Friday, July 19, 2024
The RP Group

 Serve as a Room Host at SSSC24

#SSSC 2024 - Teaching and Learning at a Crossroads; Where Do We Go from Here?

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Complete this request form to serve as a room host and attend the conference for free. Room host assignments will be made in the order in which commitments are received, and you will be assigned to a specific room for each day. We will share the final conference schedule with you by August 1, and you will have the opportunity to submit your room preferences at this time.

We will also need hosts for the Friday, October 11, post-conference workshops (from 8:00 am to 12:15 pm), and those opportunities will be filled as requested. You must be signed up to host on Wednesday and Thursday in order to request to host on Friday as well. Find post-conference session titles on our website. If you would like to host a workshop, please indicate your top three workshop preferences in your form. We will confirm your workshop choice in August.


  • Attend a 30-minute orientation session on Wednesday, October 9, at
    8:00 am.

  • Be available for the entire day (beginning at 8:00 am on Wednesday, October 9, for orientation and ending at 4:30 pm on Thursday, October 10).

  • Serve as room host during all breakout session times on each day of the conference.

  • Pay your own travel and lodging fees (room rate of $229 plus taxes & fees per night), including parking fees, as applicable (discounted overnight and day self-parking rate of $16/day).


  • Free conference registration

  • A guaranteed seat at each session you host

Your Responsibilities

Mandatory Orientation

  • Hosts will need to attend an orientation meeting, which will be held on Wednesday, October 9, at 8:00 am at the conference site.

Before the Session

  • Be sure to have your HOST ribbon affixed to your badge.

  • Arrive 15 minutes (minimum) prior to your first session each day to check the room for proper setup and familiarize yourself with the room, lighting, and the closest restrooms. 

  • Ensure the room is refreshed appropriately between sessions. Advise MeetingWise staff (wearing STAFF ribbons) if assistance is needed.

  • Identify yourself to the presenters as someone who can assist them as needed during the session. Ask how they would like to be reminded of the amount of time they have left (e.g., 10, 5, and/or 1-minute notifications).

During the Session

  • Make sure the session starts on time. 

  • Remind attendees to put phones on silent or vibrate. 

  • Assist late arrivals in finding seats.

  • Position yourself at the back of the room during the session so that you can be easily located if there is a need.

  • Provide assistance with any issues that come up during the session.

  • Immediately report any technology challenges to MeetingWise staff; a representative will be sent to the room.

End of the Session

  • Thank presenters and participants and direct participants to the next activity, as appropriate.

  • Complete an electronic evaluation form for each session you host (to be shared with you in advance of the conference).

Final planning details will be emailed to you within one week prior to the conference and will include the room name for the orientation.