Room Host

Main Responsibilities

As a Room Host, you are in charge of a specific room. Your main duties include:

• Helping the speaker set up their equipment
• Announcing the start of each presentation
• Taking a photo of the speaker (if they agree) and posting it on official social channels
• Keeping the speaker on time using time cards
• Assisting during the Q&A and moderating audience behaviour
• Being available to support the speaker with any technical issues
• Handing out speaker gifts after each presentation

Hosting a presentation is one of the most common and rewarding volunteer tasks. It guarantees you a front-row seat at a session you may already want to attend.

Who Can Be a Room Host

Each track may have a primary room host and optionally a shadow room host.

• The primary host should ideally have prior experience hosting presentations.
• The shadow host assists the primary host and can learn the process for future events.

How to Volunteer

Before the conference, the organising team issues a call for volunteers and sets up a communication channel (e.g. chat group, mailing list, or volunteer portal).

A link to the conference system is shared, where volunteers can select their preferred tasks. The same channel can be used to coordinate swaps or ask questions about hosting assignments.

What Room Hosts Need to Do

At the Start of Your Shift

Arrive at your assigned room at least 15 minutes before the first scheduled presentation.

Collect speaker gifts (one per speaker during your shift) and the room host bag, which contains:

• Time cards (15, 10, 5 minutes, Stop, etc.)
• Video adapters (USB-C or DP to HDMI, etc.)
• Clicker and USB dongle
• Spare batteries (if available)
• Water for the speaker (check if the venue provides this)

Before the Presentation

During the scheduled changeover period (usually 10 minutes), greet the speaker and help with setup:

• Connect the speaker’s laptop to the projector
• Test the microphone and check battery levels
• Test the clicker for slide navigation
• Confirm the speaker’s consent to record the session (if applicable)
• Ensure you have a second microphone for announcements and Q&A
• Take a quick photo for social media (with the speaker’s consent)
• Discuss how to introduce the speaker
• Confirm which time cards they want to see and whether Q&A time is included
• If the speaker has not arrived 10–5 minutes before the scheduled start, notify the organisers

Announcing the Presentation

At the scheduled start time:

• Get the audience’s attention and quiet the room.
• Announce the speaker and their presentation title.
• Start on time (allowing 1–2 minutes if many attendees are still entering).

Tip: confirm the pronunciation of the speaker’s name in advance and prepare a short, engaging introduction — not just what’s on the first slide.

Posting on Social Media

If the speaker agrees to be photographed, post a photo and short update to the conference’s social media platform or portal.

Include:

• Speaker’s name
• Presentation title
• Optional fun or engaging description

(Use official hashtags or links if provided by the organisers.)

During the Presentation

• Track the time — a stopwatch on your phone works well.
• Show time cards at the correct intervals (hold them up for ~30 seconds).
• If questions are allowed mid-presentation, be ready to bring the microphone to attendees.
• Coordinate with AV staff if technical issues occur.
• Close the door if needed to reduce distractions.

Q&A Session

• Manage the microphone and choose attendees fairly.
• Have one prepared question in case no one volunteers.
• Keep questions on topic and concise.
• Ensure the Q&A ends on time — the session must not overrun.

After the Presentation

• Thank the speaker and invite the audience to applaud.
• Announce what’s next in the room (or if there’s a break).
• Help the speaker disconnect equipment and return any adapters or clickers.
• Thank the speaker personally and hand them their gift.

Difficult Situations

• If a speaker finishes extremely early (e.g. 20+ minutes), notify the organisers — they may fill the time.
• If a speaker overruns, use time cards and, if necessary, politely interrupt to close the session.
• If audience members are disruptive, discreetly ask them to stop and respect the speaker.

End of Your Shift

• Check that all items are back in the room host bag.
• Hand the bag to the next room host or return it to the registration desk.

Credits

This guide is adapted from multiple community sources, including the original Room Hosting Guide by Boriss Mejías and others.