Zoom for GXSA Hosts

Firstly, THANKS for being a Host.

There are two types of host described on this page:

  1. An Evening Host maintians the relationship with the speaker, introduces the speaker, and manages the running order
  2. The Technical Host manages the technical issues around Zoom

Evening Host

Before the evening, the Evening Host needs to make sure that the Speaker has had a technical run-through with the Technical Host.

Typically, the Evening Host will:

  1. Welcome audience and give zoom advice to audience:
    1. (a) Mute your microphone if not already muted by the technical host
    2. (b) Switch your video off
    3. (c) explain how to use Chat for questions
    4. (d) explain View option to Hide video of speaker, if obscuring slides.
  2. Introduce the Speaker
  3. Verbally hand presentation to the Speaker
  4. Take back control at the end of part one
  5. Become the Presenter (Start a Screen Share).  
  6. Deliver Parish Notices
  7. End their Screen Share
  8. Announce that we are about to start Breakout Rooms - ask audience to
    1. enable microphone,
    2. switch on video,
    3. choose speaker view
  9. Receive participants back to the main meeting - repeat instructions as in 1 for mic, video, chat, etc
  10. Reintroduce the speaker, and verbally hand back control
  11. Close the evening

The Evening Host needs to be familiar with Zoom Presentations, so they can deliver the Parish Notices.  See our Zoom for Presenters Web Page for more details (you need to be familiar with this).

Technical Host

Typically, the Technical Host will:

  1. Before the night
    1. Schedule the Zoom meeting
    2. Send the weekly email, announcing the meeting.  NB: Beware sending the Passcode to the whole world .
  2. Start the meeting at 7:45pm (Use the Zoom web interface)
    1. Disable the Waiting Room
    2. Admit anybody who is still in the Waiting Room
  3. As Speaker is about to start
    1. Disable participants from unputing themselves
    2. Mute all participants
    3. Permit Evening Host to unmute themself
    4. Permit Speaker to unmute themself
    5. Ask Speaker to unmute themself
  4. At Half Time
    1. Permit all participants to unmute themselves
    2. Setup Breakout Rooms (we aim to have 7 participants per room, so set the number of rooms accordingly)
    3. Open Breakout Rooms at half-time, with a 15 minute limit and 60 second warning period
  5. After Breakout
    1. Mute all participants
    2. Permit Evening Host to unmute themself
    3. Permit Speaker to unmute themself
    4. Ask Speaker to unmute themself
  6. End the meeting around 10:15pm

Generally, the Technical Host needs to be around in case there are issues or uncertainties to be dealt with.

The Technical Host needs to be familiar with Zoom at an operational level.  The remainder of this page describes the main features of Zoom, under GXSA usage.

Detailed Instructions

Schedule a Zoom Meeting

We now require registration for each event.  We have learnt that this allows us to identify who has joined each meeting, and gives us better insight on attendance.

Zoom meetings will usually be setup before the season starts, and the URL for each event will be shared with the Web Content Manager, to be shared on the weekly email.

Record a Meeting

 In the GXSA committee meeting 3/11/2020 the Committee agreed that it wasn't appropriate for us to record Speaker's presentations:

  1. Most speakers are reticent about recording
  2. They all have different requirements about when/what they woudl like to be recorded
  3. It takes a lot of effort for GXSA to make recordings suitable for presentation
  4. It will lead to fewer people actually turning up to the social event on Wednesday 

Adding Co-Hosts

We've tried co-hosts and decided that it's not necessary.

In addition to the Zoom Host, it is useful to have several Co-Hosts:

  • GXSA Host (typically the Chairman)
  • Speaker (so that they can seamelssly share screens)
  • Another GXSA Zoom Host to help manage the waiting room
  1. Open the Participants panel.
  2. Search for the people you want to make into Co-Hosts
  3. Float your cursor over their name, then click Make Co-Host
  4. Please ensure that the Screen Sharing is as follows:


Setup Screen Sharing (with GXSA options)

Choose the following settings on the bottom menu.

  • Only one participant can Share their sceen.
  • Advanced Sharing Options....

Controlling who can share screen

Allow all participants to share their screen; setup teh following options:

In Meeting Options for sharing screens

Monitor New arrivals

Current process meant that this is not necessary, as we Disable Waiting Rooms as the meeting begins.

You will be made aware of new arrivals as an alert above the "Participants" icon.



 Managing Breakout Rooms

Click the "Breakout Rooms" button

When you click Breakout Rooms you will see the screen below.

  1. Set the Automatic assignment option, then click the "Create" button.  This will not "Open" the rooms.
  2. Create Rooms
    1. At the bottom of the window you can see a line "X participants per room".  As you adjust the number of breakout rooms, you will see the value for "X" change.
    2. Choose sufficient Breakout Rooms for 7 or 8 participants per Room.

 You will see a list of Breakout rooms that have ben created.  This menu also allows you to Rename and Delete rooms.    It allows you to see who is in each room, and join that room if you wish.

Select Options to verify that the duration and closing times are appropriate (Usually 15 minutes and 1 minute to close the rooms).

Depending on the time available, make sure to set the options correctly, to follow GXSA timings.


Make sure to set carefully:

  • Duration for the Breakout Room (typically 10 or 15 minutes) - check your watch
  • Duration of the Countdown timer to 1 minute (60 seconds).  This timer starts when the Breakout room closes, and everyone will see a timer running.


Use the Open All Rooms button to automatically allocate Participants to Rooms.


When the allotted time expires, Participants will see a popup countdown timer on their screen.  When the timer expires, they will be moved back to the main meeting automatically.


Closing the Meeting

Clich the "End" button, then the "End for Everyone" button


Using Zoom, for GXSA Presenters

Firstly, THANKS for offering to deliver a presentation at GXSA.

This page is designed to help you deliver your presentation, with tips and tricks that may be useful.  This technology is new to most people (we're all still learning), so you may want to revisit this page as we learn more together and improve this content.

Presentation Technique

Presenting online is subtly different to public speaking:

  • There is little visual feedback during the presentation
  • The speaker can get bored
  • The audience can get forgotten by the presenter

This provides new challenges to be overcome....and the jury is out about the best way to solve these problems.

Tips (an evolving list)

  1. Make sure that you're using the latest version of the Zoom client.  Zoom update this regularly, and older versions often have quirks.
  2. Remember that there IS an audience out there, and they ARE interested in what you're saying.  You can see some of them in the speaker pane to the right of your screen.
  3. Try not to get bored, yourself.
  4. Imagine that you are speaking directly to a real person, in the flesh, and holding their attention.
  5. Remember that the audience is there to see YOU as well as your presentation.  Consider that YOU are presentation material.
  6. Change slides relatively quickly (but not TOO quickly) , to keep audience interest high.
  7. Some computers have WebCams with Automatic White Balance (some don't).   If you have Automatic White Balance, your picture may appear with odd colouration (you may have purple skin!).  If you have Automatic White Balance (AWB) you should make sure that there is something white in your camera's field of view, that it can identify as white, and adjust the colouration correctly.   You could use a piece of white paper, a white wall, a white shirt, anything white.  This way, you will appear as you should!
  8. You should try to ensure that you have a light projected onto your face, so that the camera is not seeing you in silhouette.  This will allow the audience to see YOU rather than a shadow of yourself!

Using Zoom, as a Presenter

Types of User

GXSA Online presentations are delivered using Zoom.  There are three types of user in a GXSA presentation:

  1. The Zoom Host controls all the technical stuff.  We have a separate web page to help GXSA Zoom Hosts.
  2. The Zoom Presenter.  You.  The Presenter shares their screen with the attendees of the meeting
  3. Participants - These are (approximately 100) fully paid-up GXSA members, attending the meeting using Zoom.  We usually have around 50 connected computers on a Wednesday, most with 2 or more people watching.

This Web Page is directed at Type 2: The Presenter - You.

Indeed, there are two types of Presenter (but for the purposes of this page, they are the same):

  1. The GXSA Host for the evening, will manage the meeting, calling attendees to order, delivering the running order, closing the meeting, etc., and particularly introducing the speaker
  2. The Guest Speaker will deliver their presentation, and handle Questions

When you are The Presenter, you have several controls that you need to be familiar with:

  • Powerpoint
    • Using Zoom, it's generally easier to use Powerpoint in "Duplicate Screen" mode.  This is the mode that most people are familar with.  The less common "Presenter Mode" is more difficult to manage, and we recommend not to use it online.  However, some people prefer it.
  • Zoom
    • You have the ability to switch to "Share Screen" mode, so that you can display your presentation.  When sharing your screen:
      • Your presentation will fill most of the Participant's screen
      • Your face will appear in the Speaker Pane on the right of the screen (this can be moved by viewers, if the require it)
      • Remember to unshare your screen and return to Normal mode, when you want to talk directly to the audience.

At some point the GXSA Host will verbally hand-over to the Speaker.  At this point, the Presenter should share their screen.


The Simple Method - For less experienced Zoom Presenters

Most importantly, book a Practice session with your GXSA Host, before the evening of your presentation.  Get familiar with basic Zoom functionality.

Here, we present the simple view of presenting on Zoom:

  1. Join the Zoom meeting using the URL that the GXSA Host has given you
  2. Have Zoom runninng in a small window on your computer.  Don't run Zoom in full screen modee.
  3. Open Powerpoint with your presentation in "Duplicate Screen" mode (don't use "Presenter View")

    Powerpoint Presentation Mode
  4. Start your Slide Show in the main screen on your computer
  5. Press Alt+Tab (windows) or Command+Tab (mac) to show the Zoom meeting
    1. Hold the Alt/Command key down, whilst tapping the Tab key, to select the program that you want to show. 
    2. You pronbably need to "tab" several times, to select the Zoom program.
    3. When Zoom is highlighted, release the Alt key.
    4. Zoom will now be on top on your desktop/screen, with your presentation on the screen behind .
  6. When you want to present slide content, click "Share Screen" in the toolbar at the bottom of your Zoom window, and choose the icon that represents your Screen
    • This is the simplest way.  The more complicated way is to share the powerpoint Slide Show application itself.  This gives more privacy, but is generally more complicated to use.

      Zoom Menu

  7. Choose the window that you want to share
    Window showing Share Screen page
    You will probably want to share the "Powerpoint Slide Show" or "Screen".
    Be sure to click Optimize for video clip before clicking Share.

  8. You will notice the "Mini Share Menu" appear at the top of your Zoom window, allowing you to control what you share:
    Mini Share Menu

  9. Run your Slide Show.  Participants will be able to see your face in the Speaker Pane on the right of their screen.
  10. Remind participants that they can drag the Speaker Pane elsewhere on their screen if it's hiding part of your slide that they want to see.
  11. Remind participants that they can ask questions using the Chat facility on their toolbar.
    1. The Speaker and GXSA Evening Host need to agree how questions will be addressed
    2. Typically, the GXSA Evening Host will moderate and ask questions at the end of the session, for the Speaker to answer
  12. If you want to go off on a tangent, or temporarily end the Slide Show, or permanently end the Slide Show, click "Stop Share"
  13. If you want to restart the Slide Show(revert to step 6, above).
  14. When you want to stop sharing your screen, click the Mini Share Menu at the top of the window, and click "Stop Sharing":
    Mini Share Menu

Hint:  When running your presentation, you can use your mouse to move a pointer that the Participants can see.  You can use this technique to draw attention to specific areas of your slides, if you want to.

Advanced Sharing Tools

If you move your cursor over this bar, you will see more options that you may like to use (many people don't... they're not essential):

 If you want to use the Advanced Sharing Menu, move your cursor to the top of the window:
Presenter Maxi Share Menu

The important options here are:

Mute/Unmute - Control your microphone

Stop/Start Video - Control your webcam

New Share - If you want to share a different application to the Powerpoint Slide Show

Pause/Resume Share - If you want to freeze the current slide on your computer, whilst you go find a different application to share

More--> Share computer sound - If you want to broadcast sound from your application

More --> Optimise Share for Full-screen Video Clip - Sets Zoom interfaces for large video broadcasts

 You will notice that the other participants are visible in a "film roll" to the right of the screen.  This is what the audience see of you.





Welcome to Our Archive of Earlier Programmes

GXSA has been running since 1966.  We have delivered over 1000 weekly lectures over that time, delivered by our amazing guest speakers and our own wonderful members.

To easily review the archives, choose from the links below.   If you're looking for something specific, use the search-box at the top-right of the webpage.

Enjoy the archive.

Articles that appear after the lecture programme, on pages using the Featured Articles module