ContentEd circles:
Guide for backstage volunteers

ContentEd circles are peer-led discussions. There’s no chair or facilitator: delegates explore the topic together in small groups, and you help the breakout rooms run smoothly.
Each session starts automatically in Zoom’s simulive format. A two-minute countdown is followed by Tracy’s recorded introduction, which lasts about one to two minutes. The full opening takes around three to four minutes.
As host, you will arrive in the backstage area of zoom. During the broadcast opening, move yourself in the live webinar room. You need to be in the live room to control the breakout rooms.
When the recording finishes, the session moves into its live portion (you’ll see the countdown at the top of the screen in the zoom room telling you how long is left of the video).
You can then set up and open the breakout rooms. Try to do this as quick as possible. You might even post in the chat that it’ll take a few seconds for those rooms to be opened (Tracy says this in some of the recorded openings anyway).
Circles last between 45 minutes and an hour. Check your session’s scheduled end time rather than assuming a standard length. There’s no closing discussion or gathering in the main room.

Check the session’s topic, scheduled start and end, and the correct interactive-tool link.
Each circle has its own link, which will be supplied to you and included in the session description. Make sure you have this link to hand as you’ll need to paste it in the webinar chat.

1. Watch the opening

Let the countdown and Tracy’s introduction play automatically. Watch the on-screen countdown to the end of the simulive so that you’re ready when it finishes. Flag any playback or transition problems to Rich or Tracy.
You can’t set up the breakout rooms during the simulive. Wait until the recording has finished and the live breakout controls are available.

2. Share the link to the interactive tool

Paste the correct link for this circle into attendee chat before people move into their rooms.
Make sure it goes to delegates, not only to backstage participants.
The tool works like a spinning wheel, offering suggested questions and topics.

[NOTE: we will also add the links here when they are ready so you can copy them from this page]

3. Open the breakout rooms

Check how many delegates have joined and use your judgement to create groups of about four or five people. Unlike the themed conversations, you don’t need to assign extra people on the assumption that some won’t take part: circles are explicitly discussion sessions so we expect people to join in.
Assign delegates to the rooms randomly and open them once they’re ready. There’s no chair-led introduction or additional briefing for you to deliver. It’s then over to them to get stuck into the conversation amongst themselves.

4. Keep an eye on the groups

Monitor the rooms while conversations are happening. Check who has actually joined, not just who has been assigned. If people leave and a room becomes too small or someone is left alone, rebalance the groups by moving participants as needed.
You’re welcome to join a room and take part yourself. You don’t need to facilitate its conversation, but keep an eye on the other rooms and remain available to manage them.

5. Give a short warning and end on time

If discussions are still running, use the enabled broadcast option to send a one-minute warning to every room. This may be text or voice, depending on the setup and your personal preference. Let delegates know the session will end in one minute, and give them that full final minute.
At the scheduled end, the designated host ends the webinar for everyone. There’s no closing gathering for circles, they can just leave the webinar.

ContentEd circles:Guide for backstage volunteers