Hosting Guide

HOST: ZOOM MEETING SETUP (days/weeks before meeting):

- For topic: "Sci/Tech club: [2-3 word presentation topic]"

- For when: choose correct date, start at 12:30pm, 2 hours

- Disable waiting room

- Next to Options, click on Show

- Select "Automatically record meeting", Select "in the cloud"

- Save.  Copy invitation details (zoom link, meeting ID, password) for distribution to members

HOST TO PRESENTER: (days before meeting)

- Ensure presenter understands Zoom basics, that meeting will be hybrid and recorded and the implications of that vs just talking to an in-room audience

- Understand presenters expected use of computer (e.g. offer to be "next slide guy" if inexperienced with presenting from computer)

- Learn about presenter's computer (Windows/Mac/etc, 

- Ask for slides ahead of time if possible, ask what format (e.g. PPT) and if slides have animations/videos/etc or other presentation complications

FOLLOWING ASSUMES PRESENTER'S LAPTOP WILL BE ON PODIUM, USED TO PROJECT SLIDES IN-ROOM, RUN ZOOM/WEBCAM, USE FRANKENAUDIO

HOST: BEFORE MEETING ARRIVAL

- Prep laptop; ensure nothing running except Chrome/Zoom; fully charged

- Bring headphones or some other  way to listen to audio w/o feedback (ensure charged and tested with laptop)

- Bring all cables (25' HDMI cable,  USB multi-adapter, "frankenaudio" cable, just-in-case charger, various adapters, USB external mic for testing

- Write Zoom meeting ID and password on paper and bring with you

- DON'T start the zoom meeting at home... you may have problems switching WiFi between home and lodge

HOST: ON MEETING ARRIVAL: ENSURE ROOM IS SETUP

- plug in any laptop to long HDMI cable and into wall jack, ensure computer screen shows on overhead projector screen at front of room

- connect "frankenaudio" cable to wall and extend to podium (where presenter's laptop and HDMI connection will be)

- ensure chairs are set up (30-50)

- ensure at least one microphone is available (preferably at least 2-3 to handle in-room questions), test all mics to check for correct room and volume

HOST: ON MEETING ARRIVAL: ON HOST LAPTOP:

- LOGIN to zoom on techclub account and Start meeting from there (DON'T just join... you need to be the host)

- Start up zoom, get meeting ID and meeting password (or have on sticky note)

- In Zoom, on bottom menu, click uparrow next to share button, Advanced Sharing Options, In "Who can Share?" select "ALL participants"

- Connect headphones to monitor audio without loud echo/feedback

- LATER: Attempt to confirm with Zoom participant(s) that audio is good

- LATER: Assign/enable a co-host to allow someone in the zoom audience to be able to mute unaware/unruly participants etc

TECHIE: ON PRESENTER ARRIVAL: ON PRESENTER LAPTOP

- Plug in laptop to HDMI cable (if no HDMI port use multiadapter)

- Ensure laptop is on lodge WiFi

- Start up zoom.ux in chrome, login to the meeting, ensure can share screen

- Ensure presentation slides can be shared to and are easily visible on host zoom screen

- AUDIO: Unmute zoom

- AUDIO: Plug in portable external USB mic directly (multiadapter may not work), configure presenter laptop to use mic, test to host headphones

- AUDIO: OR if ready, plug in frankenaudio cable and test that with presenter mic and other mics; test to host headphones

- AUDIO: (note: if later switch from portable mic to frankenaudio, may need to reconfigure presenter computer)

- HOST->PRESENTER: ensure knows how to turn on/off mic and use it properly (point to mouth, correct distance)

- HOST->PRESENTER: ensure knows where webcam is and that the zoom audience will see them on that (though not critical)

- HOST->PRESENTER: ensure  understands that Zoom audience will ONLY hear audio from mic, so no verbal exchange with in-room audience

- HOST->PRESENTER: live audience interaction desired or hold for Q&A? always repeat questions, discourage audience soliloquies (say "please wait for a mic")

HOST/TECHIE: DURING MEETING

- Monitor chat for feedback/questions, brief replies when appropriate

- Periodically check video/audio

- Capture list of Zoom audience participants, or at least rough number

HOST: ON CONCLUSION

- Exit Zoom meeting for all

HOST: POST-MEETING

(add stuff here about editing video, posting slides/video on website, etc)