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AIA SCS 2023 Virtual Meeting

Room Monitor Staff & Speaker Training

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Download & Test Zoom

Be sure to download and test Zoom on the device that you’ll be using during the live event.
zoom.us/test
If Zoom is already downloaded, be sure to check for updates.

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All The Live Support You Need

Live-Chat Widget on Conference Website for Session Chairs / Speakers / Attendees

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Training Agenda

Access to the site
Intercom (Live Support Blue Widget)
Download & Test Zoom
Starting a Session as a Host
Warmup Checklist
Managing the Waiting Room
Zoom Participant Settings
Recording of Sessions
Zoom Screen Sharing Best Practices
Camera View Management

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Starting Sessions

Room Monitors should START a session 15 Minutes Prior the Scheduled Session Start��
If you do not see “Start Session” please contact Live Support via the Blue Widget�

Start Session

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Joining Sessions

Presenters & Speakers Join 15 Minutes Before the Session Schedule Start Time
Once the meeting has started you will see two options

Join Meeting as Co-Host
Join Meeting as Attendee�

If you are a speaker join as CO-HOST

View as a Speaker

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Prep-Time in Zoom Waiting Room

Prep-Time Checklist (15 minutes)

Confirm all Speakers are in attendance�
Confirm all Zoom Settings

Participant Settings (Security icon)
Chat Functionality
Virtual Backgrounds
Recording is on�

Speakers to test; Screen Share, Audio, Video

Confirm the script of the session. �
Click on Message to send a message to those waiting such as “We will begin in 5 minutes”�
Admit All attendees from waiting room�
(Uncheck) Enable Waiting Room

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The Zoom Waiting Room

OpenWater enables Waiting Rooms for all Virtual Symposium Sessions

The waiting room allows for speakers to join early and have prep-time before their session officially begins.

Presenters/Speakers can skip the waiting room by selecting JOIN AS CO-HOST (only available to speakers / presenters and Staff)�
If you accidentally joined as an Attendee, the Primary Host can admit you from the waiting room and promote you to Co-Host. You can reach out to the Live Support via Blue Widget if you need assistance. �

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Participant Settings

We can control the abilities your participants have in the session.

Attendees join muted and without their cameras on.��Click on “Security” Icon

DO NOT Allow participants to Share Screen
Allow participants to Chat
Allow participants to Rename Themselves
Allow participants to Unmute Themselves
Allow participants to Start Video
Allow participants to Whiteboards

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Chat

The chat feature can be used to communicate with attendees throughout the meeting �
Hosts can select who to chat with, either everyone or a specific attendee privately, and can also upload files if it is enabled.�
Everyone and Anyone Directly: Participants will be able to chat with anyone in the session as a group or privately Direct Message

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Mute / Unmute Participants

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All session have been set where all participants will join the session as Muted and they will NOT be able to unmute themselves.�

Attendee view, raise hand

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Recording Sessions

Settings:�

All Session will be recorded to the Cloud�
15 Pre-Time will also be recorded, but edited post production.

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All Session are set to be Auto-Record.

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The Zoom Waiting Room: Testing Time!

Your session is allotted 15 minutes to adjust any settings and for you to test the Audio, Video and Screen Share. Please take advantage of this time to test and ask your in-room tech support agent for any assistance.

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Testing Your Audio

If you haven't enabled the setting to automatically join by computer audio, you can test your speaker and microphone before joining a meeting:

Click the Microphone Icon to Unmute/Mute. Click on the up arrow for options. �
Select A Microphone and Speaker�
Test Speaker and Mic

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Testing Your Audio

The meeting will display a pop-up window to test your speakers. If you don't hear the ringtone, use the drop-down menu or click No to switch speakers until you hear the ringtone. Click Yes to continue to the microphone test.�
If you don't hear an audio replay, use the drop-down menu or click No to switch microphones until you hear the reply. Click Yes when you hear the replay.

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Testing Your Video

Click the Camera Icon to Start Video / Stop Video. Click on the up arrow for options. �
Select Video Settings.�
If you don't see your camera's video, click the drop-down menu and select another camera.

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Set Your Virtual Background

Click on the arrow next to Start Video and Choose Virtual Background�
Click on an image or video to select the desired virtual background.�
(Optional) Add your own image by clicking and choosing if you want to upload an image or a video.

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Ending Waiting Room: Show Time!

When you’re ready to begin the session, disable the Waiting Room, after you have tested your Audio, Video and Screen Share. This will allow all Participants to go from the Waiting Room to the Zoom Main Session. �

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Screen Sharing (Basic)

Click Share Screen (Green Icon)�
Select Screen Share Option�
Check “Share Sound and Optimize for video clip”�
Click Share

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Screen Sharing Best Practices

Before starting your broadcast close any other windows / tabs that may be open�
Close anything that might create a pop-up notification (Outlook, Teams, Slack, Skype)�
Practice sharing your screen with a partner or if you are practicing by yourself choose the Record option to watch how your presentation looks.�
You can share the screen with your camera on or off. Use Start Video and Stop Video�
If you plan to share a video clip or pre-recording of your session choose Share Computer Sound and Optimize full screen video clip.

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Camera Views: Side-by-Side View

When someone is sharing their screen, you are now in Side-by-Side view. �
You can choose Side-by-Side Speaker view�
You can choose Side-by-Side Gallery view

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Camera Views: Side-by-Side View

When you are viewing a shared screen, you have the ability to use the slider to increase and decrease the content screen.

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Camera Views

The host and co-hosts and presenters can control their own camera views.�
The host’s camera view is what is set by default on the participants, but each participant can set their own camera view as well.�
Click View (Icon) in the top-right corner, and then select Speaker (Icon) or Gallery (Icon).

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Camera Views

Speaker View

Speaker view will switch the large video window between who is speaking with 3 or more participants in the meeting.

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Camera Views

Gallery view lets you see thumbnail displays of participants, in a grid pattern, which expands and contracts as participants join and leave the meeting.

When in Gallery view and a participant begins speaking, that active speaker is relocated to the current page you are viewing and highlighted, making it easier to recognize who is speaking.

Gallery View

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Pin Camera Views

At the top of your meeting window, hover over the video of the participant you want to pin and click ...�
From the menu, click Pin �
To remove a pin, click Remove Pin on the top left of the person’s window

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Spotlighting Camera Views

Put speakers as the active speakers for all participants. �
Up to 9 spotlights at the same time�
Can be done during screen sharing

Steps:

Click on “...”
Spotlight for Everyone
Add Spotlight (optional)
Remove Spotlight (to remove)

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Advanced Feature: Managing Breakout Rooms

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Advanced Feature: Breakout Rooms

The function of Breakout Room is to allow you to split your meeting into smaller sessions. For example if you have a meeting with 60 people you can split it into 10 rooms of 6 with just a few clicks.

Breakout rooms can only be created by the Host, Co-hosts cannot create breakout rooms. Unfortunately our platform does not allow us to create breakout rooms in advance. It is also highly recommended that the HOST Creates the breakout room during the 15 Mins of Prep Time.

1.Select the Breakout Room icon in your Zoom Toolbar.Choose how many breakout rooms you’d like to create and if you’d like to automatically assign, manually assign, or let participants choose their own rooms

2. On the second screen you have the option of Renaming the breakout rooms.

3. When you click on Options, you can select other items to manage your breakout rooms, that was mentioned in the video.

4. Please note you will not be able to assign people to breakout rooms until they have arrived in the session.

5. All of these setting are then automatically saved. When the host is ready to open the breakout rooms, the host will click on ““OPEN ALL ROOMS”.

Please note: If this is a long continuous session and you are taking a break but never close the zoom room, the Breakout rooms setup will still be there. If you are joining a new session in another zoom room, the Breakout room setup will need to be completed.

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Special Feature: Breakout Rooms

You can move people around by hovering over them and choosing Move to��

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Special Feature: Breakout Rooms

Host and Co-hosts can join any breakout room, by simply clicking on Join, next to to the breakout room name.�
Host and Co-host can send a Broadcast Message to All Rooms�
If you want everyone to come back click Close All Rooms to bring people back into the main room�
Participants have the ability to go back and forth between the main room and breakout rooms.

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Practicing On Your Own

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Visit https://zoom.us/start/webmeeting and create Free account if needed�
All features covered today can be tested using a free account

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Final Reminder: Relax, Enjoy & ask for help!

Our live support team will be available at all times during the conference. Do not hesitate to reach out for help or support, no matter how small the issue.

Practice, relax & enjoy the event!

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Questions?

Kartik

Event Operations & Live Support Team

Adil