Housekeeping & Access

XR meetings are run rather differently, due to our culture and ideally all sessions ought to begin with Housekeeping - an explanation of meetings culture. If this is not possible, e.g. for reasons of timing, the points should be clearly displayed on a slide, or posted in chat, for everyone to read. Having said that, the access/inclusivity points ought to be dealt with by the presenter.

Access

• Closed captioning should be running from the start of the session. You can explain how participants can show or hide it, or ask if captioning is required. If not, just turn it off.
• check if participants have any access requirements e.g. additional comfort breaks; a slower presentation speed with longer pauses so information can be processed; a longer time to formulate any questions.
• ask participants to keep mics switched off until they need to speak. This is essential to avoid any background noise interfering with whomever is speaking as it and will cut out their voice
• advise participants that they can use chat to communicate if they don’t have a mic.

Be sure that participants are clear about the duration of the session, approximate break time[s] and if there is an additional Q&A. Always give the option for participants to indicate their requirements in a direct message in chat and make sure they know how to use it. Safe space Explain that we do not consume any alcohol or drugs during a session and eating should please be done off camera. Also ask if anyone prefers not to see people smoking or vaping to please advise, again via personal message if preferred, and they will be asked to go off camera. Hand Signals [once on RT add link to good diagram] Explain or show on a slide the basic hand signals to use during your session. You may not need them all, depending e.g. on the subject of your session or if its to experienced rebels  · Raise one finger (query or comment)  · Wavy hands (I agree  - also see Temperature check below for unsure/disagree) · C for clarification · T for Technical - (e.g. ‘this is for anyone who has a technical issue so we can address you immediately’) · Two hands forming a circle (please round-up what you are saying) · Temperature check - to gauge feeling of participants (wavy hands up [BSL for cheering], in the middle and pointing downwards) Check if participants don’t have a camera. Explain using the Reactions button for hand signals - one hand for general help/Q and thumb up for Yay!/OK!