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Meetecho guide for chairs

This guide provides information and a short set of actions to review for chairs of sessions using Meetecho conferencing.

In addition to taking the steps outlined in the Meetecho Guide for Participants chairs should take care to:

  1. Set up for Meetecho
  2. Test your setup
  3. Prepare for your session
  4. Join the session about 10 minutes early
  5. Chair the session
  6. Get help if needed

1. Set up for Meetecho

Meetecho brings together video and audio conferencing, meeting material sharing, text chat, shared notepad capability, and mic queue management.

There is no client to install as Meetecho can be used directly in any desktop WebRTC-enabled web browser. Many Meetecho features are available on mobile browsers that support WebRTC but a mobile-friendly user interface is still in development and screen sharing is not supported on mobile devices. Please note, however, that capabilities may vary depending on browsers and any extensions installed, and some advance preparation may be necessary, depending on your set up.

Meetecho documentation provides additional details.

Meetecho have prepared a short video that provides an overview of features relevant to session chairs. (You are also encouraged to review the video that provides more general information about using Meetecho as a session participant.)

2. Test your setup

Before joining a group session, you are strongly encouraged to test your setup, especially screen sharing.

As an IETF Working Group chair, you can use the Meetecho Session Scheduler to set up a test session at your convenience.

Creating a session in Meetecho only sets up a Meetecho conference and does not automatically create an interim meeting in the IETF Datatracker (which is done via IETF Datatracker interim meeting request form). Any string can be used for the “SESSION” field. (e.g. asdf-test). Recordings of test sessions created via the Meetecho scheduler are discarded.

Once you've scheduled a session, you'll be automatically brought back to a web page that shows all sessions you created for the working groups you chair. This page also provides options to delete sessions and create new ones.

3. Prepare for your session

Some specific steps you can take before your session to help it run smoothly:

Identify a volunteer to be a jabber scribe: This person will serve the usual role of jabber scribe, though that might in practice be more limited during an all online meeting.

Identify the minute taker: As with in-person sessions, you will need to identify a minute-taker. The session notepad available via the IETF Datatracker agenda will be used for minutes as usual.

Be sure all presentations and other materials for the session are uploaded to Datatracker: A template of introductory slides is available and may be downloaded in various formats.

Coordinate with presenters in advance about how screens will be shared.

The session chair checklist might also be helpful, and a starter slide deck is available.

4. Join the session

Sessions will be open 10 minutes before the scheduled start each session. Plan to join a session at that time to ensure everything is set up.

Meetecho
Meetecho provides a consolidated view of all the tools and information for IETF meeting sessions, including audio and video, session participant list, meeting materials, and a shared session notepad. When joining a session you are chairing, you will automatically join Meetecho in the chair role. Note that while you can join multiple Meetecho sessions at the same time, it is possible to only join any particular session once using Meetecho.

Additional windows
You may wish to have individual tools open in separate windows. Links to the Web-based shared notepad and the Jabber/XMPP Groupchat for each session are available from the IETF Datatracker meeting agenda.

IETF Datatracker agenda detail

Check your audio is set up before you join: Audio input and output preferences should be set before joining a session. Using a headset is strongly recommended. Meetecho does not provide an option to join by phone call. The general expectation is that participants will only send audio when recognized by a session chair in the queue.

Manage video: Sending video will be off when joining a session. Chairs are encouraged to send video.

5. Chair the session

Bluesheets to collect meeting participation: will be automatically generated based on IETF Datatracker information so there is no need to do anything further after you’ve begun the session.

Further details about queue management and other chair features are available in the Meetecho documentation and session chair video.

Sessions should conclude on time: The Meetecho rooms will close automatically shortly after the scheduled end time to avoid collisions with subsequent sessions.

Sharing slides: There are several options for sharing slides and coordinating in advance with the sessions presenters. A new Meetecho feature allows presentation of slides pre-loaded into the IETF Datatracker for the session or slides uploaded via Meetecho. Further details are provided in the video below.

6. Get help if needed

If you run into trouble setting up for an IETF meeting using Meetecho, or would like additional information, you are encouraged to email support@ietf.org.