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. Schedule the Zoom meeting
  2. Send the weekly email, announcing the meeting.  NB: Beware sending the Passcode to the whole world - We need to work out exactly who will receive what.
    1. Link to Zoom generic session will be posted on the website (https://us02web.zoom.us/join)
    2. Meeting ID can be put on the website and sent with the Weekly update
    3. The passcode will be sent to members-only and approved Guests the Monday before the event
  3. Start the meeting at 7:45pm (Use the Zoom web interface)
  4. Setup Co-Hosts
  5. Setup Breakout Rooms (we aim to have 7 participants per room, so set the number of rooms accordingly)
  6. Monitor new arrivals into the meeting, accepting them from the Waiting Room
    1. Be aware that the Waiting Room is enabled, so each guest (or group of guests will need to be admitted)
  7. Open Breakout Rooms at half-time, with a 15 minute limit and 60 second warning period
  8. 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

For some reason, Zoom always allocates the same passcode for meetings (this may be my naive settings!).  Set a new pascode for each meeting (type a random number, yourself).

Update the GXSA website with the Meeting ID and address of the forthcoming evening's entertainment

Paste the Invitation from Zoom into the GXSA Website article for each speaker (i.e. one article per Zoom meeting), with appropriate publication dates set (in Joomla)

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 


We have learnt the the following approach is both easy, simple, and uses the Zoom default settings...so use it.

Zoom Hosts are trusted to be knowledgeable about using Zoom.   The simplest approach is to wait the the Guest Speker and GXSA Host to arrive into the meeting, then simply make them Co-Hosts.  This will allow them to share their screens, and unmute their microphones themselves.

Adding Co-Hosts

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)

Using current processes, we do not think you need to worry about this.  We may delete this instruction, when we're sure.

  • Only one participant can Share their sceen.
  • Only Hosts can share

Controlling who can share screen

NB: The following is an OLD screenshot.  Only Hosts should be able to share.

In Meeting Options for sharing screens

Monitor New arrivals

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

Any of the Co-Hosts can admit people to the meeting.  Please breif the hosts that we should all try to admit people, so that they are not left in the waiting room too long.


 Managing Breakout Rooms

Click the "Breakout Rooms" button


 Decide how many Breakout Rooms you need, and (usually) set the Automatic assignment option, then click the "Create" button.  This will not "Open" the rooms.

Current strategy for the number of breakout rooms is:

  • 10 people per room for Wednesday meetings
  • 5 people per room for GXSA events

 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.

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


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