Information for Session Organisers at RIPE Meetings

The RIPE NCC provides secretariat support to session organisers at RIPE Meetings. However, session organisers (the Programme Committee, Working Group Chairs, BoF and tutorial organisers) are also responsible for their own sessions. This page provides an overview of the responsibilities of session organisers, the standard support provided by the RIPE NCC, extra support available on request and requests that need approval in advance.

The table below shows the support provided by the RIPE NCC for different session types, and where responsibility lies with the session organisers.

RIPE NCC: Support provided by the RIPE NCC.

On request: The RIPE NCC can provide support if requested at least one week in advance of the RIPE Meeting.

Requires approval: The RIPE NCC can provide support if requested prior to the RIPE Meeting. In addition, the request will need to be approved by the RIPE Chair and/or Chief Community Officer of the RIPE NCC.

Description of Responsibilities

Chairing: Session Chairs are responsible for making sure the session runs as planned. They manage the flow of the speakers, time-keeping and queues at the microphones. They also make announcements and ensure that the RIPE Code of Conduct is followed.

Chairing Meetecho: One of the session chairs should be logged in to monitor participation via Meetecho. Participants may raise their hands to request audio or video and may also use the Q&A function to submit a question. The Tech Team needs to know which of the session chairs will be chairing Meetecho in advance. RIPE NCC staff can be available to chair Meetecho upon request.

Minutes/Scribing: RIPE NCC staff take minutes during Working Group sessions, the RIPE Community Plenary and the DEI in Tech sessions. Certain BoFs might also be minuted. Generally speaking, the RIPE NCC only minutes BoFs on topics related to the RIPE NCC. Other BoFs do not have a scribe assigned.

Monitoring Chat: RIPE NCC staff do not monitor the chat on Meetecho, with the exception of the Newcomers’ Intro, the DEI in Tech and RIPE Community Plenary sessions. Session chairs should make sure that the online Meetecho Chair also keeps an eye on the discussion in the chat. RIPE NCC staff can be available upon request in advance to monitor the chat.

Stenography: All plenary sessions, WG session and the DEI in Tech sessions have stenography support available. Stenography is not available by default for BoFs or BCOP TF sessions. The RIPE NCC may be able to provide stenography upon request in advance. This request needs to be approved by the RIPE Chair and Chief Community Officer of the RIPE NCC.

Meetecho Recordings: All sessions are recorded and archived. The recordings of some tutorials might be withheld upon request, e.g. the public speaking workshop.

Technical Support

The Tech Team is at the Tech Desk, usually placed in the back or side of the room throughout the meeting, and can be reached at opsmtg@ripe.net before and during the meeting.

Microphones: By default, a lectern microphone is provided for presenters. If you or your presenters would prefer a lapel or handheld microphone, please come to the Tech Desk and we will provide one ideally during the break before your session so we have time to fit and test it.

Testing presentations: If presenters would like the opportunity to test their presentation on stage or in a Meetecho demo room, they can email the Tech Team at opsmtg@ripe.net to arrange a slot. This is especially recommended for remote presenters, so we can check their audio, video and screen sharing well before the session starts.

Remote presenters: Remote presenters should join their Meetecho session at least 15 minutes before it starts so the Tech Team can check them in. A wired connection and a headset give the best results. If you know in advance that a presenter's connection is unreliable, please let us know. We can arrange a pre-recorded backup.

Slides: Presentations should be uploaded to the meeting website in advance, so the Tech Team can preload them on the presentation system. If a presenter’s slides contain video or audio, please tell us beforehand so we can test the sound.

Live demos: If a presenter would like to run a live demo from their own laptop, they can plug into the HDMI cable on the lectern (a USB-C hub is also available). Please tell the Tech Team in advance if a presenter plans to do this, as they need to prepare the Meetecho platform so the laptop’s output is also shown to remote participants.

Note for Tutorial and BoF Organisers

Tutorials: There is no stenography available or additional support to chair Meetecho or monitor chat during tutorials. Please make sure that the Tech Team is aware of any requirements, e.g. lapel mic or if you’re running a demo.

BoFs: BoFs are meant to be more informal sessions. By default, there is no stenography for BoFs and RIPE NCC staff do not take minutes. The expectation is that BoF organisers chair the session, Meetecho and monitor the chat for remote participation. If you are organising a BoF and need extra support, for example to keep an eye on Meetecho, please let the RIPE NCC know in advance. RIPE NCC staff will be made available to support your session. Stenography is only provided when there is a clear need. The RIPE Chair and Chief Community Officer need to approve the extra hours put in by the stenographers (who also need to agree) to cover a BoF.