Organize lightning talks docs

lightning-talks/guides/mentor-guide.md

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+# Mentor Guide
+
+## Description
+
+This guide will live in the canvas in the `#lightning-talk-mentors` Slack channel.
+
+## Message Type
+
+A `README` style guide for mentors
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+# :busts_in_silhouette: Virtual Coffee Lightning Talks Mentor Guide
+
+Thank you all so much for volunteering to support this year's Lightning Talk speakers through mentorship!
+
+By now, you should be in contact with your speaker mentee. If not, please message @Meg. Below you'll find a suggested timeline and tips for you to successfully mentor your speaker.
+
+## Timeline
+
+Please keep the following dates in mind as we approach the day of the event.
+
+- **Today** – Introduce yourself to your assigned speaker mentee and ask how you can best be of help. Set a date to meet via Zoom or check-in asynchronously.
+- **{{ month date }}** – Follow up with your mentee by checking in. Set a goal together.
+- **{{ month date }}** – Do a final follow-up.
+- **{{ month date }}** – THE BIG DAY! Give your mentee a pep talk, last-minute advice, or simply wish them good luck!
+
+## Your Intro Message
+
+We will get the ball rolling by introducing you and your speaker mentee. From there, we leave you to take over! You may want to (briefly) tell them about your public speaking experience or why you volunteered to be a mentor, but after that, you'll need to get down to business. Below are some suggested questions to ask your speaker mentee:
+
+- Do you know what type of mentorship you want?
+- Is there anything specific you would like me to do to help you?
+- What is the best way for us to communicate?
+- Would you like to set up a time to meet via Zoom? (@Meg can schedule a private Zoom meeting for you and your speaker mentee upon request.)
+
+Based on the answers to the above questions, hopefully you'll have a decent grasp on the needs of your speaker mentee and how to support them going forward.
+
+## Ways Mentors Can Support Their Speaker Mentees
+
+Some speaker mentees may not know what kind of mentorship they want. That's okay! We've created a list of suggested activities you can suggest.
+
+- **Brainstorming** – A speaker will have a topic in their head, but be unable to narrow down their focus enough for a Lightning Talk
+- **Slide Review** – A speaker wants feedback on their slides
+- **Validation** – A speaker has an idea, but isn't sure if it would make a good Lightning Talk and wants to run it by someone
+- **Practice** – A speaker needs to run through their presentation in front of someone, with or without their slides
+
+All of the aforementioned activities can be done both synchronously or asynchronously. If you're having trouble connecting with your speaker mentee synchronously, ask them to list their ideas, send their slideshow, or record themselves practicing their talk for you to review later.
+
+## Tips to Remember
+
+- Support each speaker where they are.
+- Giving a talk can be scary for the most experienced speaker. Don't forget to ask how they're doing and to be their cheerleader.
+- Spend a little time building rapport; trust takes time. Example: Display a little vulnerability by describing a mistake that you learned from
+- Set clear boundaries up front when it comes to your time. Example: One 30-minute meeting per week
+- You have support too! Reach out to other mentors or @Meg in the `#lightning-talk-mentors` channel.
+- Please don't speak negatively about the speakers. If you're having an issue, speak with @Meg.
+- Life happens and sometimes we need to back out of volunteer opportunities. That's okay. Just let @Meg know ASAP, and don't feel obligated to give a reason.
+````

lightning-talks/guides/speaker-guide.md

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+# Speaker Guide
+
+## Description
+
+This guide will live in the canvas in the `#lightning-talks` Slack channel.
+
+## Message Type
+
+A `README` style guide for speakers
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+# :speech_balloon: Virtual Coffee Lightning Talks Speaker Guide
+
+Thank you for volunteering to share your time, knowledge, and experience with our community!
+
+The Virtual Coffee community is _always_ here to help! **You are amazing!** Your voice matters and we are here to support you.
+
+- The `#lightning-talks` Slack channel is a shared space to ask questions, get feedback, and bounce ideas around
+- Mentors have been assigned to all speakers who requested one, and they should already be in contact with you
+  - If you haven't connected yet or you'd like to be assigned a mentor, please message @Meg
+- Our previous Lightning Talk sessions are available to view on our YouTube channel:
+  - [Lightning Talks 2023 - Virtual Coffee](https://www.youtube.com/playlist?list=PLh9uT23TA65jtVEGgWo-DNVAcq7PnDV2r)
+  - [Lightning Talks 2022 - Virtual Coffee](https://www.youtube.com/playlist?list=PLh9uT23TA65gwNgoeeZ21XWlxLOwxs3Ls)
+  - [Lightning Talks 2021 - Virtual Coffee](https://www.youtube.com/playlist?list=PLh9uT23TA65infGqUUaVibI0IssI0G6NY)
+
+## Timeline
+
+Keep the below deadlines in mind as we approach the big day.
+
+- **Today** – Feel free to ask for help or feedback in the #lightning-talks channel or from your assigned mentor
+- **{{ month date }}** – Send the following info to {{ coordinator }} or @Meg:
+  - Talk title
+  - Talk description
+  - Headshot
+  - Speaker bio
+  - Contact links (optional)
+- **{{ month date range }}** – During the week of Lightning Talks, @Dan Ott will be doing AV checks
+- **{{ month date }}** – Send the following info to {{ coordinator }} or @Meg:
+  - Length of talk (in minutes)
+  - Video recording if you plan to record your talk ahead of time
+  - Slides
+- **{{ month date }}** – THE BIG DAY!
+  - 10-20 mins before you speak – Be in the `#lightning-talks` Slack channel, prepared to present
+
+We will post periodic messages as we get closer to the date with more details.
+
+## Tips for a Successful Talk
+
+- **Prepare & Organize** – Do yourself a huge favor and plan out your talk! Peer review can help you to distill your thoughts down to the core of what you want to share. Take advantage of your fellow Lightning Talk speakers, the #co-working-room, and VC's Accountabilibuddies sessions to workshop your talks with members in the community.
+- **Slides Are Optional** – Many speakers choose to use slides, but it is not required. If you use slides, remember that they are visual aides, not a teleprompter. Resist the urge to include more than 2-3 brief bullet points per slide.
+- **Practice Out Loud** – Give your talk, start to finish, to your rubber ducky, your family, even your sink full of dishes! Then reflect, revise, and give it again.
+- **Time Your Talk** – Lightning Talks should last from 5-15 minutes and cover a single topic.
+- **Slow Down & Remember Your Audience** – Everyone watching knows you are amazing and can't wait to see your Lightning Talk. Take a breath, slow down, and speak to us, your friends at Virtual Coffee. :heart:
+- **More Tips** – [How To Public Speaking](https://www.youtube.com/watch?v=pVumgiMJeag) & [Fearless & Fabulous: Conquering Your Stage One Laugh at a Time](https://youtu.be/9XNeuv5W7xE?si=6HO1l2zaW3CceqiJ)
+
+Thank you again for stepping forward to speak at our Lightning Talks event! We can't wait to hear your talk!
+
+:star: _P.S. You're awesome!_ :star:
+````

lightning-talks/message-templates/mentor-message-1-template.md

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+# Mentor Message 1 Template
+
+## Description
+
+This is the first informational message the mentor will receive from us in the `#lightning-talk-mentors` Slack channel.
+
+## Message Type
+
+Slack post for mentors
+
+## When to Send
+
+Two weeks prior to event
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+Thank you all so much for volunteering to be mentors! We have created a couple of channels for clearer and more direct communication:
+
+- `#lightning-talk-mentors` channel – Feel free to use this space to talk openly about mentoring or ask any questions you might have in order to best support the speaker(s) you're paired with
+- `#lightning-talks` channel – Think of this as an open conversation room for you to support and cheer each other on, talk about the things you're excited about, ask for a second set of eyes, and to find larger group support
+
+Since each speaker will have individualized needs, please ask them what type of support they are hoping for. Some suggestions are idea and organization brainstorming, slide review – if they have slides – talk rehearsal, and pacing.
+
+Sometimes the hardest part is estimating time, so we encourage you to talk about this.
+
+Lastly, check out the Mentor Guide located in this channel's canvas. You can access it by clicking on the button in the top right corner that looks like a note with a plus sign.
+
+If you have any questions, please reach out. And thank you so much for supporting our speakers and the Virtual Coffee community!
+````

lightning-talks/message-templates/speaker-info-message-1-template.md

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+# Speaker Info Message 1 Template
+
+## Description
+
+This is the first outreach message the speaker will receive from us regarding needed information. Hopefully, we'll receive an influx of replies from this, however, there are reminder posts planned to go out in the `#lightning-talks` channel and two follow-up messages for those who don't submit what we need on time.
+
+## Message Type
+
+Direct Message
+
+## When to Send
+
+Two weeks prior to event
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+Hi {{ speaker name }},
+
+I'm helping to coordinate this year's VC Lightning Talks which will be held on {{ weekday, month date }}.
+
+We need to collect the following info from all speakers:
+
+**Due Date: One Week Prior to Lightning Talks ({{ month date }})**
+
+- Talk title
+- Talk description
+- Headshot
+- Speaker bio
+- Optional links:
+  - Social media (Twitter, Instagram, Facebook, etc.)
+  - LinkedIn
+  - Blog
+  - Website
+  - Streaming platform
+
+**Due Date: Three Days Prior to Lightning Talks ({{ month date }})**
+
+- Length of talk (in minutes)
+- Video recording of talk (if you are not presenting live)
+- Talk slides (You can send updated slides directly to @Meg after this date if necessary)
+
+Please send these items to me via Slack or email at {{ email address }} at your earliest convenience. Feel free to let me or @Meg know if you have any questions.
+
+Can't wait to hear your talk!
+
+{{ signoff }}
+````

lightning-talks/message-templates/speaker-info-message-2-template.md

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+# Speaker Info Message 2 Template
+
+## Description
+
+This is the second outreach message the speaker will receive from us regarding needed information. This will be sent only to speakers who haven't submitted the required items listed below.
+
+## Message Type
+
+Direct Message
+
+## When to Send
+
+One week prior to event
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+Hey {{ speaker name }}!
+
+This is a friendly reminder to send me the following items as soon as possible:
+
+- Talk title
+- Talk description
+- Headshot
+- Speaker bio
+- Optional links:
+  - Social media (Twitter, Instagram, Facebook, etc.)
+  - LinkedIn
+  - Blog
+  - Website
+  - Streaming platform
+
+You can send this info via Slack or email at {{ email address }}. Additionally, I will follow up in a few days to ask for the following:
+
+- Length of talk (in minutes)
+- Video recording of talk (if you are not presenting live)
+- Talk slides (You can send updated slides directly to @Meg after this date if necessary)
+
+However, you can send this info to me as well if you have it ready now. As always, please let me or @Meg know if you have any questions or comments.
+
+{{ signoff }}
+````

lightning-talks/message-templates/speaker-info-message-3-template.md

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+# Speaker Info Message 3 Template
+
+## Description
+
+This is the third outreach message the speaker will receive from us regarding needed information. This will be sent only to speakers who still need to submit required items.
+
+## Message Type
+
+Direct Message
+
+## When to Send
+
+Three days prior to event
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+Hey {{ speaker name }}!
+
+Please send me the following information as soon as possible:
+
+- Length of talk (in minutes)
+- Video recording of talk (if you are not presenting live)
+- Talk slides (You can send updated slides directly to @Meg after today if necessary)
+- Talk title {{ if not yet submitted }}
+- Talk description {{ if not yet submitted }}
+- Headshot {{ if not yet submitted }}
+- Speaker bio {{ if not yet submitted }}
+
+You can send these items to me via Slack or email at {{ email address }}. If you have any questions or concerns, don't hesitate to let me or @Meg know.
+
+{{ signoff }}
+````

lightning-talks/message-templates/speaker-message-1-template.md

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+# Speaker Message 1 Template
+
+## Description
+
+This is the first informational message the speakers will receive from us in the `#lightning-talks` Slack channel.
+
+## Message Type
+
+Slack post for speakers
+
+## When to Send
+
+Two weeks prior to event
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+Welcome speakers!!
+
+Thank you for volunteering to share your time, knowledge, and experience with our community!
+
+Lightning Talks will be on {{ day, month date }} starting at {{ time }} EDT. Please let @Meg know if there are times that you prefer. We will do our best to accommodate everyone.
+
+If you cannot present on the {{ date }} or wish to interact with the attendees live via chat, you have the option to submit a pre-recorded Lightning Talk. (Let @Meg know if you want to do this.) For those presenting live, we're encouraging participants to ask questions by tagging you in the `#vc-events` channel so you can answer the questions as you're available. We encourage you all to consider submitting a [Lunch & Learn idea](https://virtualcoffee.io/lunch-and-learn-idea/) and letting the participants know that you're planning on developing your topic further.
+
+Lastly, check out the Speaker Guide located in this channel's canvas. You can access it by clicking on the button in the top right corner that looks like a note with a plus sign.
+
+If you have any questions or comments, please reply in a thread on this post or DM @Meg. As always, we want to support you in whatever way best suits your needs.
+
+{{ signoff }}
+````

lightning-talks/message-templates/speaker-message-2-template.md

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+# Speaker Message 2 Template
+
+## Description
+
+This is the second informational message the speakers will receive from us in the `#lightning-talks` Slack channel.
+
+## Message Type
+
+Slack post for speakers
+
+## When to Send
+
+One week prior to event
+
+## Message Template
+
+Variables are wrapped in curly brackets (`{{ }}`).
+
+````md
+Hey speakers!
+
+How are your Lightning Talks coming along? Do you need any help?
+
+Don't hesitate to reach out to your mentors, myself, and each other for support!
+
+{{ signoff }}
+````