Decide how you want to conduct the meeting

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Put the technology aside for a moment and consider this...What you would do if the meeting were to take place in person?

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• Will there be presenters who will share slides?

• Will the presenter(s) take questions from the audience?

• Do you want attendees to be able to have discussions in smaller groups?

• Do you want them to be assigned to those groups randomly, assigned to specific groups, or be able to choose for themselves? Do you want them to be able to move between groups?

• Will videos or music be presented?

• Do you want to get attendee feedback through polls?

• How are people allowed to attend? Is registration required?

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Prepare an outline with the agenda and order in which you want the above things to occur.

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Assess and gather your team

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Zoom meetings and webinars commonly involve the following roles:

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• Producer and host: Develop a Run of Show outlining the sequence and timing of events that will occur and assignment of roles; manage the Zoom controls; may share their screen and advance slides and/or play music; admit attendees; respond to sound and other quality issues during the Zoom; create and manage breakout rooms; create and display polls; spotlight speakers; generally manage the behind-the-scenes activities of the meeting. Let TeachTech handle this responsibility for your organization to ensure a polished meeting and presentation.

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• Co-hosts: Support the host in conducting the above in-meeting responsibilities

• Presenters and speakers: Have a speaking part during the meeting or webinar

• Facilitators: Facilitate attendee discussions in breakout rooms

• Scribes: Take notes during the breakout room discussions

• Timekeeper: Keeps speakers and presenters to the planned schedule

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Identify people within your team who can take on some of the above roles.

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Prepare for the meeting

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Your organization's hosting a Zoom webinar or meeting and you have a speaking or behind-the-scenes role. What should you do?

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Before the meeting

• Restart your computer

• Check your internet connection - use a site like Speedtest by Ookla to test the speed of your internet connection (see Zoom's recommended system requirements)

• Turn off notifications for any software on the device (e.g., email, instant messaging, etc.)

• Mute any phones or televisions in the room

• Find a quiet place to be during the event

• Test and use a good pair of headphones or earbuds

• Test and set up your Zoom background
• Test your camera positioning

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If you are the host or co-host:

• Use a desktop or laptop computer instead of a tablet or smartphone to perform your host duties

• Set up a second device to use as a backup (but do not connect to the meeting audio on the backup device to avoid feedback)

• Note: If you are frequently the host for Zoom events you may consider investing in an uninterruptible power supply for your router to prevent disruption to the meeting should the power go out

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During the meeting:

• Double check your Zoom name and change it if needed

• Keep your microphone muted unless you are actively speaking

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Request for TeachTech to plan and produce your Zoom meeting or webinar