarded an email to you at registration@norwescon.org'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@reg'<br />
===== Tier 2 - Airmeet (@airmeet) =====<br />
Any questions that comes about airmeet '''after''' they have successfully made it into the airmeet platform ''' and ''' after you have checked both our [[Norwescon 43 Help|Knowledge Base]] & [https://help.airmeet.com/hc Airmeets Knowledge Base]<br />
* IF request came in via email add the label 'Airmeet - Tier 2' and mark 'unread' '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@airmeet there is a new email from [name in the to line of the email] for you'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@airmeet'<br />
===== Tier 2 - Conduct/Security (@security) =====<br />
Forward any report of misconduct and/or violation of any of our policies including our code of conduct to this team.<br />
* IF request came in via email forward the email to security@norwescon.org '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@security just forwarded an email to you from [name in the to line of the email]'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@reg'<br />
===== Tier 2 - Discord (@admin) =====<br />
If there is any staff member that is having issues with the Discord Server to this team that you cannot resolve '''and''' after you have checked the [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]].<br />
==== Tier 3 Teams ====<br />
For the Tier 2 Teams representatives please forward any issue that you cannot resolve to the team that looks to be the most relevant to the reporting party's request/issue.<br />
===== Tier 3 - Convention Master (@CM) =====<br />
This is a dedicated support team for both our Registration Team and Conduct/Security Team who need help with Convention Master, please do not forward any issues to this team unless you are part of either our Tier 2 Registration and/or our Tier 2 Conduct/Security Team<br />
===== Tier 3 - Airmeet (@airmeet-tier3) =====<br />
These are the Event Mangers and Organizers for our Airmeet platform, please forward any issues that the Tier 2 Airmeet team cannot resolve AND/OR any request to change/update information in the air meet platform.<br />
<br>'''Any change to information must be authorized by the Executive (or designee) of the responsible Department'''<br />
<br />
[[Category: Norwescon 43]] [[Category: helpdesk]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_(NWC43)&diff=491Help (NWC43)2021-03-30T15:10:44Z<p>DJWudi: /* Staff/Volunteer Topics */</p>
<hr />
<div>== Airmeet's Knowledge Base ==<br />
The platform we are using to host Norwescon 43 is called Airmeet. Most answers can be found at Airmeet's wonderful knowledge base. You can find it at '''https://help.airmeet.com/hc'''.<br />
<br />
<br />
== Norwescon's Knowledge Base ==<br />
=== FAQ ===<br />
<big>Please check out our '''[[FAQ (NWC43)|FAQ]]''' page for answers to most questions</big><br />
=== Attendee Topics ===<br />
* [[Closed Captioning in Airmeet]]<br />
* [[Airmeet Attendee Guide]]<br />
* [[Guidebook Tips]]<br />
<br />
=== Panelist Topics ===<br />
=== Club/Vendor/Artist Topics ===<br />
<br />
=== Staff/Volunteer Topics ===<br />
* [[Discord Staff Server]]<br />
* [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]]<br />
* [[Norwescon 43 Help Desk Workflows|Help Desk Workflows]]<br />
* [[Help Desk - Common Problems]]<br />
* [[Airmeet Session Host Checkoff List|Airmeet Session Host Checkoff List]]<br />
*[[Airmeet Session Host Guide]]<br />
* [[Airmeet Session Host List for Special Events]]<br />
<br />
*[[How To Be an Airmeet Game Host]]<br />
<br />
== Still need help or cannot find what you are looking for? ==<br />
If you still need help you can contact Norwescon's Help Desk staff at<br><br><br />
[https://norwescon.org/help Real Time Chat (fastest response during convention hours)]<br><br />
Phone: (253) 235-9296 (voicemail/text only)<br><br />
Email: helpdesk@norwescon.org (best for questions before the convention)<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Discord,_Staff_Norwescon_43%27s&diff=490Discord, Staff Norwescon 43's2021-03-30T15:10:05Z<p>DJWudi: DJWudi moved page Discord, Staff Norwescon 43's to Discord Staff Server: Renaming for clarity</p>
<hr />
<div>#REDIRECT [[Discord Staff Server]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=NWC_43_Discord_Staff_Server&diff=489NWC 43 Discord Staff Server2021-03-30T15:10:05Z<p>DJWudi: DJWudi moved page Discord, Staff Norwescon 43's to Discord Staff Server: Renaming for clarity</p>
<hr />
<div>== Quick Start Guide ==<br />
# If you do not have a discord account go to [http://Discord.com Discord.com] and signup for an account<br />
# You will need to get the join link from your Exec and/or Supervisor<br />
# Go to the "#staff-new-to-server" channel and post your name (as it is shown on the Concom Org Chart) and your role/title(s)<br />
<big>Recommend also checking our out the #start-here-discord-tips-and-tricks channel</big><br />
<br />
==Adding a Server==<br />
<br />
*Once you have the invite link to the Norwescon 43 Server, you can click the link and go through the prompts as the app launches. OR, you can do the following. <br />
*# Open Discord and log into your account<br />
*# Click the plus icon in the left sidebar of the app. It is green and towards the bottom. (Exact location dependent on how many servers you have joined.) <br />
*# Select "Join a Server"<br />
*# Paste in the invite link and hit "join"<br />
<br />
== Advanced Setup Recommendations ==<br />
=== Apps ===<br />
It is highly recommended to download and use the app version of discord both on your computer and smart device(s). These platforms are much more stable then the web version of the platform. '''https://discord.com/download''' <br />
=== Voice Channels ===<br />
The best way to think of the voice channels are the same as the radios we use at the hotel, but on steroids. This is where you can hear someone talk to you (and get your attention). Plus, you can also share your screen and/or video while you talk.<br><br />
why is this so important you ask, as we can do this in Airmeet? Because for example, if you are having issue with something in Airmeet you can stay in your session AND share your screen with the Help Desk person (or your team's leadership) without leaving the session/table/etc. <br />
=== Notifications ===<br />
Notifications settings are one of the powerful functions of Discord and used right can change the experience from an annoying one to a very useful and gratifying experience.<br />
Notifications are set at two levels, you can set them at the '''server''' level and the system uses this as a '''default''' for other channels. Unless you set the second level which is '''individual''' level, you can override the server level notifications setting for a given channel. <br><br />
<big>NOTE: If you do not customize your notifications settings the amount of chatter on the server will likely overwhelm you.</big><br />
<br />
==== Recommendations ====<br />
* Set the server level notification settings to '@mention' by clicking on the 'áŻ' in the top bar next to the server name then click on 'Notification Settings'<br />
[[File:Discord-Notifications-Server-Settings.PNG|thumb|right|Discord Server Menu]]<br />
* Then for the channels listed below (if you are on that team/have that role) I would recommend setting them to 'All Messages'<br><br />
[[File:Discord-Notifications-Settings.PNG|thumb|right|Channel Setting Menu]]<br />
<br />
<big>Channels recommended for 'All Messages'</big><br><br />
For all staff<br />
* #staff-announcements<br />
For Execs & Core Team<br />
* #leadership<br />
* Your teams chat channel(s)<br />
For On-Duty Tier 1 Help Desk Staff<br />
* #webpage-help<br />
* #staff-help<br />
* #helpdesk<br />
For Discord Admins<br />
* #leadership<br />
* #staff-new-to-server<br />
<br />
==== There are 3 different settings for notifications ====<br />
{| class="wikitable"<br />
|-<br />
! Function !! Description<br />
|-<br />
| Use Server Default || Use whatever the Server level setting you have set<br />
|-<br />
| All Messages || Every message you will get a notification for <br />
|-<br />
| Only @mentions || Only messages that have a mention of you and/or a role that you have been assigned to you will get notifications for<br />
|-<br />
| Nothing || You will not get '''any''' 'notifications' for this sever/channel<br />
|}<br />
<br />
== How to get help on the discord server ==<br />
One of the two main advantages to having access to the Staff Discord is having access to priority support from our help desk team. <br />
=== I am a host ===<br />
==== I have a technical question about Airmeet ====<br />
Go the the chatroom #staff-help and use '@airmeet' followed by your question<br />
==== I have a non-technical question ====<br />
Go to the chatroom #stage-managment and use '@sm-help' followed by your question<br />
=== I am not a host ===<br />
==== I have a technical question about Airmeet ====<br />
Go the the chatroom #staff-help and use '@helpdesk' followed by your question<br />
==== I have a non-technical question ====<br />
Go to the chatroom for your team and ask your question<br><br />
If you do not have a chatroom for your team, you can ask in the #staff chatroom<br />
== Cannot find what you are looking for? ==<br />
You can:<br />
* Check out our '''[[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]] Page'''<br />
* Ask in the '''#staff-help''' channel on the discord server<br />
* Visit the Norwescon Help Page on our website: '''https://norwescon.org/help'''<br />
== Channels ==<br />
=== Chat Channels ===<br />
==== Public Channels ====<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #public-help || This channel is on norwescon.org/help for the public to be able to contact our help desk team || Help Desk, Convention Services || Everyone<br />
|-<br />
| start-here-discord-tips-and-tricks || New staff post here to request roles/privileges on the server || Help Desk, Convention Services || Everyone (read-only), Admin, Airmeet-Admin<br />
|-<br />
| #staff-new-to-server || New staff post here to request roles/privileges on the server || Help Desk, Convention Services || Everyone<br />
|}<br />
==== Leadership, Organizers and Admins ====<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #exec-leadership-private || For Execs to talk with each other and our the Core Team || Help Desk, Convention Services || Exec Team and Airmeet Core Team<br />
|-<br />
| #airmeet-core-team-private || Tactical Conversation Channel for the Airmeet Core Team (CS Leadership) to talk about issues related to the Airmeet Platform, use #airmeet-orgianizers to talk about future and or issues with things || Help Desk, Convention Services || Airemeet Core Team<br />
|-<br />
| #airmeet-orgianizers-private || This channel is a tactical conversation channel for all the Airmeet 'Orginzers' (aka admins) to talk about future changes to the backend of the platform and/or issue with what they are trying to us || Keith Jewel, Platform Manager, Convention Services || Airmeet Event Managers/Organizers<br />
|-<br />
| #airmeet-edits-log-private || Track change log for tracking changes to our Norwescon 43 event. NOTE: this is not for conversations about a change, just a log of what we changed. || Keith Jewel, Platform Manager, Convention Services || Airmeet Event Managers/Organizers<br />
|-<br />
| #discord-edits-log-private || Track change log for tracking changes to our Staff Discord Server. NOTE: this is not for conversations about a change, just a log of what we changed. || Kyle Hall, IT & Safety Manager, Convention Services || Discord Admins<br />
|-<br />
| #dtrack-changes-private || This a tactical channel for the members of the 'track changes' team to talk about changes being made via the trackchanges@norwescon.org workflow.... || Programing Exec || Track Changes, Airmeet-Admin, Admin<br />
|-<br />
|}<br />
<br />
==== All Staff Channels ==== <br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #staff-announcements || To share announcements to all staff during the event. || Kyle Hall, IT & Safety Manager, Convention Services || Airmeet Admins, Leadership, All Staff (read-only)<br />
|-<br />
| #all-staff || This is the chat channel for any conversation that does not fit in another channel and/or with people who do not have the between two people who do not have the same channel(s) || Help Desk, Convention Services || All Staff<br />
|-<br />
| #chatter || This chat channel is for random conversations that are not official 'work' conversations || n/a || All Staff<br />
|-<br />
| #staff-help || Use this channel to contact the Help Desk Team. || Help Desk, Convention Services || All Staff<br />
|-<br />
|}<br />
==== Staff Team Channels ==== <br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #helpdesk-private || Tactical Channel for our help desk team to talk to one and another || Help Desk, Convention Services || Help Desk Staff (all teams)<br />
|-<br />
| #security-private|| Tactical Channel for our security team to talk about things not for general eyes || Security, Convention Services || Tier 2 Help Desk - Conduct/Security<br />
|-<br />
| #stage-Management-private|| Home of our Stage Management team where our hosts hangout and get their assignments || Bernie, Programing || Stage Management Team <br />
|-<br />
| #productions-special-events-private || Tactical chat room for our Productions Team to talk || Special Events || Special Event Staff<br />
|-<br />
| #games-special-events-private || Tactical chat room for our Gaming Team to talk || Special Events || Special Event Staff, Game Hosts<br />
|-<br />
| #faq-and-wiki-dev || Used to talk about our needs for our FAQ and Wiki || Special Events || All Staff<br />
|-<br />
|}<br />
<br />
=== Voice "Radio" Channels ===<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| chatter || random conversation channel for our staff || Special Events || All Staff<br />
|-<br />
| helpdesk || tactical channel for our helpdesk team to talk/share things and work through things with staff who need help || Help Desk, Convention Services || All Staff<br />
|-<br />
| exec-leadership-private || For Execs to talk with each other and our the Core Team || Help Desk, Convention Services || Exec Team & Airmeet Core Team<br />
|-<br />
| stage-management-private || Tactical channel for our stage management team || Programing || Stage Management Team<br />
|-<br />
| productions-special-events-private || Tactical channel for our production team || Special Events || Special Events Staff<br />
|-<br />
| games-special-events-private || Tactical channel for our gamming team || Special Events || Special Event Staff<br />
|-<br />
| Core Team-private || Tactical channel for our Core Team to || Convention Services || Airmeet Core Team<br />
|}<br />
<br />
== Roles ==<br />
{| class="wikitable"<br />
|-<br />
! Role !! Description <br />
|-<br />
| Admin || Discord Admin role (those who manage the backend of the platform)<br />
|-<br />
| Leadership || This is a private is assigned to Norwescon's Exec Team + Airmeet Core Team<br />
|-<br />
| Helpdesk || Tier 1 Help Desk Team<br />
|-<br />
| Security || Tier 2 Help Desk Security Team<br />
|-<br />
| Moderator || Gives the user the ability add and manage people on the server<br />
|-<br />
| Staff || Assigned to all staff on the server<br />
|-<br />
| Reg || Tier 2 Help Desk Reg team<br />
|-<br />
| Airmeet || Tier 2 Help Desk Airmeet Team<br />
|-<br />
| CM || Tier 3 Help Desk Convention Master Team<br />
|-<br />
| Stage Management || Programming's Stage Management Team (including Hosts) <br />
|-<br />
| Airmeet-Tier 3 || Tier 3 Help Desk Airmeet Team<br />
|-<br />
| Special Events || Our Special Events Team<br />
|-<br />
| sm-help || Our Stage Malmanagement Leadership Team & Direct Help for the Host Team<br />
|-<br />
| Airmeet-Admin || Everyone who is an 'Organizer' (aka admin) for our Airmeet Platform <br />
|}<br />
<br />
[[Category: Norwescon 43]] [[Category: Discord]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Airmeet_Session_Host_Guide&diff=488Airmeet Session Host Guide2021-03-30T15:06:42Z<p>DJWudi: </p>
<hr />
<div>This document is meant to be a Desk Guide. If you need just a quick reminder of what to do, go to [[ Airmeet Session Host Checkoff List]]. You can also return to the [[Help (NWC43)|main Norwescon 43 Help page]].<br />
<br />
==General Reminders==<br />
'''''If you have misplaced the log-in for the Airmeet, do not try to go to the main Airmeet page to log-in. Instead, use this link to find the place to log-in. https://www.airmeet.com/e/75b97190-74cc-11eb-880f-c3e5b66a28ed''''' <br />
<br />
* Log into Discord 30 minutes before your shift. You will need to go to Discord #Stage Management to receive your Hosting login for your sessions, you received a link to the Discord server in your confirmation email. Once you receive your login and if you are currently in Airmeet, you will need to log out and login using the Host credentials. <br />
<br />
*Remember to check that the previous host has logged out before you attempt to log-in. There can be only one. <br />
<br />
* As a Host, you can flag inappropriate comments, images, chats, etc. Being familiar with the Code of Conduct will help you ID that. Click the link to read Norwesconâs Code of Conduct, if you havenât already: https://www.norwescon.org/con/memberships/policies-and-guidelines/code-of-conduct/<br />
<br />
* After logging in and before the session starts, invite the Moderator and Panelists to the stage. To find out who these people should be, find the panel description in Airmeet. You will then go to the people tab, mouse over their picture, click on the 3 dots, and invite them to the stage. <br />
<br />
* You can have up to 10 people on the stage at any time.<br />
<br />
* To bring audience members to the stage during the panel, you will need them to raise their hand and keep it raised while they are on stage.<br />
<br />
==Bringing to Stage==<br />
<br />
* When you first bring the Panelists and Moderator to the stage, they will be brought into the Back stage area. All conversations there are private and are not shared with the Attendees (audience),<br />
<br />
* To invite people to the stage, click on their profile image.<br />
<br />
'''NOTE:''' The next few screens are actual sessions. They are being used to show you, the Host how to invite Panelists to the stage.<br />
<br />
*You can see details about people by hovering over them.<br />
<br />
To invite people to the stage, the Host or the co-Host will click on their profile image.<br />
<br />
[[File:Session InviteSpeaker2Stage.png]]<br />
<br />
You get a menu to invite them to the stage or block them.<br />
<br />
[[File:Session_InviteToStageOrBlockUser.png]]<br />
<br />
After clicking invite to stage, the Host sees the message Awaiting a response. <br />
<br />
[[File:Session_AwaitingSpeakerResponse.png]]<br />
<br />
* This is what the speaker sees when they are invited to the stage. <br />
* They have to click the '''Accept Invite button''' to be brought up to the stage.<br />
<br />
[[File:Session_InvitedSpeakerView.png]]<br />
<br />
The below image is what Panelists and the Moderator will see in the lower left corner of the screen when they are first brought into the session.<br />
<br />
[[File:Notice_YouAreAtTheBackstage.png]]<br />
<br />
==Making Someone a Co-Host==<br />
<br />
*To make someone a co-host, hover over their name, click the 3 dots, and click on make co-host. <br />
<br />
* Once you have made someone a co-Host, they will get the following message.<br />
<br />
[[File:Session_Co-HostComfirmation.png]]<br />
<br />
== Pinning Speakers to Spotlight Them==<br />
<br />
* To highlight a particular speaker, you can pin speakers to the stage. This works best with 4 our fewer pins.<br />
<br />
* Hover over a speaker to pin them to the session.<br />
* You will see the following image. Click on the pin icon. <br />
* The speaker will now be pinned. <br />
<br />
[[File:Session_PinSpeaker.png]]<br />
<br />
==Hiding Yourself (Hosts & Co-hosts only)==<br />
<br />
* Just before the session starts, the Host will hide themselves.<br />
* Click the eye icon to do this.<br />
* When the prompt appears, confirm that you want to hide yourself. <br />
<br />
[[File:Session_HideYourself.png]]<br />
<br />
==Speaker and Host Views==<br />
<br />
As a Host and during a session, this is the view you have. <br />
* '''NOTE:''' Live tag to the bottom left of the screen and the Rec tag is in red, which means the session is being recorded.<br />
* On the ribbon above, note that you can Take a Break to pause the session. This puts everyone on stage into the Back stage if you or they need to speak privately.<br />
* On the same ribbon is the End session button. You will click this when the session is over. You will get a warning message if you truly want to end the session. Once ended, it canât be restarted.<br />
<br />
[[File:Session_HostViewWhenHidden.png]]<br />
<br />
<br />
* As a speaker, this is the view you see before a session.<br />
<br />
[[File:Session_SpeakerView.png]]<br />
<br />
<br />
* Once you are invited to the stage and before the session starts, you will get the above message. Click the x in the corner to close it<br />
<br />
[[File:Session_BackstageModal.png]]<br />
<br />
==Screen Sharing==<br />
<br />
*To start a screen share, hit the screen share button, which is this button. [[File:Menu_UpArrowInRectangle-ShareScreen.png]] <br />
* Once you've done so, you'll see something like this: <br />
<br />
[[File:Backstage_ScreenSharingExample.png]] <br />
<br />
<br />
* To make the shared screen large, click the arrow box in the upper right corner of the shared screen. It looks like: [[File:Menu_4ArrowsPointingOut-ShowFullScreen.png]] <br />
* Your shared screen should now look like: <br />
<br />
[[File:Session_FullScreenScreenshare.png]] <br />
<br />
The speakers can be minimized to see the whole shared image by clicking the underline in the upper left corner of the speaker video strip.<br />
Use [[File:Menu_2ArrowsPointingTogether-ExitFullscreen.png]] icon to exit the full screen mode. Itâs in the upper right corner.<br />
<br />
==Session Start==<br />
<br />
* The host will click the Start Session button in the upper ribbon.<br />
* Everyone gets a 10-second warning that it will be starting. The yellow task bar gives you a countdown to when it will start.<br />
<br />
[[File:Session_StartingCountdown.png]]<br />
<br />
* Continue waiting until you see confirmation that everyone is connected (no messages in bottom left of screen).<br />
<br />
[[File:Session_Live.png]]<br />
<br />
==Tools in Session==<br />
<br />
* This is what the screen looks like when there is a video to be played during session. Note the video button on the far right in the feed boxes. <br />
<br />
[[File:Session_HostViewWhenHidden.png]]<br />
<br />
* This is a screen that shows what the Q&A feed looks like. Note the post a question at the bottom. <br />
* You can also see in this screenshot that when something new pops up in the other tabs, you will see a yellow dot. <br />
<br />
[[File:Session_Q&A.png]]<br />
<br />
* The Host can click on any message in Chat or question in Q&A to direct it somewhere else, Report it to Security to review it or Delete it.<br />
Anyone can Report only Hosts and Moderators can do something with the report.<br />
<br />
[[File:Session_InteractingWithQuestions.png]]<br />
<br />
* This shows the report view.<br />
<br />
[[File:Session_ReportView.png]]<br />
<br />
==Moving People On and Off the Stage==<br />
<br />
* Hosts can remove people from the stage. A message will pop up, as seen bellow in the top center, to indicate success.<br />
* Only the host can remove people from the stage<br />
<br />
[[File:Backstage_LeftTheStageModal.png]]<br />
<br />
* To remove from the stage, click on the person and then remove from stage. You will see the below. <br />
<br />
[[File:Session_RemoveAttendeeFromStage.png]]<br />
<br />
==Raised Hands and Bring People on Stage==<br />
<br />
* Attendees can raise their hands and be invited to the stage by "handing mic".<br />
* Hosts can also reject their request.<br />
<br />
[[File:Session_RaisedHand.png]]<br />
<br />
* Once an attendee has been invited to the stage, they will need to turn on their camera and microphone when they arrive on stage. <br />
* The audience member will need to keep their hand raised in order to stay on the stage.<br />
* To send them back to the audience, the host will click remove from stage.<br />
<br />
==Ending Sessions==<br />
<br />
* Sessions end 15 minutes before the hour. I.e. 2:45, not 3:00. <br />
* 5 minutes before the session ends, provide a warning in the chat. <br />
* '''HEADS UP, this session ends in 5 minutes'''<br />
* Do not cut people off mid-word but do interrupt if necessary to end the session on time. <br />
* Click End Session. A warning will pop up, confirm you want to end the session. You'll see the below.<br />
<br />
[[File:Session_EndSessionModal.png]]<br />
<br />
* Panelists and co-hosts will move backstage with you when the session ends. <br />
* Help them find the exit arrow in the top left. <br />
* Exit the session yourself and go to your next session. <br />
<br />
[[File:Session_AttendeeExitSessionArrow.png]]<br />
<br />
After your shift, return to Discord and turn in your login so that the next Host can use them for their shift.<br />
You can then rejoin the Convention using the Norwescon weblink.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Sunday_Events&diff=487Sunday Events2021-03-30T15:06:28Z<p>DJWudi: </p>
<hr />
<div>To return to the main Special Events page, click [[Airmeet Session Host List for Special Events]]. If you need just a quick reminder of what to do in hosting generally, go to [[ Airmeet Session Host Checkoff List]]. You can also return to the [[Help (NWC43)|main Norwescon 43 Help page]].<br />
<br />
*Masquerade Viewing and Debrief<br />
*Fannish Feud<br />
*Alexander James Adams Concert<br />
*Betsy Tinney Concert<br />
*Closing Ceremonies<br />
<br />
==Masquerade Viewing and Debrief==<br />
<br />
* Playing video from the Masquerade session<br />
* You will need to bring people up on stage to participate<br />
* Designate the moderator as a co-host<br />
<br />
==Fannish Feud==<br />
<br />
* This event will have significant audience interaction.<br />
* The moderator will need to be a co-host to hand off the microphone. <br />
* There will be screen-sharing in this session. Pin a reminder in chat about how to enlarge the screen share<br />
<br />
==Alexander James Adams Concert==<br />
* Concerts will be either a live feed of the performer or a pre-recorded video.<br />
* If time remains after the concert, there will be a Q&A. You may need to bring audience members on stage.<br />
* This concert is pre-recorded video. You will need to play the video and hide all panelists while it is playing.<br />
<br />
==Betsy Tinney Concert==<br />
* Concerts will be either a live feed of the performer or a pre-recorded video.<br />
* If time remains after the concert, there will be a Q&A. You may need to bring audience members on stage.<br />
* This concert is pre-recorded video. You will need to play the video and hide all panelists while it is playing.<br />
<br />
==Closing Ceremonies==<br />
* There will be a video montage at the beginning that you will need to play. While playing, hide all panelists from the stage. <br />
* After the video, the GoH's and moderator should remain visible on stage. <br />
* Exec Team members will likely be brought on stage during the event. This will be cued by the moderator. They should raise their hands, and you will then hand them the microphone.<br />
* Discuss with moderator during the backstage time who will monitor the Q&A.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Saturday_Events&diff=486Saturday Events2021-03-30T15:06:20Z<p>DJWudi: </p>
<hr />
<div>To return to the main Special Events page, click [[Airmeet Session Host List for Special Events]]. If you need just a quick reminder of what to do in hosting generally, go to [[ Airmeet Session Host Checkoff List]]. You can also return to the [[Help (NWC43)|main Norwescon 43 Help page]].<br />
<br />
*Blue Rose (RPG)<br />
*Prop Contest, Show and Share<br />
*Single Pattern Contest, Judging and Show and Share<br />
*Gareth the Bard in Concert<br />
*Drag Academy Showcase<br />
*Concert Dance Party<br />
*B-Movie Bingo<br />
<br />
==Blue Rose (RPG)==<br />
* This event will be run mostly likely a panel<br />
* The person running the game will share their screen. Make sure during the backstage time to go over with them how to share their screen. <br />
* There will be minimal audience interaction. <br />
* Monitor chat and Q&A.<br />
<br />
==Prop Contest, Show and Share==<br />
<br />
* This event will have significant audience interaction. You will be pulling people up on stage to show off their stuff.<br />
* If someone has a picture to share, you will need to talk them through screen sharing.<br />
* Pre-submitted pictures will be screen shared by the moderator<br />
* You will also need to pin the active speaker to bring the focus onto the prop. <br />
* Judges will remain on stage the whole time for interaction with prop maker. <br />
<br />
==Single Pattern Contest, Judging & Show and Share==<br />
<br />
* This event will have significant audience interaction. You will be pulling people up on stage to show off their stuff.<br />
* If someone has a picture to share, you will need to talk them through screen sharing.<br />
* Pre-submitted pictures will be screen shared by the moderator<br />
* You will also need to pin the active speaker to bring the focus onto the prop. <br />
* Judges will remain on stage the whole time for interaction with maker. <br />
<br />
==Gareth the Bard in Concert==<br />
* Concerts will be either a live feed of the performer or a pre-recorded video.<br />
* If time remains after the concert, there will be a Q&A. You may need to bring audience members on stage.<br />
* This concert is pre-recorded video. You will need to play the video and hide all panelists while it is playing.<br />
<br />
==Drag Academy Showcase==<br />
* This event will have a lot of video playing interspersed with the moderators talking. It will involve active switching.<br />
* You will need to pin the active presenter during the showcase portion of the event. <br />
* There will also be voice-meter stuff brought in by a moderator. They will need to be a co-host. <br />
* You will need to discuss how to collaborate during the backstage session. <br />
* Hide all panelists on stage when playing videos<br />
<br />
==Concert Dance Party==<br />
<br />
* This event will have some live portions and some pre-recorded videos. There will be active switching. <br />
* You will need to make the moderator a co-host<br />
* You may possibly bring audience up on stage. TBD<br />
<br />
==B-Movie Bingo==<br />
<br />
* This will have a video playing WITH SPEAKERS SHOWING. <br />
* There will be audience interaction<br />
* You will need to make the moderators co-hosts</div>DJWudihttps://wiki.norwescon.org/index.php?title=Friday_Events&diff=485Friday Events2021-03-30T15:06:10Z<p>DJWudi: </p>
<hr />
<div>To return to the main Special Events page, click [[Airmeet Session Host List for Special Events]]. If you need just a quick reminder of what to do in hosting generally, go to [[ Airmeet Session Host Checkoff List]]. You can also return to the [[Help (NWC43)|main Norwescon 43 Help page]].<br />
<br />
*Lady Heather in Concert<br />
*Expanse (RPG)<br />
*Drag Academy Workshop, Part 2<br />
*Megathruster in Concert<br />
*Philip K. Dick Awards<br />
*Oregon Trail Improv Show<br />
*Variety Show<br />
*Burlesque Show<br />
<br />
==Lady Heather in Concert==<br />
* Concerts will be either a live feed of the performer or a pre-recorded video.<br />
* If time remains after the concert, there will be a Q&A. You may need to bring audience members on stage.<br />
* This concert is pre-recorded video. You will need to play the video and hide all panelists while it is playing.<br />
<br />
==Expanse (RPG)==<br />
* This event will be run mostly likely a panel<br />
* The person running the game will share their screen. Make sure during the backstage time to go over with them how to share their screen. <br />
* There will be minimal audience interaction. <br />
* Monitor chat and Q&A.<br />
<br />
==Drag Academy Workshop, Part 2==<br />
* This event will require frequent pinning of panelists. Especially during the presentation parts of the event, we want the focus to be on the speaker. <br />
* Depending on the number of sign-ups, you may be bringing people on and off stage frequently in the more interactive parts. <br />
* Discuss with moderator during backstage time if they want all participants on the stage at the end if possible due to numbers.<br />
<br />
==Megathruster in Concert==<br />
* Concerts will be either a live feed of the performer or a pre-recorded video.<br />
* If time remains after the concert, there will be a Q&A. You may need to bring audience members on stage.<br />
* This concert is pre-recorded video. You will need to play the video and hide all panelists while it is playing.<br />
<br />
==Philip K. Dick Award==<br />
* This event will be pre-recorded video. You will need to hit play and hide all panelists from view while it is playing. <br />
* Moderator will say a few words at the end. Moderator will need to be a co-host.<br />
<br />
==Oregon Trail Improv Show==<br />
* During the backstage time, designate Violet as co-host. She will need the ability to hand off the mic. <br />
* Double-check that all the panelists have been assigned as speakers. <br />
* This event will be mostly panel-like. <br />
* The speakers will be screen-sharing. Pin a reminder in the chat about how to enlarge a screen share. <br />
* Monitor chat<br />
<br />
==Variety Show==<br />
* This event will have a lot of video playing interspersed with the moderators talking. It will involve active switching. <br />
* Hide all panelists on stage when playing videos<br />
* Designate both moderators as co-hosts<br />
* There will be a talk at the end of the show. During this portion, make sure to pin the presenter.<br />
<br />
==Burlesque Show==<br />
* This event will have a lot of video playing interspersed with the moderators talking. It will involve active switching. <br />
* Hide all panelists on stage when playing videos<br />
* Designate both moderators as co-hosts</div>DJWudihttps://wiki.norwescon.org/index.php?title=Thursday_Events&diff=484Thursday Events2021-03-30T15:05:57Z<p>DJWudi: </p>
<hr />
<div>To return to the main Special Events page, click [[Airmeet Session Host List for Special Events]]. If you need just a quick reminder of what to do in hosting generally, go to [[ Airmeet Session Host Checkoff List]]. You can also return to the [[Help (NWC43)|main Norwescon 43 Help page]].<br />
<br />
<br />
*Modern Age (RPG)<br />
*In Memoriam<br />
*Opening Ceremonies<br />
*Drag Academy Workshop, Part 1<br />
*Concert Bloc<br />
<br />
==Modern Age (RPG)==<br />
<br />
* This event will be run mostly likely a panel<br />
* The person running the game will share their screen. Make sure during the backstage time to go over with them how to share their screen. <br />
* There will be minimal audience interaction. <br />
* Monitor chat and Q&A.<br />
<br />
==In Memoriam==<br />
<br />
==Opening Ceremonies==<br />
* There will be a video montage at the beginning that you will need to play. While playing, hide all panelists from the stage. <br />
* After the video, the GoH's and moderator should remain visible on stage. <br />
* Exec Team members will likely be brought on stage during the event. This will be cued by the moderator. They should raise their hands, and you will then hand them the microphone.<br />
* Discuss with moderator during the backstage time who will monitor the Q&A.<br />
<br />
==Drag Academy Workshop, Part 1==<br />
* This event will require frequent pinning of panelists. Especially during the presentation parts of the event, we want the focus to be on the speaker. <br />
* Depending on the number of sign-ups, you may be bringing people on and off stage frequently in the more interactive parts. <br />
* Discuss with moderator during backstage time if they want all participants on the stage at the end if possible due to numbers.<br />
<br />
==Concert Bloc==<br />
<br />
* Concerts will be either a live feed of the performer or a pre-recorded video.<br />
* If time remains after the concert, there will be a Q&A. You may need to bring audience members on stage. <br />
<br />
*Aaron Shay: 2100<br />
**Live feed.<br />
**You will need to pin the performer while performing. <br />
*The Faithful Sidekicks: 2200<br />
**Pre-recorded video. You will need to play the video and hide all panelists while it is playing. <br />
*Sarah Donner: 2300<br />
**Live feed.<br />
**You will need to pin the performer while performing.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Airmeet_Session_Host_List_for_Special_Events&diff=483Airmeet Session Host List for Special Events2021-03-30T15:05:23Z<p>DJWudi: </p>
<hr />
<div>In general, you will follow the same technical steps that are in the [[Airmeet Session Host Checkoff List]], but there are a few additions for the Special Events. You can also return to the [[Help (NWC43)|main Norwescon 43 Help page]].<br />
<br />
'''''If you have misplaced the log-in for the Airmeet, do not try to go to the main Airmeet page to log-in. Instead, use this link to find the place to log-in. https://www.airmeet.com/e/75b97190-74cc-11eb-880f-c3e5b66a28ed''''' <br />
<br />
For all Special Events, you will follow theses steps from the general session host list. <br />
<br />
*Host login<br />
*Tech check<br />
*Monitor<br />
*Ending<br />
<br />
The differences for Special Events include:<br />
<br />
#Co-host<br />
#Playing Videos<br />
#Moving people on and off stage<br />
<br />
==Co-host==<br />
<br />
You '''''will be''''' designating the moderator for the event as a co-host. They will need to be able to pass the microphone. Remind them that you will be the one in charge of deleting comments and pressing start. <br />
<br />
==Playing Videos==<br />
<br />
Almost all of the Special Events rely heavily on pre-recorded content. You will be playing videos. Make sure to familiarize yourself with those tools.<br />
<br />
[[Playing Video Steps]]<br />
<br />
==Moving People on and off stage==<br />
<br />
Many events will require you to move people on and off stage. Remind audience members at the beginning of the panel that to be brought on stage they will need to use the raise hand function and leave their hand raised while they remain on stage. <br />
<br />
==Help==<br />
<br />
We will have both Stage Management and Tech staff online in the Discord chatroom should you need further guidance. For technical Airmeet help go to the #staff-help channel and type @airmeet as part of your request. <br />
<br />
For stage management help, go to the #stage-management channel and type @sm-help as part of your request.<br />
<br />
==Specific Event Links==<br />
Click on the links below to find specific guidance for each event. <br />
<br />
* [[Thursday Events]]<br />
* [[Friday Events]]<br />
* [[Saturday Events]]<br />
* [[Sunday Events]]<br />
<br />
[[Category: Norwescon 43]] [[Category: Airmeet]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_Desk_Workflows_(NWC43)&diff=482Help Desk Workflows (NWC43)2021-03-30T15:04:36Z<p>DJWudi: /* Request Workflows */</p>
<hr />
<div>!DRAFT!<br />
== Start of your shift ==<br />
=== Check List ===<br />
* in Chrome open the following tabs: wiki.norwescon.org and helpdesk@norwescon.org inbox<br />
* Log into Discord and ensure that your notifications for the staff server are set to '@mentions' and audible alerts are turned on<br />
* Verify that the channels #staff-helpdesk, #public-helpdesk, #helpdesk-private are unmuted<br />
* Log into Airmeet and go to the Arena and join the Help Desk Table<br />
* In the #helpdesk Discord channel put "@everyone [your name] @[your team] on-duty, anything I should know" or the like. Please keep it professional and to the point. <br />
NOTE: see the list below for your @[your team]<br />
<br />
== Request Workflows == <br />
# Prioritize the incoming request (see below)<br />
# Whenever possible, first try to send the person a link to the related webpage/wiki/knowledge base/FAQ that has their answer. '''IF they say that they are looking at the page/FAQ and are still lost, please offer to walk them through it. <br />
# Check our '''[[Help (NWC43)|Norwescon 43 Help]]''' Wiki Page and [[FAQ (NWC43)|FAQ]] for instructions, if applicable/relevant <br />
# Check Airmeet's '''[https://help.airmeet.com/hc Knowledge Base]''', if applicable/relevant<br />
# Try looking up their issue on Google<br />
# IF after a reasonable attempt you are not able to address their issue please escalate their request (see section below regarding escalating).<br />
<br />
== Incoming requests ==<br />
After completing next request please use the filters below to choose the next request/person to help.<br />
Priority order for incoming requests:<br />
==== Source ====<br />
# #staff-helpdesk Discord channel<br />
# #public-helpdesk Discord Channel<br />
# helpdesk@norwescon.org<br />
'''NOTE: please finish the one you are working on before moving on the next. Please also do not stress over the number that may or may not be in the cue. The overall goal is customer service first, helping get sessions started and then everything else.'''<br />
<br />
==== Type ====<br />
# Questions form Hosts that are holding up a session/panel/event<br />
# Questions from Hosts that are holding up a backstage/pre-session<br />
# Questions from Leadership (Executive, Stage Management Lead/2nd, our Productions Team Lead/2nd, other Help Desk Staff)<br />
# Questions about registration and/or accessing air meet. <br />
# Questions about other items<br />
'''NOTE: When choosing within the same listed item above (in either the source and/or type) that are the same level/tier, please use time received to break ties'''<br />
<br />
=== Shared Inbox (helpdesk@norwescon.org) ===<br />
==== Emails ====<br />
Open each incoming Email mail in the inbox email and process as follows<br />
# Determine nature of request IF you are going to handle it directly, tag with 'Help Desk" and respond with templet bellow<br />
# IF you are not going to handle refer them to another help desk team (see referring to another team) or an external team<br />
<br />
===== External =====<br />
<br />
===== Email Templets =====<br />
'''Referrals'''<br><br />
[Name],<br />
<br>Thank you for contacting the Help Desk! I have referred your question to our [team name] who are better equipped to help you with your question. <br />
<br>-[Your First name]<br />
<br><br />
<br>Help Desk Team<br />
<br>Norwescon 43 | norwescon.org/help | helpdesk@norwescon.org<br />
===== Sending Link/Reference =====<br />
<br />
==== Voicemails ====<br />
==== Text Messages ====<br />
If you get a text in the in box mention Kyle in discord.<br />
<br />
=== Discord ===<br />
Start with any requests in the #staff-help first.<br />
<br />
<br />
==== #staff-help ====<br />
==== #webpage-help ====<br />
<br />
== How to escalate a ticket ==<br />
=== Requests within Discord ===<br />
Simply click 'reply' to the persons request/issue and thank the them and say 'that you are escalating their request to our tier 2 help desk team @[team]" (see lists of teams below) <br />
=== Requests from other sources ===<br />
Depending on the team you are sending please see the list below.<br />
<br />
==== Tier 2 Teams ====<br />
Tier 1 Help Desk representatives please forward any issue that you cannot resolve to the team that looks to be the most relevant to the reporting party's request/issue.<br />
===== Tier 2 - Registration (@reg) =====<br />
* Forward any questions/issues to this team that involve registration '''and/or''' anyone who is having issues logging into Airmeet<br />
* IF request came in via email forward the email to registration@norwescon.org '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@reg just forwarded an email to you at registration@norwescon.org'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@reg'<br />
===== Tier 2 - Airmeet (@airmeet) =====<br />
Any questions that comes about airmeet '''after''' they have successfully made it into the airmeet platform ''' and ''' after you have checked both our [[Norwescon 43 Help|Knowledge Base]] & [https://help.airmeet.com/hc Airmeets Knowledge Base]<br />
* IF request came in via email add the label 'Airmeet - Tier 2' and mark 'unread' '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@airmeet there is a new email from [name in the to line of the email] for you'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@airmeet'<br />
===== Tier 2 - Conduct/Security (@security) =====<br />
Forward any report of misconduct and/or violation of any of our policies including our code of conduct to this team.<br />
* IF request came in via email forward the email to security@norwescon.org '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@security just forwarded an email to you from [name in the to line of the email]'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@reg'<br />
===== Tier 2 - Discord (@admin) =====<br />
If there is any staff member that is having issues with the Discord Server to this team that you cannot resolve '''and''' after you have checked the [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]].<br />
==== Tier 3 Teams ====<br />
For the Tier 2 Teams representatives please forward any issue that you cannot resolve to the team that looks to be the most relevant to the reporting party's request/issue.<br />
===== Tier 3 - Convention Master (@CM) =====<br />
This is a dedicated support team for both our Registration Team and Conduct/Security Team who need help with Convention Master, please do not forward any issues to this team unless you are part of either our Tier 2 Registration and/or our Tier 2 Conduct/Security Team<br />
===== Tier 3 - Airmeet (@airmeet-tier3) =====<br />
These are the Event Mangers and Organizers for our Airmeet platform, please forward any issues that the Tier 2 Airmeet team cannot resolve AND/OR any request to change/update information in the air meet platform.<br />
<br>'''Any change to information must be authorized by the Executive (or designee) of the responsible Department'''<br />
<br />
[[Category: Norwescon 43]] [[Category: helpdesk]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Airmeet_Session_Host_Checkoff_List&diff=481Airmeet Session Host Checkoff List2021-03-30T15:03:55Z<p>DJWudi: </p>
<hr />
<div>Thanks for volunteering to be an Airmeet Session Host!!!! This role will be largely hidden and behind the scenes, but we definitely see you and appreciate your contribution! This guide is meant to a brief guide. If you need more in-depth information, check out the [[Airmeet Session Host Guide]]. You can also return to the [[Help (NWC43)|main Norwescon 43 Help page]].<br />
<br />
==General Reminders==<br />
'''''If you have misplaced the log-in for the Airmeet, do not try to go to the main Airmeet page to log-in. Instead, use this link to find the place to log-in. https://www.airmeet.com/e/75b97190-74cc-11eb-880f-c3e5b66a28ed''''' <br />
<br />
* '''Whenever possible try to open your HOST account in a 'incognito window'''' <br />
* You are the face of Norwescon to our Pros. Please provide them with a pleasant, professional experience. <br />
* Before you move from the Backstage Area and start the panel, don't forget to "hide" yourself by clicking on the eye button. Your goal is to be the silent manager of the event.<br />
* If you need to miss a shift, we understand. Life happens! Please let us know though either via Discord, email, or phone. Contact info below.<br />
<br />
== Host login ==<br />
'''YOU MUST LOG-OUT OF AIRMEET WITH YOUR PERSONAL ACCOUNT BEFORE DOING YOUR SHIFT AS A SESSION HOST'''<br />
<br />
* You will need to go to Discord #Stage Management discussion to receive your Hosting login for your sessions 30 minutes before your shift is scheduled to start. (https://discord.gg/SGTVFaN5vz) <br />
* Make sure that the prior Session Host has "checked" their host credentials back in. If you log-in before they've logged out, you will end up booting them. Remember, there can be only one.<br />
* Once you receive your login, you will need to log out of Airmeet as an attendee and login using the Host credentials. <br />
* Go to your Stage 10 minutes before the session is scheduled to begin and prepare to greet your panelists. <br />
* At the end of your Session Host shift, log-out of Airmeet with the host credentials.<br />
* Go back to the #stage-management channel and "check" your credentials back in.<br />
* Return to the convention with your personal credentials and enjoy!<br />
<br />
==Session Start==<br />
<br />
* Go to the Backstage area for your session approximately 15 minutes prior to the sessions start time.<br />
* Greet panelists<br />
* Perform Tech Check<br />
* Discuss Co-Host option with Moderator as well as how to handle the Q&A feed<br />
* Start the Session by hiding yourself and then hitting the start button. (Remind the co-host that you will be in charge of doing this.)<br />
<br />
== Greeting ==<br />
<br />
* Welcome to the BackStage area of your panel. Iâm ________ and I will be your Session Host. I will operate the technical end of the panel and answer any questions you may have. Here in the BackStage area, we can have private conversations and work out any problems before I start your panel session.<br />
<br />
* ______ will be your Panel Moderator. <br />
<br />
* I will be watching but not visible in during the panel. I will monitor the session to make sure that any problems are handled quickly.<br />
<br />
== Tech check ==<br />
<br />
* Letâs make sure your setup is optimized for the best experience for our attendees. (Check their video and sound setups).<br />
<br />
== Co-Host ==<br />
<br />
* Discuss with the Moderator about Co-Host duties and determine their level of comfort with performing them during the panel. If they need assistance during the panel, support them so that they have confidence the panel will be successful.<br />
* A moderator will need to be a co-host if they want to operate the microphone and mark questions in the Q& as resolved instead of asking you to do so. <br />
** Remind the moderator of the Q&A feed so they can mention it to attendees. <br />
** Remind them that they can filter questions by upvote, all, or resolved. <br />
*If a moderator needs to be able to use Airmeet captions, they CANNOT be a co-host. Remember to ask them if thatâs the case. <br />
*Remind moderator that you will start the session. They should not click the start button.<br />
<br />
==Someone's Missing?==<br />
<br />
* If your Moderator does not show up by 5 minutes before the panel, ask another panelist if they are willing to act as the moderator and if they would like co-hosting responsibilities. Let stage-management know about the switch on the Discord (#stage-management) after the panel begins. <br />
* If a panelist does not show up for a panel, also let us know on Discord after the panel begins. <br />
* If no panelists have checked-in, then at the designated start time, start the session. <br />
<br />
==During Session==<br />
<br />
* When everyone is ready, hide yourself then start the session.<br />
* If no panelists had arrived and they are not pulled into the session by Airmeet, let the audience know that the session is cancelled. <br />
<br />
== Monitor ==<br />
<br />
* Monitor the session, especially the Session Feed for inappropriate comments, delete as necessary.<br />
* If an attendee is being disruptive, you can block them. Blocking an attendee will prohibit them from interacting with the panel but they will still be able to watch. They will be blocked from all interaction until the block is undone so also REPORT that youâve blocked them in the Discord in the #staff-help channel by @Helpdesk. <br />
* If you need help, go to #staff-help on the Discord and @Helpdesk. This will get you help.<br />
* If you have a Code of Conduct issue, do not include details in your initial message. Wait for the Helpdesk person to respond to you. They will direct message you for more information. <br />
* If a comment needs to be reported, please also flag that on the Discord in the #stage-management channel by @sm-help. <br />
* If the moderator is not going to mark questions in the Q&A as resolved, also monitor that and do so.<br />
<br />
== Ending == <br />
'''REMEMBER PANELS END ON THE 45 MINUTE MARK''' I.e. 2:45, not 3:00.<br />
<br />
* At 5 minutes prior to the end of the panel, notify the panel of the impending end time by putting a comment in the Session Feed.<br />
** '''HEADS UP, this session will end in FIVE MINUTES'''<br />
* End your session on time! Don't cut anyone off mid-word but do interrupt if needed to end on time.<br />
* Once you have ended the session, take a break! Stretch! Get some water!<br />
* Start the process all over again 10 minutes before your next session begins and be backstage to greet panelists.<br />
<br />
== Help ==<br />
* We will have both Stage Management staff and Tech staff online in the Discord chatroom should you need further guidance. <br />
* For technical Airmeet help go to the #staff-help channel and type @airmeet as part of your request. <br />
* For stage management help #stage-management channel and type @sm-help as part of your request.<br />
* Make sure in advance that you are registered and able to log in to Discord.<br />
<br />
'''In case of Emergency, Bernie and Scot's phone numbers are available in your reminder emails and on Discord.'''<br />
* Airmeet FAQ: https://help.airmeet.com/hc<br />
* Norwescon Help Desk Link: https://norwescon.org/help<br />
* Discord Invite: Found in your host confirmation email.<br />
<br />
[[Category: Norwescon 43]] [[Category: Airmeet]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Main_Page&diff=480Main Page2021-03-30T15:02:42Z<p>DJWudi: /* Norwescon 43 Help & FAQ */</p>
<hr />
<div>Welcome to the '''Norwescon Documentation Wiki'''!<br />
<br />
This space is a repository for documenting the internal processes and procedures for the various departments within the Norwescon Convention Committee (ConCom). These are in addition to those available on the [http://www.norwescon.org/con/memberships/policies-and-guidelines/ Policies and Guidelines page] of the main Norwescon website.<br />
<br />
Though this is a publicly viewable wiki, editing privileges are restricted to ConCom members. If you are a current ConCom member and would like to contribute to this wiki, please email wiki@norwescon.org to request access. Due to its public nature, no confidential or privileged information should be recorded here.<br />
<br />
== Norwescon 43 Help & FAQ ==<br />
<br />
As Norwescon 43 (2021) is an all virtual convention, many of our processes and systems have been adjusted for both staff and the attending membership to account for the shift. Norwescon 43 specific help pages are available from the '''''[[Help (NWC43)|Norwescon 43 Help]]''''' landing page. <br />
<br />
Or, go directly to the '''''[[FAQ (NWC43)|Norwescon 43 FAQ]]'''''.<br />
<br />
== Organization ==<br />
<br />
Norwescon is an all-volunteer organization. The overall structure is as follows:<br />
<br />
# The [[:Category:Exec_Team|Executive Team]]: An eleven-member board leading the ConCom.<br />
# The Convention Committee (ConCom): Around 250 volunteers who put in time throughout the year and at the convention to plan, organize, set up, run, and break down the convention each year.<br />
# Volunteers: Members who volunteer at the convention itself to assist over the course of the convention weekend.<br />
# Members: Everyone who has paid for or been awarded a membership, regardless of whether they volunteer for or attend the convention.<br />
<br />
=== Executive Team ===<br />
<br />
For more information on each position and the departments each Exec oversees, click on through to the appropriate pages. (As this wiki was started in late October 2019, most pages are still under development. Content will be added as we have time.)<br />
<br />
* [[Chair]]<br />
* [[Vice-Chair]]<br />
* [[Secretary]]<br />
* [[Business]]<br />
* [[Treasurer]]<br />
* [[Convention Services]]<br />
* [[Member Services]]<br />
* [[Personnel]]<br />
* [[Programming]]<br />
* [[Publications]]<br />
* [[Special Events]]<br />
<br />
== Bylaws and Policies and Procedures ==<br />
<br />
The [[Bylaws]] and the [[Policies and Procedures]] are the primary rules and guidelines for Norwescon. No documentation on this wiki should be seen to supersede that contained in these documents.<br />
<br />
== Google Drive and G Suite ==<br />
<br />
Norwescon primarily uses G Suite for communication and collaboration purposes. All Staff are able to join the NWC ConCom G Drive. To be invited to the drive, please email either secretary@norwescon.org or NWCAdmin@norwescon.org with the email you would like to be subscribed to the Drive. You may use a non-Norwescon G suite account/email to access this drive. '''However,''' it must be an email that is at least associated with a Google account. You can find out more about how to do that [https://support.google.com/accounts/answer/27441] here. <br />
<br />
Norwescon Staff are also eligible to receive Norwescon G Suite user accounts. This account includes a Norwescon email and access to the Norwescon G Suite including Team Drives for various departments. To facilitate knowledge transfer between years, we highly encourage all Staff to use the Norwescon G Suite. Experience with other conventions shows that if you unexpectedly need to step back, having all the records in the convention account makes handing things off much easier. You'll also be creating a living document of the experience for the future. Since we use the Google Non-Profits version of G Suite, Google is not tracking your every move.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_Page,_Norwescon_43&diff=479Help Page, Norwescon 432021-03-30T15:01:53Z<p>DJWudi: DJWudi moved page Help Page, Norwescon 43 to Help (NWC43): Renaming for clarity</p>
<hr />
<div>#REDIRECT [[Help (NWC43)]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_(NWC43)&diff=478Help (NWC43)2021-03-30T15:01:53Z<p>DJWudi: DJWudi moved page Help Page, Norwescon 43 to Help (NWC43): Renaming for clarity</p>
<hr />
<div>== Airmeet's Knowledge Base ==<br />
The platform we are using to host Norwescon 43 is called Airmeet. Most answers can be found at Airmeet's wonderful knowledge base. You can find it at '''https://help.airmeet.com/hc'''.<br />
<br />
<br />
== Norwescon's Knowledge Base ==<br />
=== FAQ ===<br />
<big>Please check out our '''[[FAQ (NWC43)|FAQ]]''' page for answers to most questions</big><br />
=== Attendee Topics ===<br />
* [[Closed Captioning in Airmeet]]<br />
* [[Airmeet Attendee Guide]]<br />
* [[Guidebook Tips]]<br />
<br />
=== Panelist Topics ===<br />
=== Club/Vendor/Artist Topics ===<br />
<br />
=== Staff/Volunteer Topics ===<br />
* [[Norwescon 43's Staff Discord|Staff Discord Server]]<br />
* [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]]<br />
* [[Norwescon 43 Help Desk Workflows|Help Desk Workflows]]<br />
* [[Help Desk - Common Problems]]<br />
* [[Airmeet Session Host Checkoff List|Airmeet Session Host Checkoff List]]<br />
*[[Airmeet Session Host Guide]]<br />
* [[Airmeet Session Host List for Special Events]]<br />
<br />
*[[How To Be an Airmeet Game Host]]<br />
<br />
== Still need help or cannot find what you are looking for? ==<br />
If you still need help you can contact Norwescon's Help Desk staff at<br><br><br />
[https://norwescon.org/help Real Time Chat (fastest response during convention hours)]<br><br />
Phone: (253) 235-9296 (voicemail/text only)<br><br />
Email: helpdesk@norwescon.org (best for questions before the convention)<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Main_Page&diff=477Main Page2021-03-30T15:00:54Z<p>DJWudi: </p>
<hr />
<div>Welcome to the '''Norwescon Documentation Wiki'''!<br />
<br />
This space is a repository for documenting the internal processes and procedures for the various departments within the Norwescon Convention Committee (ConCom). These are in addition to those available on the [http://www.norwescon.org/con/memberships/policies-and-guidelines/ Policies and Guidelines page] of the main Norwescon website.<br />
<br />
Though this is a publicly viewable wiki, editing privileges are restricted to ConCom members. If you are a current ConCom member and would like to contribute to this wiki, please email wiki@norwescon.org to request access. Due to its public nature, no confidential or privileged information should be recorded here.<br />
<br />
== Norwescon 43 Help & FAQ ==<br />
<br />
As Norwescon 43 (2021) is an all virtual convention, many of our processes and systems have been adjusted for both staff and the attending membership to account for the shift. Norwescon 43 specific help pages are available from the '''''[[Norwescon 43 Help]]''''' landing page. <br />
<br />
Or, go directly to the '''''[[FAQ (NWC43)|Norwescon 43 FAQ]]'''''.<br />
<br />
== Organization ==<br />
<br />
Norwescon is an all-volunteer organization. The overall structure is as follows:<br />
<br />
# The [[:Category:Exec_Team|Executive Team]]: An eleven-member board leading the ConCom.<br />
# The Convention Committee (ConCom): Around 250 volunteers who put in time throughout the year and at the convention to plan, organize, set up, run, and break down the convention each year.<br />
# Volunteers: Members who volunteer at the convention itself to assist over the course of the convention weekend.<br />
# Members: Everyone who has paid for or been awarded a membership, regardless of whether they volunteer for or attend the convention.<br />
<br />
=== Executive Team ===<br />
<br />
For more information on each position and the departments each Exec oversees, click on through to the appropriate pages. (As this wiki was started in late October 2019, most pages are still under development. Content will be added as we have time.)<br />
<br />
* [[Chair]]<br />
* [[Vice-Chair]]<br />
* [[Secretary]]<br />
* [[Business]]<br />
* [[Treasurer]]<br />
* [[Convention Services]]<br />
* [[Member Services]]<br />
* [[Personnel]]<br />
* [[Programming]]<br />
* [[Publications]]<br />
* [[Special Events]]<br />
<br />
== Bylaws and Policies and Procedures ==<br />
<br />
The [[Bylaws]] and the [[Policies and Procedures]] are the primary rules and guidelines for Norwescon. No documentation on this wiki should be seen to supersede that contained in these documents.<br />
<br />
== Google Drive and G Suite ==<br />
<br />
Norwescon primarily uses G Suite for communication and collaboration purposes. All Staff are able to join the NWC ConCom G Drive. To be invited to the drive, please email either secretary@norwescon.org or NWCAdmin@norwescon.org with the email you would like to be subscribed to the Drive. You may use a non-Norwescon G suite account/email to access this drive. '''However,''' it must be an email that is at least associated with a Google account. You can find out more about how to do that [https://support.google.com/accounts/answer/27441] here. <br />
<br />
Norwescon Staff are also eligible to receive Norwescon G Suite user accounts. This account includes a Norwescon email and access to the Norwescon G Suite including Team Drives for various departments. To facilitate knowledge transfer between years, we highly encourage all Staff to use the Norwescon G Suite. Experience with other conventions shows that if you unexpectedly need to step back, having all the records in the convention account makes handing things off much easier. You'll also be creating a living document of the experience for the future. Since we use the Google Non-Profits version of G Suite, Google is not tracking your every move.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_(NWC43)&diff=476Help (NWC43)2021-03-30T15:00:12Z<p>DJWudi: /* Norwescon's Knowledge Base */</p>
<hr />
<div>== Airmeet's Knowledge Base ==<br />
The platform we are using to host Norwescon 43 is called Airmeet. Most answers can be found at Airmeet's wonderful knowledge base. You can find it at '''https://help.airmeet.com/hc'''.<br />
<br />
<br />
== Norwescon's Knowledge Base ==<br />
=== FAQ ===<br />
<big>Please check out our '''[[FAQ (NWC43)|FAQ]]''' page for answers to most questions</big><br />
=== Attendee Topics ===<br />
* [[Closed Captioning in Airmeet]]<br />
* [[Airmeet Attendee Guide]]<br />
* [[Guidebook Tips]]<br />
<br />
=== Panelist Topics ===<br />
=== Club/Vendor/Artist Topics ===<br />
<br />
=== Staff/Volunteer Topics ===<br />
* [[Norwescon 43's Staff Discord|Staff Discord Server]]<br />
* [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]]<br />
* [[Norwescon 43 Help Desk Workflows|Help Desk Workflows]]<br />
* [[Help Desk - Common Problems]]<br />
* [[Airmeet Session Host Checkoff List|Airmeet Session Host Checkoff List]]<br />
*[[Airmeet Session Host Guide]]<br />
* [[Airmeet Session Host List for Special Events]]<br />
<br />
*[[How To Be an Airmeet Game Host]]<br />
<br />
== Still need help or cannot find what you are looking for? ==<br />
If you still need help you can contact Norwescon's Help Desk staff at<br><br><br />
[https://norwescon.org/help Real Time Chat (fastest response during convention hours)]<br><br />
Phone: (253) 235-9296 (voicemail/text only)<br><br />
Email: helpdesk@norwescon.org (best for questions before the convention)<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=FAQ,_Norwescon_43%27s&diff=475FAQ, Norwescon 43's2021-03-30T14:59:09Z<p>DJWudi: DJWudi moved page FAQ, Norwescon 43's to FAQ (NWC43): Renaming for clarity</p>
<hr />
<div>#REDIRECT [[FAQ (NWC43)]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=FAQ_(NWC43)&diff=474FAQ (NWC43)2021-03-30T14:59:08Z<p>DJWudi: DJWudi moved page FAQ, Norwescon 43's to FAQ (NWC43): Renaming for clarity</p>
<hr />
<div>== Items different this year as compared to [https://www.norwescon.org/about/faq-frequently-asked-questions/ main FAQ page] (numbers for reference). ==<br />
'''1.3. Where is Norwescon?'''<br />
Norwescon 43 is 100% online for 2021. <br />
<br />
'''1.3.1. How do I get there?'''<br />
You'll enter the event from our home page [https://www.norwescon.org norwescon.org] using the email address that you used to register for the convention.<br />
<br />
'''2.1.1. What if I can't/don't want to come for the whole weekend?'''<br />
Please purchase a membership and attend on the days/portion of days that you wish to attend. We are unable to limit attendance by day for our online event. <br />
<br />
'''2.1.2. What if I can't afford to pay for a membership at all?'''<br />
Just like for our in-person event you will be able to view the Dealers' Room, Art Show, and Club Table information online without purchasing a membership. New for the virtual event, you will be able to see some concerts and demonstrations on our Twitch channel without a membership as well.<br />
<br />
'''2.2. When do I get my badge?'''<br />
We held badge pick-up events around the Puget Sound the weekend of March 20-21. Remaining badges will be mailed to members.<br />
<br />
'''2.4.1. How do I report a problem or concern?'''<br />
If you encounter or witness any behavior that concerns you please contact report@norwescon.org or stop by the first booth in the arena where you will find various people to assist you.<br />
<br />
'''2.6.May I take a screen capture of a panel or a table? Or, a photo of my computer screen showing the people on screen?'''<br />
For any programming item or event, no. It would be too disruptive to the schedule to ask for permission from all the panelists to have a photo or screen capture taken, and it has been Norwescon's long-standing policy to ask for consent before taking photos. <br />
<br />
For a table in the arena or lounge, if you are able to get everyone's consent for the picture or screen-capture, then you may take one. Again, in line with our Code of Conduct and Photography Policy, it is important to ask people's permission BEFORE taking any type of recording.<br />
<br />
'''3.1.1. Can I volunteer to help out?'''<br />
Yes! Please contact volunteers@norwescon.org or stop by the first booth in the arena during the convention.<br />
<br />
'''3.4.2.1. I want to play a game. Do I need to sign up?'''<br />
You do not need to, but it is preferred as scheduled games are on a first come first served sign up basis. Sign ups are available online at [https://www.norwescon.org/con/special-events/games/ norwescon.org/con/special-events/games/]. Most games have a maximum player limit; if you sign up after that limit is reached you will be placed on the waitlist and can play if players who signed up earlier donât show up. There is no sign-up list for the Jackbox Stage; just show up and play.<br />
<br />
'''3.4.2.4. What is Open Games? Where is it?'''<br />
Come to Open Games if you're interested in pulling up a virtual chair and playing a game with your friends and/or other available players. Open Games can be found at the "Norwescon Games - Info Desk and Open Games" booth in the arena on Airmeet. Stop by and talk to the staff at the Games Help Desk. Games Staff can suggest games you may like, help you find a game and/or other players, and even play games with you. In addition, we have some trial memberships available from our partner Tabletopia if you want to play a game they provide; otherwise you can run a game on whatever platform you choose. Staff at the Games Help Desk can also teach a number of games if you want to learn something new.<br />
<br />
== Virtual Convention Specific Items ==<br />
'''Q: Where do I log in?'''<br />
<br />
A: Go to Norwescon.org and click the button to ''Enter Norwescon 43''. DO NOT GO DIRECTLY TO AIRMEET.COM.<br />
<br />
'''Q: I want to attend a 10am panel on Saturday morning, when should I login?''' <br />
<br />
A: If you haven't logged in before, we recommend joining for the first time at least 30 minutes before the event you wish to attend. If you have not yet purchased your membership, please do so as far in advance as is practical. Once the convention officially begins, setting up your Airmeet login based on a membership purchase becomes a manual process for our volunteer staff.<br />
<br />
'''Q. My household is sharing one computer, webcam, and IP address, to attend Norwescon 43. Do we register as one person or two?'''<br />
<br />
A. In order for each person to appear with their name and information you do need to have a registration for each of them so that they have their own Airmeet account/login. However you will only be able to attend one event/panel at a time as simultaneous account logins are not possible. If one person in your household registers, you are welcome to attend events together. If both of you register only one of you will be able to be logged in and attending something at a time. IP address is not a criteria, if you have multiple computers, please register each person and attend from individual devices.<br />
<br />
'''Q. How many events/panels are running at the same time during Norwescon 43?''' <br />
<br />
A. We'll have 10 stages running at once most of the time so you'll have to decide where you want to be.<br />
<br />
'''Q. Is closed captioning available for Norwescon 43?'''<br />
<br />
A. Yes, the Airmeet platform has built-in support for closed captioning in sessions. For usage directions and additional information about using a third-party option to inject captions into your feed go to our [[Closed Captioning in Airmeet|Closed Captioning]] page.<br />
<br />
'''Q. Do any events have American Sign Language interpretation?'''<br />
A. Yes, some of our special events are offering ALS interpretation. These events have [ASL] appended to the title. For more information about searching for sessions during the convention visit our [[Attendee_Guide#Sessions|Attendee Guide]].<br />
<br />
'''Q: How do I know what email address I registered for the convention with?'''<br />
<br />
A: If you're not sure what address you registered with the best way to check is to go to the registration kiosk and log in with your username and password. After reviewing your badge name (update NOT pushed to Airmeet after 3/28/2021) you will be able to proceed to the next page where your email addresses are listed. The first email address listed<br />
on the account is the one to access Airmeet with.<br />
<br />
'''Q. I wasn't able to pick up my badge in person, when will I receive it?'''<br />
<br />
A. If you purchased your membership before March 15th your badge was mailed on Monday, March 22nd and should arrive in 7-10 business days, depending on the postal service and how far away from Seattle you are. If you purchased your membership after March 15th your badge will be printed and mailed to you after the convention and you should receive it towards the end of April.<br />
<br />
'''Q: May I take a screen capture of a panel or a table? Or, a photo of my computer screen showing the people on screen?''' <br />
<br />
A. For any programming item or event, no. It would be too disruptive to the schedule to ask for permission from all the panelists to have a photo or screen capture taken, and it has been Norwescon's long-standing policy to ask for consent before taking photos.<br />
<br />
For a table in the arena or lounge, if you are able to get everyone's consent for the picture or screen-capture, then you may take one. Again, in line with our Code of Conduct and Photography Policy, it is important to ask people's permission BEFORE taking any type of recording.<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_(NWC43)&diff=266Help (NWC43)2021-03-25T20:22:43Z<p>DJWudi: Reverted edits by Kathy.bond (talk) to last revision by DJWudi</p>
<hr />
<div>== Airmeet's Knowledge Base ==<br />
Most answers can be found at Airmeet's wonderful knowledge base. You can find it at '''https://help.airmeet.com/hc'''.<br />
<br />
== Norwescon's Knowledge Base ==<br />
=== FAQ ===<br />
<big>Please check out our '''[[Norwescon 43 FAQ|FAQ]]''' page for answers to most questions</big><br />
=== Attendee Topics ===<br />
* [[Closed Captioning in Airmeet]]<br />
<br />
=== Panelist Topics ===<br />
=== Club/Vendor/Artist Topics ===<br />
<br />
=== Staff/Volunteer Topics ===<br />
* [[Norwescon 43's Staff Discord|Staff Discord Server]]<br />
* [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]]<br />
* [[Airmeet Session Host Checkoff List|Airmeet Session Host Checkoff List]]<br />
* [[Airmeet Session Host List for Special Events]]<br />
* [[Norwescon 43 Help Desk Workflows|Help Desk Workflows]]<br />
<br />
*[[Airmeet Session Host Checkoff List, Proposed Edited Version]]<br />
<br />
== Still need help or cannot find what you are looking for? ==<br />
If you still need help you can contact Norwescon's Help Desk staff at<br><br><br />
[https://norwescon.org/help Real Time Chat (fastest response during convention hours)]<br><br />
Phone: (253) 235-9296 (voicemail/text only)<br><br />
Email: helpdesk@norwescon.org (best for questions before the convention)<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Category:Airmeet&diff=264Category:Airmeet2021-03-25T15:07:43Z<p>DJWudi: </p>
<hr />
<div>[https://www.airmeet.com Airmeet] is the virtual conference platform being used for Norwescon 43 (2021). Any Airmeet-specific help pages are collected here.<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Category:Airmeet&diff=263Category:Airmeet2021-03-25T15:06:26Z<p>DJWudi: Created page with "[https://www.airmeet.com Airmeet] is the virtual conference platform being used for Norwescon 43 (2021). Any Airmeet-specific help pages are collected here."</p>
<hr />
<div>[https://www.airmeet.com Airmeet] is the virtual conference platform being used for Norwescon 43 (2021). Any Airmeet-specific help pages are collected here.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Category:Norwescon_43&diff=262Category:Norwescon 432021-03-25T15:04:34Z<p>DJWudi: Created page with "These are all pages created for Norwescon 43 (2021), to assist members, guests, pros, panelists, speakers, and staff with our virtual convention tools."</p>
<hr />
<div>These are all pages created for Norwescon 43 (2021), to assist members, guests, pros, panelists, speakers, and staff with our virtual convention tools.</div>DJWudihttps://wiki.norwescon.org/index.php?title=Help_Desk_Workflows_(NWC43)&diff=260Help Desk Workflows (NWC43)2021-03-25T15:01:04Z<p>DJWudi: </p>
<hr />
<div>!DRAFT!<br />
== Start of your shift ==<br />
=== Check List ===<br />
* in Chrome open the following tabs: wiki.norwescon.org and helpdesk@norwescon.org inbox<br />
* Log into Discord and ensure that your notifications for the staff server are set to '@mentions' and audible alerts are turned on<br />
* Verify that the channels #helpdesk, #webpage-help, #staff-help are unmuted<br />
* Join/activate the helpdesk voice channel<br />
* Log into Airmeet and go to the Arena and join the Help Desk Table<br />
* In the #helpdesk Discord channel put "@everyone [your name] @[your team] on-duty, anything I should know" or the like. Please keep it professional and to the point. <br />
NOTE: see the list below for your @[your team]<br />
<br />
== Request Workflows == <br />
# Prioritize the incoming request (see below)<br />
# Whenever possible, first try to send the person a link to the related webpage/wiki/knowledge base/FAQ that has their answer. '''IF they say that they are looking at the page/FAQ and are still lost, please offer to walk them through it. <br />
# Check our '''[[Norwescon 43 Help]]''' Wiki Page and FAQ for instructions, if applicable/relevant <br />
# Check Airmeet's '''[https://help.airmeet.com/hc Knowledge Base]''', if applicable/relevant<br />
# Try looking up their issue on Google<br />
# IF after a reasonable attempt you are not able to address their issue please escalate their request (see section below regarding escalating).<br />
<br />
== Income requests ==<br />
After completing next request please use the filters below to choose the next request/person to help.<br />
Priority order for incoming requests:<br />
==== Source ====<br />
# #staff-help Discord channel<br />
# #webpage-help Discord Channel<br />
# helpdesk@norwescon.org<br />
'''NOTE: please finish the one you are working on before moving on the next. Please also do not stress over the number that may or may not be in the cue. The overall goal is customer service first, helping get sessions started and then everything else.''' <br />
==== Type ====<br />
# Questions form Hosts that are holding up a session/panel/event<br />
# Questions from Hosts that are holding up a backstage/pre-session<br />
# Questions from Leadership (Executive, Stage Management Lead/2nd, our Productions Team Lead/2nd, other Help Desk Staff)<br />
# Questions about registration and/or accessing air meet. <br />
# Questions about other items<br />
'''NOTE: When choosing within the same listed item above (in either the source and/or type) that are the same level/tier, please use time received to break ties'''<br />
<br />
=== Shared Inbox (helpdesk@norwescon.org) ===<br />
==== Emails ====<br />
Open each incoming Email mail in the inbox email and process as follows<br />
# Determine nature of request IF you are going to handle it directly, tag with 'Help Desk - Tier 1 and respond with templet bellow<br />
# IF you are not going to handle refer them to another help desk team (see referring to another team) or an external team<br />
<br />
===== External =====<br />
<br />
===== Email Templets =====<br />
'''Referrals'''<br><br />
[Name],<br />
<br>Thank you for contacting the Help Desk! I have referred your question to our [team name] who are better equipped to help you with your question. <br />
<br>-[Your First name]<br />
<br><br />
<br>Help Desk Team<br />
<br>Norwescon 43 | norwescon.org/help | helpdesk@norwescon.org<br />
'''Sending Link/Reference'''<br><br />
<br />
==== Voicemails ====<br />
==== Text Messages ====<br />
=== Discord ===<br />
==== #staff-help ====<br />
==== #webpage-help ====<br />
== How to escalate a ticket ==<br />
=== Requests within Discord ===<br />
Simply click 'reply' to the persons request/issue and thank the them and say 'that you are escalating their request to our tier 2 help desk team @[team]" (see lists of teams below) <br />
=== Requests from other sources ===<br />
Depending on the team you are sending please see the list below.<br />
<br />
==== Tier 2 Teams ====<br />
Tier 1 Help Desk representatives please forward any issue that you cannot resolve to the team that looks to be the most relevant to the reporting party's request/issue.<br />
===== Tier 2 - Registration (@reg) =====<br />
* Forward any questions/issues to this team that involve registration '''and/or''' anyone who is having issues logging into Airmeet<br />
* IF request came in via email forward the email to registration@norwescon.org '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@reg just forwarded an email to you at registration@norwescon.org'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@reg'<br />
===== Tier 2 - Airmeet (@airmeet) =====<br />
Any questions that comes about airmeet '''after''' they have successfully made it into the airmeet platform ''' and ''' after you have checked both our [[Norwescon 43 Help|Knowledge Base]] & [https://help.airmeet.com/hc Airmeets Knowledge Base]<br />
* IF request came in via email add the label 'Airmeet - Tier 2' and mark 'unread' '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@airmeet there is a new email from [name in the to line of the email] for you'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@airmeet'<br />
===== Tier 2 - Conduct/Security (@security) =====<br />
Forward any report of misconduct and/or violation of any of our policies including our code of conduct to this team.<br />
* IF request came in via email forward the email to security@norwescon.org '''AND''' in Discord channel #helpdesk-private put something to the nature of '''@security just forwarded an email to you from [name in the to line of the email]'''<br />
* IF the request came in via Discord just 'reply' to the request and tag '@reg'<br />
===== Tier 2 - Discord (@admin) =====<br />
If there is any staff member that is having issues with the Discord Server to this team that you cannot resolve '''and''' after you have checked the [[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]].<br />
==== Tier 3 Teams ====<br />
For the Tier 2 Teams representatives please forward any issue that you cannot resolve to the team that looks to be the most relevant to the reporting party's request/issue.<br />
===== Tier 3 - Convention Master (@CM) =====<br />
This is a dedicated support team for both our Registration Team and Conduct/Security Team who need help with Convention Master, please do not forward any issues to this team unless you are part of either our Tier 2 Registration and/or our Tier 2 Conduct/Security Team<br />
===== Tier 3 - Airmeet (@airmeet-tier3) =====<br />
These are the Event Mangers and Organizers for our Airmeet platform, please forward any issues that the Tier 2 Airmeet team cannot resolve AND/OR any request to change/update information in the air meet platform.<br />
<br>'''Any change to information must be authorized by the Executive (or designee) of the responsible Department'''<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Airmeet_Session_Host_List_for_Special_Events&diff=259Airmeet Session Host List for Special Events2021-03-25T15:00:41Z<p>DJWudi: </p>
<hr />
<div>In general, you will follow the same technical steps that are in the [[Airmeet Session Host Checkoff List]], but there are a few additions for the Special Events. <br />
<br />
For all Special Events, you will follow theses steps from the general session host list. <br />
<br />
*Host login<br />
*Tech check<br />
*Monitor<br />
*Ending<br />
<br />
The differences for Special Events include:<br />
<br />
#Co-host<br />
#Playing Videos<br />
#Moving people on and off stage<br />
<br />
==Co-host==<br />
<br />
You '''''will be''''' designating the moderator for the event as a co-host. They will need to be able to pass the microphone. Remind them that you will be the one in charge of deleting comments and pressing start. <br />
<br />
==Playing Videos==<br />
<br />
Almost all of the Special Events rely heavily on pre-recorded content. You will be playing videos. Make sure to familiarize yourself with those tools.<br />
<br />
[[Playing Video Steps]]<br />
<br />
==Moving People on and off stage==<br />
<br />
Many events will require you to move people on and off stage. Remind audience members at the beginning of the panel that to be brought on stage they will need to use the raise hand function and leave their hand raised while they remain on stage. <br />
<br />
==Help==<br />
<br />
We will have both Stage Management and Tech staff online in the Discord chatroom should you need further guidance. For technical Airmeet help go to the #staff-help channel and type @airmeet as part of your request. <br />
<br />
For stage management help, go to the #stage-management channel and type @sm-help as part of your request.<br />
<br />
==Specific Event Links==<br />
Click on the links below to find specific guidance for each event. <br />
<br />
* [[Thursday Events]]<br />
* [[Friday Events]]<br />
* [[Saturday Events]]<br />
* [[Sunday Events]]<br />
<br />
[[Category: Norwescon 43]] [[Category: Airmeet]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Airmeet_Session_Host_Checkoff_List&diff=258Airmeet Session Host Checkoff List2021-03-25T15:00:06Z<p>DJWudi: </p>
<hr />
<div>Please remember that you are the face of the Convention to our Pros. Please provide them with a pleasant, professional experience. Once the panel has begun, please stay Hidden and avoid interacting with the Panelists.<br />
<br />
== Host login ==<br />
You will need to go to Discord #Stage Management discussion to receive your Hosting login for your sessions 30 minutes before your shift is scheduled to start. Once you receive your login, you will need to log out of Airmeet as an attendee and login using the Host credentials. Go to your Stage 15 minutes before the session is scheduled to begin and prepare to greet your panelists. After your shift, return to Discord and turn in your login so that the next Host can use them for their shift.<br />
== Greeting. ==<br />
Welcome to the BackStage area of your panel. Iâm ________ and I will be your Session Host. I will operate the technical end of the panel and answer any questions you may have. Here in the BackStage area, we can have private conversations and work out any problems before I start your panel session.<br />
== Tech check ==<br />
Letâs make sure your setup is optimized for the best experience for our attendees. (Check their video and sound setups).<br />
== Intros. ==<br />
______ will be your Panel Moderator, I will be watching but not visible in this session. I will monitor the session to make sure that any problems are handled quickly. <br />
If your Moderator does not show up, I will contact Stage Management via Discord and they will designate another one. If a Panelist does not show up, I will let the Program Staff know on Discord and we will be directed how to proceed.<br />
== Co-Host. ==<br />
Discuss with the Moderator about Co-Host duties and determine their level of comfort with performing them during the panel. If they need assistance during the panel, support them so that they have confidence the panel will be successful Make the Moderator a Co-Host so that they can operate the Microphone and Comment deletion functions if desired. <br />
<BR>Remind moderator that you will start the session...donât click the START button.<br />
== Begin. ==<br />
When everyone is ready, hide yourself then start the session.<br />
== Monitor. ==<br />
Monitor the session, especially the Session Feed for inappropriate comments, delete as necessary.<br />
== Ending. == <br />
At 5 minutes to the end of the session, notify the panel of impending end time by putting a comment in the Session Feed.<BR><br />
'''HEADS UP, this session will end in FIVE MINUTES.'''<br> <br />
At the designated time, end the session.<br />
== Stand by. ==<br />
Take a break, then stand by Backstage for the next panelists to arrive.<br />
== Help. ==<br />
We will have both Stage Management staff and Tech staff online in the Discord chatroom should you need further guidance. <br />
For technical Airmeet help go to the #staff-help channel and type @airmeet as part of your request. <br />
For stage management help #stage-management channel and type @sm-help as part of your request.<br />
Make sure in advance that you are registered and able to log in to Discord.<br />
<br />
'''In case of Emergency, Bernie and Scot's phone numbers are available in your reminder emails and on Discord.'''<br />
* Airmeet FAQ: https://help.airmeet.com/hc<br />
* Norwescon Help Desk Link: https://norwescon.org/help<br />
* Training Airmeet: https://www.airmeet.com/event/7b3496c0-8121-11eb-92df-677d899a473c<br />
* Discord Invite: Found in your host confirmation email.<br />
* Signup Genius: Train https://www.signupgenius.com/go/10c0c4eacab2ea2f9c52-nwc43room. Shift sign up link provided at Session Host Training.<br />
<br />
[[Category: Norwescon 43]] [[Category: Airmeet]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Closed_Captioning_in_Airmeet&diff=257Closed Captioning in Airmeet2021-03-25T14:59:36Z<p>DJWudi: </p>
<hr />
<div>==In Sessions==<br />
Airmeet has built-in support for closed captioning in sessions. To turn it on:<br />
<br />
# Join a session;<br />
# Click the CC button at the bottom of the screen; and<br />
# Sit back and read!<br />
<br />
For more information on captioning, see the [https://help.airmeet.com/504/enable-and-disable-closed-captions-during-a-live-session?mid=224883 Airmeet help page].<br />
<br />
Known issues with Airmeet-provided captions:<br />
<br />
Airmeet does not support captions anywhere except within Sessions;<br />
* Captions do not work on the mobile apps;<br />
* Hosts do not have the ability to view captions;<br />
* Captions may be time-delayed for speakers with low bandwidth connections; and<br />
* When a viewer has captions turned on, their screen will no longer display multiple peopleâthey can only see the window of the current speaker.<br />
<br />
== In the Lounge and the Arena ==<br />
If you need closed captioning in the Lounge or the Arena, or if you are having difficulties with how captions display in Sessions, the Google Chrome web browser supports live captioning as of March 2021. Instructions on how to enable it may be found here: [https://www.macrumors.com/2021/03/18/chrome-for-desktop-live-captions-feature/ Google Chrome for Desktop Gains Live Captions Feature for Audio and Video]<br />
<br />
Known Issues<br />
* These caption settings are only supported on the Google Chrome desktop application, version 89 or later<br />
* Captions do not appear to be supported in the Chrome mobile app<br />
* After enabling the Live Caption feature in your browser settings, you must quit and relaunch Chrome for them to display<br />
* If you close the captioning window, you must reload the webpage for them to reappear<br />
* For further assistance with this feature, see [https://support.google.com/chrome Google Chrome Help]<br />
<br />
== Adding Captions to Your Own Video Feed ==<br />
You can use third-party video editing software to inject captions into your own video feed. We have had reports that using a combination of [https://webcaptioner.com/captioner/ Web Captioner] (free!) and [https://obsproject.com/ Open Broadcaster Software] (also free!) is one of the more user-friendly(ish) ways to do this.<br />
<br />
If you want to try this, hereâs how. (Please note: This info is provided for informational purposes only. Norwescon does not endorse either company, and does not officially support this solution, so if you have technical issues, we must refer you back to the help resources of Web Captioner or OBS.)<br />
<br />
Before logging into Airmeet:<br />
<br />
# Download and install OBS. We recommend optimizing it for virtual camera.<br />
# Navigate to Web Captioner in your web browser and click Start Captioning. (For greater accessibility, we recommend adjusting your settings to use the OpenDyslexic font.)<br />
# Launch OBS.<br />
# Click Studio Mode (lower right) to display Preview and Program windows.<br />
# Go to the Scenes window (lower left) and click the + to create a new scene.<br />
# In the Sources window (lower, second from left), click the + to add sources.<br />
# Add a Video Capture Device (your camera).<br />
# Add a Window Capture (your web browserâs Web Captioner window).<br />
# Adjust your windows.<br />
# The Preview frame (upper left) allows you to move and resize your sources<br />
# The Program window (upper right) lets you verify how your output will appear<br />
# Use the slider bar in the Transitions window (upper middle) to display any updates to the Preview.<br />
# Click the Start Virtual Camera button (lower right) to start sending OBS output to your camera.<br />
<gallery><br />
CC_Demo.png|OBS Screen shot<br />
</gallery><br />
Now, when you launch Airmeet, you should be able to select OBS Virtual Camera as one of your options.<br />
<br />
== OBS and Web Captioner Tips & Tricks: ==<br />
* If you are asked to allow OBS to use your camera, allow it.<br />
* You may need to restart OBS and your web browser after changing some settings.<br />
* If Airmeet cuts off part of your window, you can use the Preview window in OBS to rearrange your camera and captions at any time. Just use the Transition slider to update your appearance.<br />
* You may wish to launch Web Captioner in a new web browser window with no other tabsâyour captions will disappear if you minimize its window or click to another tab.<br />
* More info on OBS features can be found on the [https://obsproject.com/wiki OBS Wiki].<br />
* Help for Web Captioner can be found on the [https://webcaptioner.com/help Web Captioner help page].<br />
<br />
[[Category: Norwescon 43]] [[Category: Airmeet]] [[Category: Accessibility]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=NWC_43_Discord_Staff_Server&diff=256NWC 43 Discord Staff Server2021-03-25T14:59:09Z<p>DJWudi: </p>
<hr />
<div>== Quick Start Guide ==<br />
# If you do not have a discord account go to [http://Discord.com Discord.com] and signup for an account<br />
# You will need to get the join link from your Exec and/or Supervisor<br />
# Go to the "#staff-new-to-server" channel and post your name (as it is shown on the Concom Org Chart) and your role/title(s)<br />
<big>Recommend also checking our out the #start-here-discord-tips-and-tricks channel</big><br />
<br />
== Advanced Setup Recommendations ==<br />
=== Apps ===<br />
It is highly recommended to download and use the app version of discord both on your computer and smart device(s). These platforms are much more stable then the web version of the platform. '''https://discord.com/download''' <br />
=== Voice Channels ===<br />
The best way to think of the voice channels are the same as the radios we use at the hotel, but on steroids. This is where you can hear someone talk to you (and get your attention). Plus, you can also share your screen and/or video while you talk.<br><br />
why is this so important you ask, as we can do this in Airmeet? Because for example, if you are having issue with something in Airmeet you can stay in your session AND share your screen with the Help Desk person (or your team's leadership) without leaving the session/table/etc. <br />
=== Notifications ===<br />
Notifications settings are one of the powerful functions of Discord and used right can change the experience from an annoying one to a very useful and gratifying experience.<br />
Notifications are set at two levels, you can set them at the '''server''' level and the system uses this as a '''default''' for other channels. Unless you set the second level which is '''individual''' level, you can override the server level notifications setting for a given channel. <br><br />
<big>NOTE: If you do not customize your notifications settings the amount of chatter on the server will likely overwhelm you.</big><br />
<br />
==== Recommendations ====<br />
* Set the server level notification settings to '@mention' by clicking on the 'áŻ' in the top bar next to the server name then click on 'Notification Settings'<br />
[[File:Discord-Notifications-Server-Settings.PNG|thumb|right|Discord Server Menu]]<br />
* Then for the channels listed below (if you are on that team/have that role) I would recommend setting them to 'All Messages'<br><br />
[[File:Discord-Notifications-Settings.PNG|thumb|right|Channel Setting Menu]]<br />
<br />
<big>Channels recommended for 'All Messages'</big><br><br />
For all staff<br />
* #staff-announcements<br />
For Execs & Core Team<br />
* #leadership<br />
* Your teams chat channel(s)<br />
For On-Duty Tier 1 Help Desk Staff<br />
* #webpage-help<br />
* #staff-help<br />
* #helpdesk<br />
For Discord Admins<br />
* #leadership<br />
* #staff-new-to-server<br />
<br />
==== There are 3 different settings for notifications ====<br />
{| class="wikitable"<br />
|-<br />
! Function !! Description<br />
|-<br />
| Use Server Default || Use whatever the Server level setting you have set<br />
|-<br />
| All Messages || Every message you will get a notification for <br />
|-<br />
| Only @mentions || Only messages that have a mention of you and/or a role that you have been assigned to you will get notifications for<br />
|-<br />
| Nothing || You will not get '''any''' 'notifications' for this sever/channel<br />
|}<br />
<br />
== How to get help on the discord server ==<br />
One of the two main advantages to having access to the Staff Discord is having access to priority support from our help desk team. <br />
=== I am a host ===<br />
==== I have a technical question about Airmeet ====<br />
Go the the chatroom #staff-help and use '@airmeet' followed by your question<br />
==== I have a non-technical question ====<br />
Go to the chatroom #stage-managment and use '@sm-help' followed by your question<br />
=== I am not a host ===<br />
==== I have a technical question about Airmeet ====<br />
Go the the chatroom #staff-help and use '@helpdesk' followed by your question<br />
==== I have a non-technical question ====<br />
Go to the chatroom for your team and ask your question<br><br />
If you do not have a chatroom for your team, you can ask in the #staff chatroom<br />
== Cannot find what you are looking for? ==<br />
You can:<br />
* Check out our '''[[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]] Page'''<br />
* Ask in the '''#staff-help''' channel on the discord server<br />
* Visit the Norwescon Help Page on our website: '''https://norwescon.org/help'''<br />
== Channels ==<br />
=== Chat Channels ===<br />
==== Public Channels ====<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department<br />
|-<br />
| #webpage-help || This channel is on norwescon.org/help for the public to be able to contact our help desk team || Help Desk, Convention Services<br />
|-<br />
| #staff-new-to-server || New staff post here to request roles/privileges on the server || Help Desk, Convention Services<br />
|}<br />
==== Leadership, Orgganizers and Admins ====<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #exec-leadership-private || For Execs to talk with each other and our the Core Team || Help Desk, Convention Services || Exec Team and Airmeet Core Team<br />
|-<br />
| #airmeet-core-team-private || Tactical Conversation Channel for the Airmeet Core Team (CS Leadership) to talk about issues related to the Airmeet Platform, use #airmeet-orgianizers to talk about future and or issues with things || Help Desk, Convention Services || Airemeet Core Team<br />
|-<br />
| #airmeet-orgianizers-private || This channel is a tactical conversation channel for all the Airmeet 'Orginzers' (aka admins) to talk about future changes to the backend of the platform and/or issue with what they are trying to us || Keith Jewel, Platform Manager, Convention Services || Airmeet Event Managers/Organizers<br />
|-<br />
| #airmeet-edits-private || Track change log for tracking changes to our Norwescon 43 event || Keith Jewel, Platform Manager, Convention Services || Airmeet Event Managers/Organizers<br />
|-<br />
| #discord-edits-private || Track change log for tracking changes to our Staff Discord Server || Kyle Hall, IT & Safety Manager, Convention Services || Discord Admins<br />
|-<br />
|}<br />
<br />
==== Staff Channels ==== <br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #staff-announcements || To share announcements to all staff during the event. || Kyle Hall, IT & Safety Manager, Convention Services || Airmeet Admins, Leadership, All Staff (read-only)<br />
|-<br />
| #all-staff || This is the chat channel for any conversation that does not fit in another channel and/or with people who do not have the between two people who do not have the same channel(s) || Help Desk, Convention Services || All Staff<br />
|-<br />
| #staff-help || Use this channel to contact the Help Desk Team. || Help Desk, Convention Services || All Staff<br />
|-<br />
| #chatter || This chat channel is for random conversations that are not official 'work' conversations || n/a || All Staff<br />
|-<br />
| #helpdesk-private || Tactical Channel for our help desk team to talk to one and another || Help Desk, Convention Services || Help Desk Staff (all teams)<br />
|-<br />
| #security-private|| Tactical Channel for our security team to talk about things not for general eyes || Security, Convention Services || Tier 2 Help Desk - Conduct/Security<br />
|-<br />
| #stage-Management-private|| Home of our Stage Management team where our hosts hangout and get their assignments || Bernie, Programing || Stage Management Team <br />
|-<br />
| #productions-special-events-private || Tactical chat room for our Productions Team to talk || Special Events || Special Event Staff<br />
|-<br />
| #games-special-events-private || Tactical chat room for our Gaming Team to talk || Special Events || Special Event Staff<br />
|-<br />
| #faq-and-wiki-dev || Used to talk about our needs for our FAQ and Wiki || Special Events || All Staff<br />
|}<br />
<br />
=== Voice "Radio" Channels ===<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| chatter || random conversation channel for our staff || Special Events || All Staff<br />
|-<br />
| helpdesk || tactical channel for our helpdesk team to talk/share things and work through things with staff who need help || Help Desk, Convention Services || All Staff<br />
|-<br />
| exec-leadership-private || For Execs to talk with each other and our the Core Team || Help Desk, Convention Services || Exec Team & Airmeet Core Team<br />
|-<br />
| stage-management-private || Tactical channel for our stage management team || Programing || Stage Management Team<br />
|-<br />
| productions-special-events-private || Tactical channel for our production team || Special Events || Special Events Staff<br />
|-<br />
| games-special-events-private || Tactical channel for our gamming team || Special Events || Special Event Staff<br />
|-<br />
| Core Team-private || Tactical channel for our Core Team to || Convention Services || Airmeet Core Team<br />
|}<br />
<br />
== Roles ==<br />
{| class="wikitable"<br />
|-<br />
! Role !! Description <br />
|-<br />
| Admin || Discord Admin role (those who manage the backend of the platform)<br />
|-<br />
| Leadership || This is a private is assigned to Norwescon's Exec Team + Airmeet Core Team<br />
|-<br />
| Helpdesk || Tier 1 Help Desk Team<br />
|-<br />
| Security || Tier 2 Help Desk Security Team<br />
|-<br />
| Moderator || Gives the user the ability add and manage people on the server<br />
|-<br />
| Staff || Assigned to all staff on the server<br />
|-<br />
| Reg || Tier 2 Help Desk Reg team<br />
|-<br />
| Airmeet || Tier 2 Help Desk Airmeet Team<br />
|-<br />
| CM || Tier 3 Help Desk Convention Master Team<br />
|-<br />
| Stage Management || Programming's Stage Management Team (including Hosts) <br />
|-<br />
| Airmeet-Tier 3 || Tier 3 Help Desk Airmeet Team<br />
|-<br />
| Special Events || Our Special Events Team<br />
|-<br />
| sm-help || Our Stage Malmanagement Leadership Team & Direct Help for the Host Team<br />
|-<br />
| Airmeet-Admin || Everyone who is an 'Organizer' (aka admin) for our Airmeet Platform <br />
|}<br />
<br />
[[Category: Norwescon 43]] [[Category: Discord]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Discord_Tips_%26_Tricks&diff=255Discord Tips & Tricks2021-03-25T14:58:53Z<p>DJWudi: </p>
<hr />
<div>== TIP #1: Have you joined the server late? == <br />
Daunted by scrolling all the way back up to the top of that busy channel to figure out what the channel is supposed to be for? OR, do you have a sneaking suspicion that a link to something important has already been provided? <br><br />
CHECK OUT THE PINNED MESSAGES! That's right! Important messages can be pinned to the channel so they don't get lost. To see if a channel has pins, look up to your right and then click on the push-pin icon. That will then pull up a list of all the pinned messages in the channel. If you need more room to see the message, click on it, and Discord will take you to where the message is in the channel.<br />
== TIP #2: Want to get someone's attention in a channel? ==<br />
Need to try and get a group of people's attention? You can do that!<br><br />
To specifically tag an individual, type the @ symbol followed by the first letter of their name. Discord will then start showing you options to choose from. Click on the person you want, and their name will show up after the @ symbol. Like this. @Kathy - Business Exec <br><br />
Need to grab an admin or reg or security---just type the @ symbol followed by Admin, Reg, or Security as appropriate. It will behave the same as with an individual.<br><br />
== TIP #3 Want to change your nickname on the server? ==<br />
You can do that! (We ask that everyone try to keep things related to how we know you on ConCom.)<br><br />
If you click on the down carrot up by the server name (NWC 43-Staff) at the top of the channel menu, it will bring up a sub menu of actions. One of those is "change nickname". Use your new power responsibly.<br />
== TIP #4: Don't really feel like typing up an entire comment to respond to something but also want to acknowledge its existence? ==<br />
You can do that by adding a reaction to the post.<br><br />
=== To add a reaction to someone's post: ===<br />
# On mobile, press down on the text and hold. On desktop, hover over the text and click on the smile/add reaction.<br />
# Click on Add Reaction<br />
# In search bar, type what you want to see if we have it. For example, typing heart will pull up all our heart emojis. Or, you can scroll through the emojis to find the perfect one. <br />
# Click on the emjoi you want. Lo! It shall appear. Test it out here on this post!<br />
Bonus: someone else has already put an emjoi reaction on the post! Huzzah! You don't have to find one. Just click on the emjoi, and your reaction will be added.<br />
== TIP #5: Hey, I want a shiny looking picture! How do I get rid of this neon game controller? == <br />
I swear, I'm not a game controller! (Sure, we believe you. For now.)<br />
=== To add a user pic on mobile: ===<br />
# Click on the 3 bars<br />
# Click on the gear icon down at the bottom of the screen. <br />
# Click on My Account<br />
# Picture adding and removing capability will then be there.<br />
=== To add a user pic on desktop ===<br />
# Look at the botoom of the channel list. <br />
# Click on the gear. This is your user settings. <br />
# Huzzah! You've found your "my account" area. Your avatar circle will be at the top. Add a picture here.<br />
'''Please keep all user pictures within the bounds of our Code of Conduct'''<br />
== TIP #6 Trying to avoid the dreaded wall of text but also have a lot to say? == <br />
Keep hitting enter only to post too soon? The struggle is real, my friends. To put a space between your paragraphs, shift + enter will do that for you.<br />
Cannot find what you are looking for? Try checking out<br />
<br />
[[Category: Norwescon 43]] [[Category: Discord]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=NWC_43_Discord_Staff_Server&diff=254NWC 43 Discord Staff Server2021-03-25T14:58:24Z<p>DJWudi: </p>
<hr />
<div>== Quick Start Guide ==<br />
# If you do not have a discord account go to [http://Discord.com Discord.com] and signup for an account<br />
# You will need to get the join link from your Exec and/or Supervisor<br />
# Go to the "#staff-new-to-server" channel and post your name (as it is shown on the Concom Org Chart) and your role/title(s)<br />
<big>Recommend also checking our out the #start-here-discord-tips-and-tricks channel</big><br />
<br />
== Advanced Setup Recommendations ==<br />
=== Apps ===<br />
It is highly recommended to download and use the app version of discord both on your computer and smart device(s). These platforms are much more stable then the web version of the platform. '''https://discord.com/download''' <br />
=== Voice Channels ===<br />
The best way to think of the voice channels are the same as the radios we use at the hotel, but on steroids. This is where you can hear someone talk to you (and get your attention). Plus, you can also share your screen and/or video while you talk.<br><br />
why is this so important you ask, as we can do this in Airmeet? Because for example, if you are having issue with something in Airmeet you can stay in your session AND share your screen with the Help Desk person (or your team's leadership) without leaving the session/table/etc. <br />
=== Notifications ===<br />
Notifications settings are one of the powerful functions of Discord and used right can change the experience from an annoying one to a very useful and gratifying experience.<br />
Notifications are set at two levels, you can set them at the '''server''' level and the system uses this as a '''default''' for other channels. Unless you set the second level which is '''individual''' level, you can override the server level notifications setting for a given channel. <br><br />
<big>NOTE: If you do not customize your notifications settings the amount of chatter on the server will likely overwhelm you.</big><br />
<br />
==== Recommendations ====<br />
* Set the server level notification settings to '@mention' by clicking on the 'áŻ' in the top bar next to the server name then click on 'Notification Settings'<br />
[[File:Discord-Notifications-Server-Settings.PNG|thumb|right|Discord Server Menu]]<br />
* Then for the channels listed below (if you are on that team/have that role) I would recommend setting them to 'All Messages'<br><br />
[[File:Discord-Notifications-Settings.PNG|thumb|right|Channel Setting Menu]]<br />
<br />
<big>Channels recommended for 'All Messages'</big><br><br />
For all staff<br />
* #staff-announcements<br />
For Execs & Core Team<br />
* #leadership<br />
* Your teams chat channel(s)<br />
For On-Duty Tier 1 Help Desk Staff<br />
* #webpage-help<br />
* #staff-help<br />
* #helpdesk<br />
For Discord Admins<br />
* #leadership<br />
* #staff-new-to-server<br />
<br />
==== There are 3 different settings for notifications ====<br />
{| class="wikitable"<br />
|-<br />
! Function !! Description<br />
|-<br />
| Use Server Default || Use whatever the Server level setting you have set<br />
|-<br />
| All Messages || Every message you will get a notification for <br />
|-<br />
| Only @mentions || Only messages that have a mention of you and/or a role that you have been assigned to you will get notifications for<br />
|-<br />
| Nothing || You will not get '''any''' 'notifications' for this sever/channel<br />
|}<br />
<br />
== How to get help on the discord server ==<br />
One of the two main advantages to having access to the Staff Discord is having access to priority support from our help desk team. <br />
=== I am a host ===<br />
==== I have a technical question about Airmeet ====<br />
Go the the chatroom #staff-help and use '@airmeet' followed by your question<br />
==== I have a non-technical question ====<br />
Go to the chatroom #stage-managment and use '@sm-help' followed by your question<br />
=== I am not a host ===<br />
==== I have a technical question about Airmeet ====<br />
Go the the chatroom #staff-help and use '@helpdesk' followed by your question<br />
==== I have a non-technical question ====<br />
Go to the chatroom for your team and ask your question<br><br />
If you do not have a chatroom for your team, you can ask in the #staff chatroom<br />
== Cannot find what you are looking for? ==<br />
You can:<br />
* Check out our '''[[Norwescon 43 Staff Discord Tips & Tricks|Staff Discord Tips & Tricks]] Page'''<br />
* Ask in the '''#staff-help''' channel on the discord server<br />
* Visit the Norwescon Help Page on our website: '''https://norwescon.org/help'''<br />
== Channels ==<br />
=== Chat Channels ===<br />
==== Public Channels ====<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department<br />
|-<br />
| #webpage-help || This channel is on norwescon.org/help for the public to be able to contact our help desk team || Help Desk, Convention Services<br />
|-<br />
| #staff-new-to-server || New staff post here to request roles/privileges on the server || Help Desk, Convention Services<br />
|}<br />
==== Leadership, Orgganizers and Admins ====<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #exec-leadership-private || For Execs to talk with each other and our the Core Team || Help Desk, Convention Services || Exec Team and Airmeet Core Team<br />
|-<br />
| #airmeet-core-team-private || Tactical Conversation Channel for the Airmeet Core Team (CS Leadership) to talk about issues related to the Airmeet Platform, use #airmeet-orgianizers to talk about future and or issues with things || Help Desk, Convention Services || Airemeet Core Team<br />
|-<br />
| #airmeet-orgianizers-private || This channel is a tactical conversation channel for all the Airmeet 'Orginzers' (aka admins) to talk about future changes to the backend of the platform and/or issue with what they are trying to us || Keith Jewel, Platform Manager, Convention Services || Airmeet Event Managers/Organizers<br />
|-<br />
| #airmeet-edits-private || Track change log for tracking changes to our Norwescon 43 event || Keith Jewel, Platform Manager, Convention Services || Airmeet Event Managers/Organizers<br />
|-<br />
| #discord-edits-private || Track change log for tracking changes to our Staff Discord Server || Kyle Hall, IT & Safety Manager, Convention Services || Discord Admins<br />
|-<br />
|}<br />
<br />
==== Staff Channels ==== <br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| #staff-announcements || To share announcements to all staff during the event. || Kyle Hall, IT & Safety Manager, Convention Services || Airmeet Admins, Leadership, All Staff (read-only)<br />
|-<br />
| #all-staff || This is the chat channel for any conversation that does not fit in another channel and/or with people who do not have the between two people who do not have the same channel(s) || Help Desk, Convention Services || All Staff<br />
|-<br />
| #staff-help || Use this channel to contact the Help Desk Team. || Help Desk, Convention Services || All Staff<br />
|-<br />
| #chatter || This chat channel is for random conversations that are not official 'work' conversations || n/a || All Staff<br />
|-<br />
| #helpdesk-private || Tactical Channel for our help desk team to talk to one and another || Help Desk, Convention Services || Help Desk Staff (all teams)<br />
|-<br />
| #security-private|| Tactical Channel for our security team to talk about things not for general eyes || Security, Convention Services || Tier 2 Help Desk - Conduct/Security<br />
|-<br />
| #stage-Management-private|| Home of our Stage Management team where our hosts hangout and get their assignments || Bernie, Programing || Stage Management Team <br />
|-<br />
| #productions-special-events-private || Tactical chat room for our Productions Team to talk || Special Events || Special Event Staff<br />
|-<br />
| #games-special-events-private || Tactical chat room for our Gaming Team to talk || Special Events || Special Event Staff<br />
|-<br />
| #faq-and-wiki-dev || Used to talk about our needs for our FAQ and Wiki || Special Events || All Staff<br />
|}<br />
<br />
=== Voice "Radio" Channels ===<br />
{| class="wikitable"<br />
|-<br />
! Channel !! Use !! Responsible Person/Department !! Who has access?<br />
|-<br />
| chatter || random conversation channel for our staff || Special Events || All Staff<br />
|-<br />
| helpdesk || tactical channel for our helpdesk team to talk/share things and work through things with staff who need help || Help Desk, Convention Services || All Staff<br />
|-<br />
| exec-leadership-private || For Execs to talk with each other and our the Core Team || Help Desk, Convention Services || Exec Team & Airmeet Core Team<br />
|-<br />
| stage-management-private || Tactical channel for our stage management team || Programing || Stage Management Team<br />
|-<br />
| productions-special-events-private || Tactical channel for our production team || Special Events || Special Events Staff<br />
|-<br />
| games-special-events-private || Tactical channel for our gamming team || Special Events || Special Event Staff<br />
|-<br />
| Core Team-private || Tactical channel for our Core Team to || Convention Services || Airmeet Core Team<br />
|}<br />
<br />
== Roles ==<br />
{| class="wikitable"<br />
|-<br />
! Role !! Description <br />
|-<br />
| Admin || Discord Admin role (those who manage the backend of the platform)<br />
|-<br />
| Leadership || This is a private is assigned to Norwescon's Exec Team + Airmeet Core Team<br />
|-<br />
| Helpdesk || Tier 1 Help Desk Team<br />
|-<br />
| Security || Tier 2 Help Desk Security Team<br />
|-<br />
| Moderator || Gives the user the ability add and manage people on the server<br />
|-<br />
| Staff || Assigned to all staff on the server<br />
|-<br />
| Reg || Tier 2 Help Desk Reg team<br />
|-<br />
| Airmeet || Tier 2 Help Desk Airmeet Team<br />
|-<br />
| CM || Tier 3 Help Desk Convention Master Team<br />
|-<br />
| Stage Management || Programming's Stage Management Team (including Hosts) <br />
|-<br />
| Airmeet-Tier 3 || Tier 3 Help Desk Airmeet Team<br />
|-<br />
| Special Events || Our Special Events Team<br />
|-<br />
| sm-help || Our Stage Malmanagement Leadership Team & Direct Help for the Host Team<br />
|-<br />
| Airmeet-Admin || Everyone who is an 'Organizer' (aka admin) for our Airmeet Platform <br />
|}<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=Closed_Captioning_in_Airmeet&diff=253Closed Captioning in Airmeet2021-03-25T14:58:02Z<p>DJWudi: </p>
<hr />
<div>==In Sessions==<br />
Airmeet has built-in support for closed captioning in sessions. To turn it on:<br />
<br />
# Join a session;<br />
# Click the CC button at the bottom of the screen; and<br />
# Sit back and read!<br />
<br />
For more information on captioning, see the [https://help.airmeet.com/504/enable-and-disable-closed-captions-during-a-live-session?mid=224883 Airmeet help page].<br />
<br />
Known issues with Airmeet-provided captions:<br />
<br />
Airmeet does not support captions anywhere except within Sessions;<br />
* Captions do not work on the mobile apps;<br />
* Hosts do not have the ability to view captions;<br />
* Captions may be time-delayed for speakers with low bandwidth connections; and<br />
* When a viewer has captions turned on, their screen will no longer display multiple peopleâthey can only see the window of the current speaker.<br />
<br />
== In the Lounge and the Arena ==<br />
If you need closed captioning in the Lounge or the Arena, or if you are having difficulties with how captions display in Sessions, the Google Chrome web browser supports live captioning as of March 2021. Instructions on how to enable it may be found here: [https://www.macrumors.com/2021/03/18/chrome-for-desktop-live-captions-feature/ Google Chrome for Desktop Gains Live Captions Feature for Audio and Video]<br />
<br />
Known Issues<br />
* These caption settings are only supported on the Google Chrome desktop application, version 89 or later<br />
* Captions do not appear to be supported in the Chrome mobile app<br />
* After enabling the Live Caption feature in your browser settings, you must quit and relaunch Chrome for them to display<br />
* If you close the captioning window, you must reload the webpage for them to reappear<br />
* For further assistance with this feature, see [https://support.google.com/chrome Google Chrome Help]<br />
<br />
== Adding Captions to Your Own Video Feed ==<br />
You can use third-party video editing software to inject captions into your own video feed. We have had reports that using a combination of [https://webcaptioner.com/captioner/ Web Captioner] (free!) and [https://obsproject.com/ Open Broadcaster Software] (also free!) is one of the more user-friendly(ish) ways to do this.<br />
<br />
If you want to try this, hereâs how. (Please note: This info is provided for informational purposes only. Norwescon does not endorse either company, and does not officially support this solution, so if you have technical issues, we must refer you back to the help resources of Web Captioner or OBS.)<br />
<br />
Before logging into Airmeet:<br />
<br />
# Download and install OBS. We recommend optimizing it for virtual camera.<br />
# Navigate to Web Captioner in your web browser and click Start Captioning. (For greater accessibility, we recommend adjusting your settings to use the OpenDyslexic font.)<br />
# Launch OBS.<br />
# Click Studio Mode (lower right) to display Preview and Program windows.<br />
# Go to the Scenes window (lower left) and click the + to create a new scene.<br />
# In the Sources window (lower, second from left), click the + to add sources.<br />
# Add a Video Capture Device (your camera).<br />
# Add a Window Capture (your web browserâs Web Captioner window).<br />
# Adjust your windows.<br />
# The Preview frame (upper left) allows you to move and resize your sources<br />
# The Program window (upper right) lets you verify how your output will appear<br />
# Use the slider bar in the Transitions window (upper middle) to display any updates to the Preview.<br />
# Click the Start Virtual Camera button (lower right) to start sending OBS output to your camera.<br />
<gallery><br />
CC_Demo.png|OBS Screen shot<br />
</gallery><br />
Now, when you launch Airmeet, you should be able to select OBS Virtual Camera as one of your options.<br />
<br />
== OBS and Web Captioner Tips & Tricks: ==<br />
* If you are asked to allow OBS to use your camera, allow it.<br />
* You may need to restart OBS and your web browser after changing some settings.<br />
* If Airmeet cuts off part of your window, you can use the Preview window in OBS to rearrange your camera and captions at any time. Just use the Transition slider to update your appearance.<br />
* You may wish to launch Web Captioner in a new web browser window with no other tabsâyour captions will disappear if you minimize its window or click to another tab.<br />
* More info on OBS features can be found on the [https://obsproject.com/wiki OBS Wiki].<br />
* Help for Web Captioner can be found on the [https://webcaptioner.com/help Web Captioner help page].<br />
<br />
[[Category: Norwescon 43]]</div>DJWudihttps://wiki.norwescon.org/index.php?title=FAQ_(NWC43)&diff=252FAQ (NWC43)2021-03-25T14:57:39Z<p>DJWudi: </p>
<hr />
<div>== Items different this year as compared to [https://www.norwescon.org/about/faq-frequently-asked-questions/ main FAQ page] (numbers for reference). ==<br />
'''1.3. Where is Norwescon?'''<br />
Norwescon 43 is 100% online for 2021. <br />
<br />
'''1.3.1. How do I get there?'''<br />
You'll enter the event from our home page [https://www.norwescon.org norwescon.org] using the email address that you used to register for the convention.<br />
<br />
'''2.1.1. What if I can't/don't want to come for the whole weekend?'''<br />
Please purchase a membership and attend on the days/portion of days that you wish to attend. We are unable to limit attendance by day for our online event. <br />
<br />
'''2.1.2. What if I can't afford to pay for a membership at all?'''<br />
Just like for our in-person event you will be able to view the Dealers' Room, Art Show, and Club Table information online without purchasing a membership. New for the virtual event, you will be able to see some concerts and demonstrations on our Twitch channel without a membership as well.<br />
<br />
'''2.2. When do I get my badge?'''<br />
We held badge pick-up events around the Puget Sound the weekend of March 20-21. Remaining badges will be mailed to members.<br />
<br />
'''2.4.1. How do I report a problem or concern?'''<br />
If you encounter or witness any behavior that concerns you please contact report@norwescon.org or stop by the first booth in the arena where you will find various people to assist you.<br />
<br />
'''2.6.May I take a screen capture of a panel or a table? Or, a photo of my computer screen showing the people on screen?'''<br />
For any programming item or event, no. It would be too disruptive to the schedule to ask for permission from all the panelists to have a photo or screen capture taken, and it has been Norwescon's long-standing policy to ask for consent before taking photos. <br />
<br />
For a table in the arena or lounge, if you are able to get everyone's consent for the picture or screen-capture, then you may take one. Again, in line with our Code of Conduct and Photography Policy, it is important to ask people's permission BEFORE taking any type of recording.<br />
<br />
'''3.1.1. Can I volunteer to help out?'''<br />
Yes! Please contact volunteers@norwescon.org or stop by the first booth in the arena during the convention.<br />
<br />
'''3.4.2.1. I want to play a game. Do I need to sign up?'''<br />
You do not need to, but it is preferred as scheduled games are on a first come first served sign up basis. Sign ups are available online at [https://www.norwescon.org/con/special-events/games/ norwescon.org/con/special-events/games/]. Most games have a maximum player limit; if you sign up after that limit is reached you will be placed on the waitlist and can play if players who signed up earlier donât show up. There is no sign-up list for the Jackbox Stage; just show up and play.<br />
<br />
'''3.4.2.4. What is Open Games? Where is it?'''<br />
Come to Open Games if you're interested in pulling up a virtual chair and playing a game with your friends and/or other available players. Open Games can be found at the "Norwescon Games - Info Desk and Open Games" booth in the arena on Airmeet. Stop by and talk to the staff at the Games Help Desk. Games Staff can suggest games you may like, help you find a game and/or other players, and even play games with you. In addition, we have some trial memberships available from our partner Tabletopia if you want to play a game they provide; otherwise you can run a game on whatever platform you choose. Staff at the Games Help Desk can also teach a number of games if you want to learn something new.<br />
<br />
== Virtual Convention Specific Items ==<br />
'''Q: I want to attend a 10am panel on Saturday morning, when should I login?''' <br />
<br />
A: If you haven't logged in before, we recommend joining for the first time at least 30 minutes before the event you wish to attend. If you have not yet purchased your membership, please do so as far in advance as is practical. Once the convention officially begins, setting up your Airmeet login based on a membership purchase becomes a manual process for our volunteer staff.<br />
<br />
'''Q. My household is sharing one computer, webcam, and IP address, to attend Norwescon 43. Do we register as one person or two?'''<br />
<br />
A. In order for each person to appear with their name and information you do need to have a registration for each of them so that they have their own Airmeet account/login. However you will only be able to attend one event/panel at a time as simultaneous account logins are not possible. If one person in your household registers, you are welcome to attend events together. If both of you register only one of you will be able to be logged in and attending something at a time. IP address is not a criteria, if you have multiple computers, please register each person and attend from individual devices.<br />
<br />
'''Q. How many events/panels are running at the same time during Norwescon 43?''' <br />
<br />
A. We'll have 10 stages running at once most of the time so you'll have to decide where you want to be.<br />
<br />
'''Q. Is closed captioning available for Norwescon 43?'''<br />
<br />
A. Yes, the Airmeet platform has built-in support for closed captioning in sessions. For usage directions and additional information about using a third-party option to inject captions into your feed go to our [[Closed Captioning in Airmeet|Closed Captioning]] page.<br />
<br />
'''Q: How do I know what email address I registered for the convention with?'''<br />
<br />
A: If you're not sure what address you registered with the best way to check is to go to the registration kiosk and log in with your username and password. After reviewing your badge name (update NOT pushed to Airmeet after 3/28/2021) you will be able to proceed to the next page where your email addresses are listed. The first email address listed<br />
on the account is the one to access Airmeet with.<br />
<br />
'''Q. I wasn't able to pick up my badge in person, when will I receive it?'''<br />
<br />
A. If you purchased your membership before March 15th your badge was mailed on Monday, March 22nd and should arrive in 7-10 business days, depending on the postal service and how far away from Seattle you are. If you purchased your membership after March 15th your badge will be printed and mailed to you after the convention and you should receive it towards the end of April.<br />
<br />
'''Q: May I take a screen capture of a panel or a table? Or, a photo of my computer screen showing the people on screen?''' <br />
<br />
A. For any programming item or event, no. It would be too disruptive to the schedule to ask for permission from all the panelists to have a photo or screen capture taken, and it has been Norwescon's long-standing policy to ask for consent before taking photos.<br />
<br />
For a table in the arena or lounge, if you are able to get everyone's consent for the picture or screen-capture, then you may take one. Again, in line with our Code of Conduct and Photography Policy, it is important to ask people's permission BEFORE taking any type of recording.<br />
<br />
[[Category: Norwescon 43]]</div>DJWudi