Thank you again for volunteering to help with WordPress Accessibility Day (WPAD). In this document, you’ll find the information you need to complete your volunteer role. If you have any questions, please don’t hesitate to reach out. You can reach our volunteer team on the WordPress Accessibility Day Slack Channel.
Volunteer Schedule
Here is the 2025 [update!] volunteer schedule (Google Spreadsheet).
Important note: Ensure you are aware of your assigned hours, the event is based around the UTC timezone.
Communication
Before the Event
The primary form of communication with the volunteer team will be via the WordPress Accessibility Day Slack. As soon as you can, please use this link to join WPAD Slack and join the #volunteers-2026 channel.
Day-of-Troubleshooting
If you have questions or concerns that present themselves during the event and need assistance, send a Direct Message to the Volunteer Coordinator or Technical Admin #2 for your volunteer time slot or tag them in a post in the #volunteers-2026 Slack channel.
Point of Contact During the Event
| Time | Technical Admin #2 | Volunteer Coordinator |
|---|---|---|
| 14:45 UTC | ||
| 15:45 UTC | ||
| 16:45 UTC | ||
| 17:45 UTC | ||
| 18:45 UTC | ||
| 19:45 UTC | ||
| 20:45 UTC | ||
| 21:45 UTC | ||
| 22:45 UTC | ||
| 23:45 UTC | ||
| 0:45 UTC | ||
| 1:45 UTC | ||
| 2:45 UTC | ||
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| 13:45 UTC |
Role Specific Information
The roles specific to Zoom are different from those we use for the WPAD event. Please refer to the roles and description of duties below:
- Speakers: This role corresponds to Zoom’s “Panelist” functionality.
- Emcees (On-camera Hosts): This role corresponds to Zoom’s “Panelist” functionality
- Technical Admin #1 (Tech Admin #1): This role corresponds to Zoom’s “Host” functionality.
- Technical Admin #2 (Tech Admin #2): This role corresponds to Zoom’s “Co-Host” functionality
- Session Moderators: This role will join as an attendee and ask Tech Admin #2 to change their name to include “Session Moderator” for the duration of the shift.
- Volunteer Coordinators/Lobby Moderators: This role will join as an attendee and change their name to include “Moderator” for the duration of the shift. This can be done from the Profile icon in the top right of the main Zoom Events platform.
Emcees
(Zoom Panelist)
WPAD Role/Responsibilities
Provide pre-recorded introductions for the speakers, then communicate live, on camera with the speaker to ask questions from the Zoom Q & A panel, and communicate other event business (announcements, etc.). Emcees are expected to appear on camera for questions and should feel comfortable filling the void if we experience a technical issue.
Announcing your Arrival (15 – 20 minutes prior)
Please use this link to join WordPress Accessibility Day Slack ahead of time, and then let us know you have arrived in the #volunteers-2026 channel.
Accessing the Zoom Webinar (10 – 15 minutes prior)
Prior to the event, you will receive an invitation via email to Join the Zoom webinar as a panelist. Please use the link in that email to join as a panelist rather than using the public attendee registration link. You will be able to use the same link to watch other presentations as a regular attendee.
Important: Do not share your panelist invitation or link publicly or with anyone else.
Plan on joining Zoom at the very beginning of your volunteer shift. When you first join Zoom, you will be in a backstage area and will complete a connections check for sound and picture with our team. Once the session video has finished, the Tech Admins will move you from the backstage area to the webinar live stream for the question and answer period.
If you have not previously joined a Zoom Webinar, please review these instructions for joining a Zoom Events in advance of the event.
If you have any issues joining, contact the on-duty Volunteer Coordinator via the WordPress Accessibility Day Slack Channel.
Pre-recorded speaker introductions
These will need to be uploaded to Google Drive no later than September 1, 2026. You can review “WPAD-Advancing Accessibility Through Community and Open Source.mp4” in the linked Google Drive folder as an example.
Introductions should be no longer than 2:30 minutes and use the following format:
Session Introduction:
“Welcome to WordPress Accessibility Day 2026. My name is [Your Name] and I’m [Name] from [Company Name].
Thank you for joining us for [Insert Session Title] with [Speaker Name(s)]. [Read speaker bios from WPAD website.]
Please feel free to add your questions in the Zoom Q&A section and we’ll answer them at the end of the session. Use the Chat to connect with other attendees.”
Most speakers have provided a recording of the pronunciation of their name. Please refer to that before making your recording. If it is not there or you have additional questions, please tag/DM the speaker you will be introducing on Slack.
Required: Use the speaker’s name and biography from the WPAD site Speakers page. These can also be quickly linked to from the schedule page. It’s OK to paraphrase if a speaker has a particularly long bio.
You are allowed to say your company name, but this is not a time for self-promotion or a commercial. Please do not use your Emcee slot to self-promote. If your video includes self-promotion, you will be asked to resubmit new introductions.
During the Session
While the Speaker presentation is playing, you will be in the session with your mic and camera off. Once the video has finished, you will turn your mic and camera on to begin the live question and answer session with the speaker.
Question/Answer session (40-minute mark)
Sessions will include 10 minutes for questions and answers at the end of the session.
First, thank the speaker(s) for their presentation and remind the audience that they can enter questions in the Q&A section. Then, you can ask the speaker any available questions and as many as time permits. If nothing has been asked, you may need to be prepared with your own questions for the speaker.
Please review this documentation on how to manage Q&A during a Zoom webinar. When asking a question, click the “Answer Live” button, then click the “Done” button when the question has been answered.
End questions precisely at the 50-minute mark. This allows the captioning team to take a brief break before the next session, so questions and answers should never run long.
Closing Out Your Session (50-minute mark)
Please use the following script to close out the session at the 50-minute mark.
“Thank you for attending this session with [Speaker Name(s)]. You can continue the conversation in the Chat or on social media using #WPA11yDay and #WPAD2026.
We also appreciate it if you go to 2026.wpaccessibility.day/feedback to provide anonymous feedback for our speakers on their presentation. You can enter to win a t-shirt while you’re there.
Stay tuned for [Session Name] coming up next with [Speaker Names] at XX:XX AM/PM UTC, and while you’re waiting, don’t forget to visit our sponsors’ pages to grab virtual swag and enter for a chance to win great prizes.
See you in the next session!”
Technical Issues
If technical issues arise, we ask that you do not highlight these and simply fill the time, if you can. An option is to talk about upcoming sessions or any that you’ve enjoyed previously.
An example: a speaker may have audio issues, it’s the role of the Technical Admin to handle the issue. In situations like this, we ask that you, as best you can, keep the flow of the event going.
In the Event of a Speaker No-Show for Q & A
If the speaker is a no-show or has lost internet for their question and answer session:
We’ve had a technical issue and our speaker [Speaker Name(s)] is unavailable for the questions and answer session. We’ll take the questions that have been posted here and ask the speaker to answer them, then post the questions and answers with the video once it’s available. In the meantime, consider checking out out the speaker’s bio on the speakers page and connecting with them through social media links in their bios.
Virtual Background
If you want to use a virtual background in Zoom, we have an event-specific background you can use. Please do not use any virtual backgrounds that include company logos or are self-promotional.
Moderators
(Zoom Attendee)
WPAD Role/Responsibilities
The Moderator enforces the code of conduct and handles any inappropriate behavior in Zoom Chat. You will also help answer common questions about the event.
In the event of an Emcee no–show, you will be asked if you would like to fill in. See more in What if a volunteer no-shows?
Announcing your Arrival (15 – 20 minutes prior)
Please use this link to join WordPress Accessibility Day Slack ahead of time, and then let us know you have arrived in the #volunteers-2026 channel.
Joining Zoom (10 – 15 minutes prior)
Please register for the event as an Attendee.
When joining, please ask Tech Admin #2 to had (Session Moderator) to your attendee name. This will allow you to be recognized by other attendees as an official volunteer.
Enforcing the Code of Conduct
As Session Moderator, you’ll ensure that everyone is treated respectfully and behavior meets our WPAD Event Code of Conduct. Please be sure to review that information.
Please watch for attendees using any demeaning, discriminatory, or harassing behavior or speech in the Chat or Q&A, or sharing any inappropriate links (spam, sales-oriented, etc.).
Pre-written Messages You Can Use
Here are some messages that are pre-written and can be pasted into the chat. Some are for the beginning and end of each session and some will only be on an as-needed basis.
Inappropriate Comments in Zoom
Message Tech Admin #2 in Slack and ask them to delete the comment.
If Repeated Violations Occur
If a person violates the code of conduct a second time, notify Tech Admin #2 so they can remove that individual.
Volunteer Coordinator/Lobby Moderator
(Zoom Attendee. This person will also be in the Slack #volunteers-2026 channel)
WPAD Role/Responsibilities
The Volunteer Point-of-Contact, is the primary person responsible for ensuring volunteers show up for their assigned roles at the right time and answering any questions they may have about their role.
After all volunteers have arrived for their shifts, you will moderate the Zoom Lobby Chat for any inappropriate comments or behaviors. Please review the Session Moderator section, as much of the same information will apply.
When joining, please edit your Zoom profile name to add (Moderator). Example: “Amber Hinds” would appear as “Amber Hinds (Moderator)”. This will allow you to be recognized by other attendees as an official volunteer. Remove that once your shift is over.
Announcing your Arrival (15 – 20 minutes prior)
Please use this link to join WordPress Accessibility Day Slack ahead of time, and then let us know you have arrived in the #volunteers-2026 channel:
Hand-off from previous Volunteer Coordinator (5 – 10 minutes prior)
Get a quick report from the previous Volunteer Coordinator ask any questions, and let them know you are ready to step in so they can leave.
Pre-Time Slot Check-In
15 minutes before a volunteer is scheduled to begin their shift, tag them in a message in the #volunteers-2026 Slack channel to confirm that they are ready to begin (if they have not arrived already).
If you do not hear back from the volunteer within 5 minutes, you may need to try emailing or calling them.
Volunteer Contact Information will be provided to each Coordinator.
What if a volunteer no-shows?
If a volunteer does not show up for their shift, the Moderator could become an Emcee and the Volunteer Coordinator/Backup Moderator could become the full-time Moderator. Technical Admin #2 can step in to help coordinate any additional questions for volunteers in the #volunteers Slack channel. Send a Direct Message on Slack to the Technical Admin for that session, so they are aware.
Stay Available in Slack
During your shift, you’re welcome to watch the live stream and participate in Zoom Chat on the website. However, please also watch Slack for DMs or messages posted to the #volunteers-2026 channel in case volunteers have questions or have difficulties during their shift.
FAQs
Some of this is answered in the guide, but here are answers to previously asked questions.
Is there an on-camera background we should use?
A. There is a virtual background available if you want to use one.
Is it ok to have a theme while on-camera? (Like pajamas?)
A. That’s fine! But please keep introductions and explanations to a minimum to allow speakers as much time as possible. If you want to announce what you are doing on social media in some personal/unique and fun way to get people to attend — go for it!
What if no questions are coming in?
A. We suggest emcees take some notes during the talk (your quiet time) of things you could ask in the event that the audience is quiet. If the session goes very fast it’s ok to fill some space as best you can and then wrap up early per the directions above.
Is there a maximum number of questions?
A. There is no max to the number of questions, but we do have a hard stop on the session at 10 minutes to the hour. Attendees have the ability to upvote questions so keep an eye on that when deciding which questions to ask.