Service Hub

Convention Service Manual

Important Service and Training Information for all Convention Tracks

Important Service and Training Information for all Convention Tracks

OA VR CONVENTION SERVICE TRAINING HUB – https://sites.google.com/view/oavrconvention2026/home

OA VIRTUAL REGION CONVENTION STRUCTURE AT A GLANCE

The convention is structured around four distinct tracks, each with a specific focus.

    • Track 1 are the Keynote and Speakers Track
    • Track 2 are reserved for the Steps Presentations
    • Track 3 are Interactive Workshops
    • Track 4 is for the Newcomer

Each Track has various sessions. These sessions are presented by OA service bodies and OA Virtual Meetings.

 

Now let’s look at the convention Service Role Structure and Volunteer Support

To ensure the success of this Convention, we rely on the collective strength of our fellowship.

    • The Expectation: Service bodies presenting a session are expected to provide their own complete team of service volunteers, led by a Session Coordinator.
    • The Reality: We recognize that some presenting groups may struggle to fill every role. To ensure no session is left unsupported, we are calling on all of you today to commit to as much service as your capacity allows.

By stepping in where there are gaps, we ensure that every track—Roots, Pathways, Cultivate, and Seeds—remains a strong and welcoming space for all.

To ensure our convention runs smoothly and safe, we have established a clear structure for our service teams. Volunteers may fill more than one role per session if necessary, provided all duties are covered.

 

Key Leadership Roles

    • Session Coordinator: Acts as the primary organizer. They identify the specific needs of their unique session and ensure all required service positions are filled and informed.
    • Host: Manages the “digital room” and team logistics. They verify volunteer attendance, configure Zoom settings, and manage co-host assignments. For security, the Host maintains a dedicated WhatsApp thread to communicate with the session team in real-time.
    • Moderator: Acts as the voice of the session. Once the Host has the room ready, the Moderator performs a final check and officially opens the meeting using the approved script.

 

Support & Safety Roles

    • Security: Focuses on the “gatekeeping” and safety of the room by admitting attendees from the waiting room and monitoring the environment to maintain a serene atmosphere.
    • In-Session Support (Chat, Timer, Tech Support): These roles execute specific tasks during the meeting. The Session Coordinator is responsible for directing the timing and execution of these tasks to ensure a seamless experience for all fellows.

Service: Our Common Solution

Welcome to the service team for the Overeaters Anonymous Virtual Region Convention. Whether you are serving as a Host, a Timer, or a Speaker, your willingness to step forward is a direct expression of our Twelfth Step: to carry this message to compulsive overeaters who still suffer.

In the virtual environment, service is the “glue” that holds our recovery space together. By maintaining the technical flow, ensuring security, and supporting our interpreters, you are creating a sanctuary where recovery can be heard and felt across the globe. We recognize that service is not just a task; it is a spiritual action performed for our higher power or our higher self.

The Purpose of This Manual

This manual is designed to provide you with the “Experience, Strength, and Hope” of those who have organized virtual events before you. It contains the technical requirements, communication protocols, and scripted formats necessary to ensure that:

    1. Unity is Maintained: Every session feels like part of a cohesive whole.
    2. Accessibility is Prioritized: We honor our multilingual fellowship by supporting our interpreters through specific pacing and preparation.
    3. Security is Upheld: We protect the anonymity and safety of our members by remaining vigilant against distractions and disruptions.

The Responsibility of Service

OA VR CONVENTION SERVICE ROLES

 

    • Chat Post: Monitors chat and posts announcements in all interpreted languages.
    • Host: Manages Zoom settings, recordings, and interpretation starts.
    • Interpreter/Reader: Provides language support and coordinates with the speaker.
    • Moderator: Runs the session script and manages open sharing.
    • Newcomer Support: Specialized protocols for Track 4 meetings.
    • Security: Monitors screens for distractions and manages the waiting room.
    • Session (Track) Coordinator: Acts as the liaison between the committee and the service team.
    • Speaker: Shares experience, strength, and hope using OA-approved literature.
    • Tech Support: Assists with participant needs and pacing for interpreters.
    • Timer: Uses the Zoom Timer App to keep the session on schedule.

Ideally, planning for the OA VR Convention starts in June.  This allows time for recruiting and filling important service roles.  Filling these roles early allows all service teams, readers, interpreters, convention committee and sub committee members to prepare effectively and ensures no one person carries an unfair burden.

Essential Convention Service Responsibilities

Complete at least a week before the opening of Convention

    • Please make sure your laptop or desktop computer (Mac or PC) is in proper working order.  Please do not use your smartphone or tablet during service for convention.  Chromebooks can be used, however, some functionality may not be available on a Chromebook.  Please be aware of what your device is capable and not capable of doing at least a week before the start of the convention.
    • For training purposes, If you have any technical or training issues with your device the week before the start of the convention, please text (773.879.6151) or email (training1vrc@oavirtualregion.org) the convention training team.
    • Special notice to Speakers, Interpreters/Readers and team leaders: One week before the convention do the following:
    • Post outlines, scripts or page numbers of any OA approved literature you will be reading from ahead of time for interpreters/readers to review in advance.
    • OA literature can not be put in WhatsApp groups so make arrangements with interpreters to share screen shots by email, text, ask your group leader or someone from the region team for support.
    • Please update your Zoom at least a week before the start of the convention.  Please check for new updates the day of the convention. Click here for the latest Zoom version
    • Please become familiar with WhatsApp. WhatsApp will be used before, during and after the Convention to communicate among our teams. Any one doing service will be part of a WhatsApp group. Download WhatsApp here.
    • Introduce yourself in your WhatsApp group(s) and state your service role(s).
    • Look in your WhatsApp group for updates and communicate if there are any issues.
    • Please check your spam/junk/promotions or other folders for communications.
    • Please read the entire session format.

If you have any questions, please text (773.879.6151) or email (training1vrc@oavirtualregion.org) the convention training team.

Essential Convention Service Responsibilities

Before Your Session

    • Always stay muted unless you are speaking.
    • Arrive at least 15 minutes before your session.
    • Upon arrival, please raise your virtual hand to be co-hosted. You will be asked to turn on your video, state your service role, and confirm your identity in WhatsApp.
    • Rename yourself with your service role followed by your name, e.g., “Co-Host Jane D.”
    • We recommend all service volunteers use the current Service Convention Logo as their virtual background and profile picture.  If you chose not to use the Service Convention Logo please be aware of outside issues (no group photos, movie posters, artwork, work logos, etc.)
    • Please review and adhere to the OA 12 Traditions. Click here
    • Please review this entire service manual.
Essential Convention Service Responsibilities

Day-of-Session Service Cheat Sheet

A quick-reference guide to ensure we serve with clarity and peace.

🕒 15–20 Minutes Before Start: The “Huddle”

    • Host: Opens the Zoom room, configures settings (mute on entry, screen share permissions), and assigns Co-Host status to the team.
    • Session Coordinator & Host: Verifies all roles are present. If someone is missing, assign a team member to cover multiple roles.
    • Host: Sends a “Check-in” message on the session’s WhatsApp thread. All volunteers should reply to confirm they are ready.
    • Security: Positions themselves to monitor the Waiting Room.

🏁 5 Minutes Before Start: Final Prep

    • Moderator: Performs a final mic check and ensures the script is open and ready.
    • Tech Support: Tests any slides or music.
    • Timer/Chat: Ensures they have the timing cues and chat links ready to paste.

🚀 Session Start: Launching the Meeting

    • Moderator: Gives the signal to start.
    • Security: Begins admitting fellows from the waiting room 15 minutes prior to the start of the session.
    • Moderator: Reads the opening script to set the tone for recovery.

🛠 During the Session: Maintaining the Space

    • Chat Poster: Drops links (7th Tradition, readings, etc.) at the times requested by the Session Coordinator.
    • Timer: Uses visual or chat cues to keep speakers on track.
    • Security: Remains vigilant; manages any disruptions immediately to keep the room safe.
    • Host: Monitors the WhatsApp thread for any urgent technical issues or back-channel communication.

✅ Session Wrap-Up

SESSION (Track) COORDINATOR

Tracks 1-4 (1-Keynote & Speakers, 2-Steps, 3-Workshops, 4-Newcomers)

The SESSION Coordinator for the OA VR Convention is the Liaison, Compliance Manager or team leader for a single convention session or track. This individual is the critical link between the Convention Committee and the specific session’s service team, ensuring the successful execution of the event’s schedule and adherence to all convention standards.

Key Responsibilities:

    • Team Formation and Compliance Oversight:
    • Ensure all required service roles are filled for the session, which, depending upon your Track, may include: Speaker, Chat, Moderator, Timer, Host, Tech Support, Security, and the SESSION Coordinator.
    • Verify that every team member has completed the three mandatory compliance steps: convention registration, OA VR data compliance form, and service sign-up.
    • Information Management and Communication:
    • Serve as the single point of contact for receiving all official information, timelines, and updates from the Convention Committee.
    • Proactively disseminate all essential logistics to the session team, including the final time, proper track designation, required training times, and the Zoom location of the session.
    • Report all confirmed team member names, compliance status, and session-specific needs back to the Convention Committee using the official Session Information & Team Compliance Form.
    • Session Preparation and Logistics:
    • Facilitate planning based on the session type, ensuring that the team is prepared for the specific level of interactivity (minimal for Speakers, moderate for Steps, high for Workshops, and specialized for Newcomers).
    • For sessions utilizing technical or interactive elements (e.g., screen shares, Q&A, activities, or the Newcomers Track’s breakout rooms), the Coordinator confirms these needs and ensures the Tech Support and Moderator are prepared and have tested the setup prior to the session.
    • Goal: The SESSION Coordinator’s primary goal is to eliminate operational friction by managing communication flow and ensuring that every team member is compliant, informed, and ready, allowing the focus to remain on carrying the message of recovery to attendees.

SESSION HOST

Tracks 1-3 (1-Keynote & Speakers, 2-Steps, 3-Workshops)

I. Pre-Session Preparation Checklist

1. General Knowledge

    • Know your assigned Track and the specific session title.
    • Know who the Host is for the session before and the session after your own.

2. Essential Zoom Settings Confirmation (Must be ON or OFF)

Setting Status Purpose
Waiting Room ON (Checked) Manage attendee flow and allow private checks for security.
Participants Mute on Entry ON Ensure a quiet start to the session.
Participants Cannot Unmute ON Only hosts, co-hosts and interpreters, can unmute attendees for sharing.
Participants Can Start Video ON Allows attendees to use video if they choose.
Participants Can Rename ON Allows attendees to adhere to anonymity (First Name/Last Initial).
Chat Hosts Only Ensures communication flows to the service team.
Q&A Enabled Provides a dedicated channel for questions (if required).
Lock Meeting OFF (Not Checked) Allows participants to join throughout the session.
Zoom Timer Enabled Set up and test the Zoom Timer feature for time management.