# Conference audience-question queue and handoff sheet (English)

Copy this sheet for **one session**. Fill only the fields needed to run the question queue. Keep submitted text, names and contact details in the event's approved restricted system; use reference IDs and short non-identifying topics in a broadly shared run sheet. Confirm the current tool settings and the event's own conduct, privacy, AV and access procedures.

## Session setup

| Field | Agreed entry |
| --- | --- |
| Event / session ID / room / date and time zone | [ ] |
| Programme version and this sheet's version | [ ] |
| Chair and backup; who chooses the on-stage question | [ ] |
| Question curator and backup; who can approve public text | [ ] |
| Display/AV operator and cue route | [ ] |
| Programme or conduct contact for questions outside this session | [ ] |
| Submission route: written URL, QR location, floor mic or other route | [ ] |
| When questions open; last-question cue; when intake closes | [ ] |
| Participant-facing explanation of selection and unanswered questions | [ ] |
| Approved alternate participation route | [ ] |

## Tool and visibility rehearsal

| Check | Result / reviewer / time |
| --- | --- |
| Submit test item from an attendee view on the actual access route | [ ] |
| Confirm curator can see it and knows which queue is active | [ ] |
| Confirm chair receives the short cue and queue reference | [ ] |
| Confirm what participants see before and after approval | [ ] |
| Confirm exactly what can appear on the room screen | [ ] |
| Test a duplicate, held item and submission at closing | [ ] |
| Check whether names, anonymous mode, upvotes, replies and export are enabled | [ ] |
| Test loss of tool, audience connection and display; record usable fallback | [ ] |

Do not assume the chosen product supports moderation, merging, private replies, voting, reports or anonymous submissions. Document the actual account and event configuration. Remove or clearly mark test items using the tool's approved procedure.

## Minimal question register

Keep original wording and personal details in the restricted source record. Add rows here only for operational handoff. Status choices: **received · review · selected · sent · answered · partial · covered by another answer · not selected · held · follow-up assigned · withdrawn**. Use the event's own approved categories if they differ.

| Ref | Session | Short non-identifying topic | Current status | Suggested speaker | Public display approved? | Chair cue / actual outcome | Next owner and check |
| --- | --- | --- | --- | --- | --- | --- | --- |
| [Q-01] | [ ] | [ ] | [ ] | [ ] | [yes / no / pending] | [ ] | [ ] |
| [Q-02] | [ ] | [ ] | [ ] | [ ] | [yes / no / pending] | [ ] | [ ] |
| [Q-03] | [ ] | [ ] | [ ] | [ ] | [yes / no / pending] | [ ] | [ ] |

For combined questions, retain each source reference and record the agreed combined wording in the restricted source. Do not equate a duplicate with an answer unless the chair confirms the live response covered it.

## Live cue loop

| Step | Sender → receiver | Confirmation |
| --- | --- | --- |
| Curator proposes next question | [ ] → chair [ ] | Reference, short verified wording and speaker [ ] |
| Chair selects or defers | chair [ ] → curator [ ] | Selected / held / no live turn [ ] |
| Display decision | chair or curator [ ] → AV [ ] | Approved text shown / no question shown [ ] |
| Response completes | chair [ ] → curator [ ] | Answered / partial / still open [ ] |
| Last-question cue | chair [ ] → curator and AV [ ] | No further live turn promised [ ] |

## Close and transfer

| State | Count / references | Owner or decision |
| --- | --- | --- |
| Answered live | [ ] | [ ] |
| Partly answered | [ ] | [ ] |
| Duplicates covered by a live answer | [ ] | [ ] |
| Not selected; no follow-up promised | [ ] | [ ] |
| Needs programme, conduct or specialist review | [ ] | [ ] |
| Follow-up promised through approved channel | [ ] | [ ] |
| Withdrawn or held under event process | [ ] | [ ] |

- Export or access decision: [ ] decided by [ ] under [event procedure]
- Follow-up item / responsible speaker or programme owner / next check: [ ]
- Draft-answer approval and approved audience channel, if applicable: [ ]
- Sheet closed by / time / final version: [ ]

This is a coordination record. It does not authorize publication of submissions, settle a conduct or privacy issue, or certify a technology's accessibility. Escalate specialist decisions to the venue and event's assigned owners.