Zoom FAQ
Frequently asked questions regarding the format of the meeting are below.
Please email siampnws@gmail.com with additional questions.
Please email siampnws@gmail.com with additional questions.
(Credit to the organizers of the 2020 Cascade RAIN Meeting for putting together this FAQ)
Will all talks be given via Zoom?
Yes. Each speaker will need to share their screen to show their slides, and have audio capability to both give the presentation and receive questions. They need not have a webcam unless they also want to be seen while talking. There will be a practice day with appointments for speakers to join a Zoom meeting and test their equipment a few days before the event. An email will be sent to all participants with details. If you do not have adequate equipment, check with your department about borrowing some.
Will all participants join the meeting via Zoom?
Yes. All participants will need to connect to the zoom meeting with a personal device.
Will I need to download software to use Zoom?
Probably. There is a zoom web client, but it has limited features and depends on the web browser you are using, see Zoom Web Client Help. Your best bet is to download the Zoom client. Your university may already have a license, and possibly even an account for you, in which case you can get trouble-shooting support from them.
Will I need special equipment to participate?
Yes, but you likely already have it. Zoom works on desktops, laptops, tablets and smart phones. For the best experience, use a laptop with a headset. There is a text chat feature, so that you can communicate even without a microphone. No webcam is required.
How will I join the meeting?
The meeting url and meeting ID number will be announced a few days before the meeting via an email to all registered participants. It will be resent the morning of the event. You could simply click on the link in the email to launch the web client. If you have the local client installed, the web client should be smart enough to ask you if you prefer to use that instead. If not, open the local client first, log in, click Join and then copy/paste the meeting ID into the meeting ID field.
How can I practice with Zoom?
You can join a test meeting if you want to test your audio and familiarize yourself with meeting controls. There will be a practice day with appointments for speakers to join a Zoom meeting and test equipment a few days before the event. An email will be sent to all participants with details.
How do I share my screen in Zoom?
Zoom allows for screen sharing on desktop, tablet and mobile devices running Zoom. The host and attendee can screen share by clicking on the Share Screen icon located in your meeting tool bar. Select the screen you want to share. You can choose an individual application that is already open on your computer, the desktop, a whiteboard, or an iPhone/iPad. The host does not need to "pass the ball" or "make someone else a presenter" to share. The host can "lock screen share" so no attendee can screen share. Sharing Your Screen
Are there different rules for etiquette in a virtual conference?
Yes and no. The ideas are the same, but the realizations of these ideas is different. Here are some guidelines for a large group meeting or conference:
Mute your microphone upon entry (likely the host will have done this for you). You may also want to turn off your video to save bandwidth.
Do not Chat (use the text chat feature) during a presentation, unless you are having technical difficulties. This is equivalent to passing notes in a talk!
If you have a question for the speaker, raise your hand. (Yes, there really is a "Raise your hand" button that you can click.) The host will likely need to unmute you for you to actually speak your question. If possible, hold your questions until the end.
Be overly polite with questions. Without body language as a guide, criticisms can come across as excessively harsh. Also, the foreignness of the format will likely fluster even the most experienced live speakers.
What if there are technical difficulties?
There likely will be, but we will manage. Technical difficulties are like side effects of a prescription: "Remember that your hosts have organized this virtual meeting because they have judged that the benefit to you is greater than the risk of technical difficulties."