Stage Managers are responsible for a specific lecture hall (Saal) and all the talks within a 4 hour time slot. In short, stage managers make sure the talks go as smoothly as possible, including technical issues and crowd management.

How to Become a Stage Manager?

Stage Manager Angels are not automatically enabled, since a specific skillset and some introduction to the job is needed. Orientation meetings are being held at specific times. Please refer to the Engelsystem for specific dates!

Assigning shifts

Stage manager need to attend an orientation and have their Engelsystem account authorized to sign up for Stage manager shifts. To do this, attend a meeting or get in touch with one of the Herald Archangels. One of them will be present during every regular angel meeting. You'll get a short briefing of what to do, but you should get the idea from this page as well, so read it!

Sign-ups will happen at the meeting at 2100 hours (Day 0) as well as on the following days. Please attend if you're interested. :>

Job Description

In years past, this Job has been part of the Heralds duty. You need to cooperate closely with your herald and understand what the job of a herald includes. You can find more information here: Heralds

Before a Talk

  • 15 Minutes before the talk, please go to the designated area for room coordinators and get to know the VOC coordinator for the upcoming shift.
  • As soon as the speaker arrives, introduce yourself to the speaker. Go through the following info and questions:
    • Do you need a special (something to) DVI/HDMI or if really necessary even VGA adapter?
    • Have them connect their video first. If there is a problem, notify the Audio and Video Angels immediately.
    • Do you need an Audio Out for your presentation?
    • How much time will you have for Q&A?
    • Would you like some water?
    • Work out a system for notifying the speaker how much time is left. (Hand signals for 10, 5, 1, and 0 minutes left or use available cards. Make sure the speaker knows to acknowledge you with a nod of the head or other gesture so they realize how much time is left.)
  • Inform the Audio and Visual angels of how the talk will be handled.
    • If necessary, ask the previous speaker to clear the stage, along with the group who has questions for them to move out of the conference room.
  • Work to set up the current speaker
    • If there will be audio from the speaker's laptop, have the audio angel work with the speaker to set the proper laptop audio level.
    • Point out places of interest to your speaker (signal angel, cameras, question mics etc...)
  • Before the Talk begins, check all Angels wether they are ready to go, this includes:
    • Audio
    • Video
    • Camera
  • At the appropriate time before, you will be giving the Herald a signal to start the moderation, so that the Talk starts on time.
    • Communicate with your Herald how many Announcements there are and how much time the Herald needs to introduce the next Talk
  • If there is a Q&A session, be sure to make sure the microphones in the audience will be turned on.
  • Fill up all available seats in the room if there is an over capacity crowd

During a Talk

  • Check that the entrance doors/emergency exits are not blocked. Walk around the room and ask people in front of exits and aisles to clear out. If attendees start piling up inside, ask them to find and take available seats
    • There are NO SAVED SEATS once a talk begins. Fill all available seats.
    • If the room is too crowded, ask attendees to go outside and watch the video stream.
    • 'If you are unable to enforce emergency exit routes or other security requirements, please call 110 from your DECT'
    • During the Talk you should regularly check all emergency exits.
  • Notify the speaker of how much time is left with the pre-agreed signals. Make sure they acknowledge your signals.
  • Unless there is no talk following, allow ABSOLUTE maximum of 5min over time if necessary. Do everything within your power to allow speaker(s) to gracefully end their session.

After a Talk

  • Ask the previous speaker to clear the stage, along with the group who has questions for them to head to a breakout room.
  • Stick around, fix problems if any.
  • Check the stage, if necessary remove trash from the stage
  • Help to set up the stage for the next talk (Tables, Chairs)
  • Talk to the other Angels in the lecture hall

Stagemanager Angel Briefing

Important Numbers

  • EMERGENCY/NOTRUF (112) : Medical Emergency
  • SECURITY (110): Security Issues
  • Speakers Room (1020): Call in case your speaker is not present!
  • Heaven (1023 OR 115): Call in case your fellow Angels (Video/Audio/Raum) are not present.
  • Info desk INFO (1111): Call if there is a conflict with the schedule or an attendee has a question you cannot answer.