Wednesday, August 17, 2022
The RP Group

Printable version of Room Host ResponsibilitiesServe as a Room Host

#SSSC22: Strengthening Student Success Conference

Printable Version

Sign up to be a Room Host for the conference and attend the conference for free. Complete this form to request to serve as a Room Host. Room Host assignments will be made in the order commitments are received; you will be assigned to a specific room for each day. Click here for a schedule of sessions by room.

We will also need hosts for the Friday, October 7 post-conference workshops (from 8:30 am to 12:15 pm) and those opportunities will be filled as requested. You must be signed up as a Wed/Thurs host in order to request to host on Fri as well. Find post-conference session titles on our website. We will contact you with “next steps” within 72 hours of receiving your form.


  • Attend a 30-minute orientation session on Wednesday, October 5, 2022 at 8:30 am.

  • Be available for the entire day (beginning at 8:30 am on Wednesday, October 5 for orientation and ending at 5:00 pm on Thursday, October 6).

  • Serve as room host for all breakout sessions on each day of the conference.

  • Pay your own travel and lodging fees (room rate of $219 plus taxes & fees per night), including parking fees as applicable (discounted overnight and day self-parking rate of $14.00/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 5 at 8:30 am at the conference site.

Before the Session

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

  • Arrive 15 to 20 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 complete the session survey in the app at the conclusion of the session (available in the session details for each session).

  • Remind attendees to put phones on silent or vibrate.

  • Assist late arrivals in finding seats.

  • Please 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.


  • Turn in all host materials at the Conference Information Desk before departing the conference.

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