Merge pull request #424 from Virtual-Coffee/420-docs/ctg-host

Add Guide to Hosting a Coffee Table Group

coffee-table-groups/guides/guide-to-hosting-a-coffee-table-group.md

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+# Guide to Hosting a Coffee Table Group
+
+## Coffee Table Group Host Responsibilities
+
+A Coffee Table Group Host facilitates a context-specific space for our current VC members. They set expectations for attendees by giving new members context when they join. Current Hosts describe the role as much like a Coffee Room Leader, but for a set focus area.
+
+All Coffee Table Group Hosts are expected to represent the Virtual Coffee community and its mission by being welcoming and supportive to attendees, leading with kindness, and adhering to the [Code of Conduct](https://virtualcoffee.io/code-of-conduct).
+
+### Handling Uncomfortable Situations
+
+A disagreement could arise during a Coffee Table Group that you're hosting. In a wide-ranging community like ours, things like this happen from time to time. As a Coffee Table Group Host, you **are not** expected to play referee. Please instead [Report a Code of Conduct Violation](https://virtualcoffee.io/report-coc-violation) using our online form. If you have any lingering concerns after submitting the form, reach out to the [Events Maintainer](#events-maintainer).
+
+### Promoting Your Coffee Table Group
+
+It's recommended that you create a customized post to let VC members know that your Coffee Table group is beginning! Tell them what you'll be doing during the event and tag a few members who you think may be interested. Encourage asynchronous responses in a dedicated thread if people have a conflict and can't attend.
+
+You can start a thread on the automated 'Starting Soon' post in the `#vc-events` channel or create an entirely new post. Boost your event in other relevant Slack channels as well for a broader reach.
+
+![Thread on post to the `#vc-events` channel in Slack][9]
+
+> [!IMPORTANT]
+> Do not post in the `#vc-announcements` channel! This channel is reserved for news, updates, and automated posts to inform the Virtual Coffee community. `#vc-events` is meant for anything event-related. If you have any questions about this, please reach out to the [Events Maintainer](#events-maintainer).
+
+## Zoom Logistics
+
+One of the many benefits of starting a Coffee Table group is that Virtual Coffee provides you with a Zoom room in which to host the event. As long as the Coffee Table group information is kept up to date (see [Coffee Table Groups](https://github.com/Virtual-Coffee/VC-Contributors/blob/6d722dceba508ecf8f583dedb3df3b1fb9fbde42/coffee-table-groups/coffee-table-groups.md) for the most up-to-date listings), your Zoom room should automatically start at the appropriate time and be accessible to all group Hosts and Leaders.
+
+As a Coffee Table Group Host, you should have access to two private Slack channels: `#vc-events-admin` and `#vc-active-volunteers`. If you aren't in both of these channels, please contact the [Coffee Table Group Coordinator](#coffee-table-group-coordinator).
+
+Your specific Coffee Table group may have their own Slack channel as well as additional Host instructions. If so, be sure to join the channel and read their guide!
+
+Lastly, always remember to provide the following links in Zoom meetings: [Code of Conduct](https://virtualcoffee.io/code-of-conduct/) and [COC Violation Form](https://virtualcoffee.io/report-coc-violation/)
+
+### Starting a Meeting
+
+You may enter the Zoom up to 10 minutes before the start of the event. Do so by navigating to the `#vc-events-admin` channel in Slack and clicking the 'Join Event' button on the 'Starting Soon' event post.
+
+### Claiming Host and Assigning Co-host
+
+When you arrive in the Zoom, enter the Host Code to claim Host privledges. To do this, navigate to the `#vc-events-admin` channel in Slack and copy the Host Code from the posted Coffee Table group event.
+
+![Post to the `#vc-events-admin` channel in Slack][1]
+
+Back in Zoom, open the Participants tab and click on the 'Claim host' button to input the code.
+
+![A Zoom meeting with no Host][2]
+![Zoom's 'Claim host' modal][3]
+
+Once your Co-host enters the Zoom, hover over their name in the Participants tab and click the 'More ▿' button. Select the 'Make co-host' option to grant them Co-host privledges.
+
+![Meg & Joe making faces for your enjoyment][4]
+
+> [!WARNING]
+> As Zoom Host, if you leave the Zoom, you will end the call for all participants! If you have to leave early, be sure to pass Host privledges to your Co-host by following the steps above and selecting 'Make host' before exiting the Zoom call.
+
+### Creating Breakout Rooms
+
+Some Coffee Table groups utilize breakout rooms. If yours is one of those groups, read on to learn how to create breakout rooms.
+
+Once you claim Host in Zoom, you'll see a 'Breakout rooms' tab. When you select this, a pop-up will appear with options. Be sure to select the following:
+
+- Allow participants to choose room
+- Allow participants to return to the main session at any time
+
+Then, select the number of breakout rooms you want to create.
+
+Don't forget to click on 'Open all rooms' when you're finished creating them!
+
+![Zoom's Breakout room modal][5]
+
+### Ending a Meeting
+
+Once your Coffee Table event has finished, click the 'End' button. This will trigger a pop-up where you'll select 'End meeting for all.'
+
+![Zoom's 'End' button][6] ![Zoom's options for ending a meeting][7]
+
+> [!CAUTION]
+> Normally, it's okay if your Coffee Table meeting runs past your scheduled time – just make sure there isn't another VC event directly following yours. If that's the case, you can always ask the group to move to the `#co-working-room` to free up the Zoom for the next event.
+
+## Automated Event Messages
+
+All Virtual Coffee events have automated messages attached to them:
+
+| Message            | Slack Channel                 | When                                                          |
+| ------------------ | ----------------------------- | ------------------------------------------------------------- |
+| This Week's Events | `#announcements`              | Mondays at 8:00 AM local time                                 |
+| Today's Events     | `#announcements`              | Every day with an event _except_ Monday at 8:00 AM local time |
+| Starting Soon      | `#vc-events-admin`            | 10 minutes prior to the event                                 |
+| Starting Soon      | `#vc-events` or other channel | 10 minutes prior to the event                                 |
+
+- **This Week's Events:** An itinerary of the week's Virtual Coffee events, including event name, time, and in which Slack channel the join link will be posted (default `#vc-events`)
+- **Today's Events:** A listing of that day's Virtual Coffee events, including event name, time, description, and in which Slack channel the join link will be posted (default `#vc-events`)
+- **Starting Soon:** The content of this message changes depending on which Slack channel it's posted in
+  - This message is usually posted in `#vc-events`, however, the Coffee Table Group Leader can elect to have it post to a different channel if they feel it's more appropriate to their Coffee Table Group. The content includes the event name, time, description, and a button that reads, 'Join Event,' which allows Virtual Coffee members to enter the event's Zoom room.
+  - In addition, this message is always posted to `#vc-events-admin`. The content of this message includes the event name, time, location (Zoom URL), host code, and in which Slack channel the join link is posted. It also displays a 'Join Event' button for the Coffee Table Hosts and Leader to use.
+  - The 'Join Event' buttons in both messages are identical, so a Coffee Table Host or Leader can use either one.
+
+![Post to the `#vc-events` channel in Slack][8]
+
+## Important Contacts
+
+### Coffee Table Group Coordinator
+
+Abbey Perini (@abbeyperini)
+
+### Events Maintainer
+
+Meg Gutshall (@meg-gutshall)
+
+[1]: /assets/images/host-code.png
+[2]: /assets/images/hostless-zoom.png
+[3]: /assets/images/claim-host.png
+[4]: /assets/images/assign-co-host.png
+[5]: /assets/images/breakout-room-options.png
+[6]: /assets/images/end-button.png
+[7]: /assets/images/end-options.png
+[8]: /assets/images/starting-soon-post.png
+[9]: /assets/images/thread-on-starting-soon-post.png