Skip to content

Online Committee Checklist

Online Committee Checklist

General

  • Recruit an Online Committee Co-chair and 1–2 additional team members early during the planning cycle.
  • Attend weekly/bi-weekly organizer check-ins and report on online committee progress.
  • Document decisions and processes so future committees can build on them.

Pre-Conference

  • Select an online conference platform in collaboration with the DEFNA board (previous platforms include Venueless; selection may be influenced by sponsorship deals and community needs).
  • Prepare or update the Online Volunteer/Moderator Guidebook, covering platform navigation, moderation duties, Code of Conduct enforcement, and escalation paths.
  • Recruit online moderators/volunteers (coordinate with the Volunteer Committee for sign-up forms and onboarding).

At-Conference

  • Brief and coordinate online moderators each morning before sessions begin and during emergencies.
  • Monitor the online platform throughout the day; respond to attendee questions and technical issues.
  • Actively engage with the online audience in chat where possible by welcoming attendees, highlighting talks, and fostering discussion.
  • Communicate in real-time with the A/V Chair to resolve any streaming or platform issues.
  • Escalate Code of Conduct concerns to the CoC team promptly.

Other / Post-Conference

  • Collect feedback from online attendees and moderators on the platform and experience.
  • Write a post-conference retrospective (report) documenting what worked, what didn’t, and suggestions for the next year’s Online Committee.
  • Update the Online Volunteer Guidebook with lessons learned.
  • Coordinate with the A/V Chair on making recorded session videos available on YouTube after the conference.