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