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Good Practices for Session Chairs
Session Chairs propose sessions as issues in a GitHub repo created for the event (e.g., "TPAC 2023" or similar meeting).
To propose a session, create a new issue in that event's GitHub repo, following the session template instructions (see below for expected session information). You can update your session description at any time, including after the meeting (e.g,. to include links to minutes). Attendees can express support through emojis and use issue comments for discussion of the session.
We have adopted this approach so that Session Chairs can edit nearly all of their session description at any time. However, the following information will not be editable by session chairs and will only be editable by the W3C breakout planners:
- Session room
- Session time slot
- Track(s) the session is part of
The W3C breakout planners anticipate using the data provided to generate additional views for meeting attendees, including:
- A W3C calendar of breakouts
- A grid view (likely integrated into the event Web site).
A template will guide Chairs to provide the following information:
- Session details
- Title
- Description. Please use simple markdown (inline formatting, no headings). Note: Please ensure that the session is in scope for a breakout.
- Goal for the session.
- Chairs. The person proposing the session is assumed to be a Chair. For any other chairs, provide their GitHub identities.
- Whether the session is open to public participation (the default expectation).
- Logistics
- IRC channel
- Session preferences
- Any scheduling constraints (e.g., required time of day or time slot to avoid; sessions not to schedule at same time)
- Agenda
- This section can include agenda content (including links to any slides) or a link to an agenda.
Once you have created a session description, the W3C breakout planners will add some information. Please do not edit this information:
- The "session" label.
- Once the session has been scheduled, a link to the calendar entry. The calendar entry will include instructions for remote participation (e.g., Zoom information). Please do not add Zoom information yourself to your session description.
When you create a session, it is handled as the first comment of a new GitHub issue. To edit the description, you need to edit this first comment as follows:
- Your (GitHub) name appears at the start of the comment that represents the session description.
- To the right of your name is a gray bar, and at the right side of this bar there are three dots: "...".
- Select the three dots and then "Edit" from the menu.
- Edit the session description.
- Save your changes by pushing the "Update comment" button.
You may edit the issue at any time before the meeting, e.g., to adjust the description or set the agenda. Once the event's calendar is available, changes made to the first comment will propagate to the calendar and the event's page automatically within an hour.
Because breakout session tooling relies on issue formatting, we recommend that you only make edits to text content or to add links; please leave all headings intact and leave other formatting intact. You may use additional comments on the issue for clarifications, additional information, and discussion.
After the meeting, the W3C breakout planners will add a "Meeting Materials" section to the end of the session description for links to minutes, slides, and any video recordings. The W3C breakout planners may add some links to this section (e.g., where IRC minutes have been generated automatically or for video recordings), and may reach out to the Session Chairs to supply missing information.
If at any time prior to the day of breakouts the Chair wishes to retract their session, they simply close the issue (optionally leaving rationale in the issue discussion).
- Each session chair should help ensure the success of the session by reaching out to potential participants (independent of the general messages sent out by the W3C staff).
- If there are key participants for your session, reach out to them in advance to raise awareness and possibly to coordinate scheduling.
- Familiarize yourself with participation policies.
- If you wish to record the session, review the policy on recording sessions.
- Making Events Accessible: Checklist for meetings, conferences, training, and presentations that are remote/virtual, in-person, or hybrid
- Making Audio and Video Media Accessible
- Meeting Facilitation Training
- Inclusive Facilitation Training
- To encourage international participation / managing language barriers, please prepare to:
- Summarize from time to time, check for understanding, clarify when necessary.
- Takes notes in real time (e.g., on IRC) or use transcriptions (e.g., in Zoom)
- Speak slowly and clearly, avoid idioms and jargon
- Invite people to participate
- Zoom resources:
- For scribes:
- Do not share Zoom links publicly on social media to avoid disruptions.
- Remind people of participation policies:
- Code of Ethics and Professional Conduct
- Antitrust and Competition Guidance
- For TPAC, this year's health policies.
- If recording the session, the policy on recording sessions.
- Find a scribe (not required to be W3C staff)
- The scribe should (but is not required to) take minutes in the IRC channel named in your session description.
- The W3C breakout planners intend to have scribe bots up and running at the start of your session. See information for scribes.
- Record names of participants (e.g., by having them "sign in" on IRC: present+ name_surname)
- When opening the meeting, provide context:
- What is the nature of your session (presentation or discussion or other)?
- What are your goals?
- What minimal background must people know in order to follow the discussion?
- Discuss a summary before the discussion ends
- Main points of discussion, consensus, or disagreement?
- What are the next steps (possibly none)?
- Who is responsible for carrying them out? (Could be a person from the session, or a group where work is ongoing, a new community group, the staff, etc.)
- Save the minutes ("rrsagent, make minutes"). If your session is public, the minutes will be public. If your session is not public, the minutes will be W3C Member-only.
- The W3C breakout planners will add a link to IRC minutes after the session (unless you beat us to it). If you did not in reality use IRC for minutes, please replace the link we provide with the correct link.
- Use issue comments to provide a meeting summary and next steps (e.g., where discussion continues)
Please also see policies about session deliverables.
We don't think that will happen (because we have lots of rooms).
Never, unless you wish to withdraw your session proposal.
We expect time slots, room names, and track labels to change each meeting.