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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