Welcome!

Before we begin, please type your response in Chat:

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Are you new to NYI?

What inspired you to volunteer?

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Event Volunteer Training

Many ways to belong, many ways to give.

Make your service your practice!

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About NYI

In 1997, Peter Doobinin, Tamara Engel, Joseph Schmidt, Gina Sharpe, and Sandra Weinberg founded the New York Insight Meditation Center.

New York Insight Meditation Center (NYI) provides a welcoming, peaceful refuge for all people who wish to begin or deepen their journey on the path of mindful awareness known as Insight Meditation. NYI offers a rich variety of programs based on the liberation teachings of the Buddha and rooted in the Theravada tradition. Through the guidance of our teachers and the support of community, NYI aspires to cultivate the qualities of mind and heart that lead to the complete integration of wisdom, compassion and true happiness in our lives, here and now.

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About NYI

New York Insight is dedicated to fostering a welcoming and open-hearted refuge for all people to explore the life-transforming practice of meditation and the teachings of the Buddha. We are committed to cultivating an awareness and appreciation of the value of diversity and to acknowledging the need to recognize and dissolve barriers that separate us from each other. We open our doors and hearts to all social identities including all races, classes, sexual orientations, gender identities, ages, disabilities, cultures, and ethnicities.

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Dana- Volunteering as a Practice of Generosity

Dana is a Pali word that means generosity. Generosity is the first of the ten paramis, or qualities of character, that the Buddha taught his students to cultivate.

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Generosity develops loving-kindness and compassion and giving is said to benefit both the giver and the receiver – the giver practices sharing and letting go, and the recipient practices acceptance of what is presented.

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New York Insight is 501(c)3 (not for profit) center with limited paid administrative staff. Everything else is performed generously by volunteers. All of this activity is performed in the service of providing an open, welcoming space for the teachings of the Buddha to be experienced.

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Through our service as Event Volunteers, we have the unique opportunity to practice dana as a direct gift or offering to the teachers and participants (as well as to each other). We keep this in our minds and hearts as we continually develop and reaffirm our intention to serve and our aspiration to do so from a place of compassion and joy.

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May these teachings be of service to the liberation of all beings, without exception. May all beings be happy, safe, and healthy.

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Volunteer Commitment

While this is a volunteer commitment, it is a commitment at a professional space; volunteers are a representative of NYI.

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Volunteer Commitment- Twice per quarter (every 3 months). We ask that understanding that life happens, but we encourage you to try to make that commitment as your schedule allows. After the training, you’ll sign up via Volunteer Signup and get a volunteer confirmation email a couple days before the event.

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Show up on time:

• NYI events are minimally staffed and if a volunteer chooses not to show up for an event or shows up late, an unnecessary strain is placed on the staff/teachers/volunteers/yogis.
• Attend an event 15 min in advance (most of the time, unless otherwise indicated) to meet with teachers/staff before official event start time.
• Stay 5-10 min after the event if supporting a sangha (to allow time for yogis to wrap up giving dana and to answer any questions).

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No-shows: Barring any unforeseen emergencies, a no-show is failing to show up for an event or if notice of intent to not show up is given within 24 hours of an event. Please let us know ASAP if you know you cannot make it.

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Sick/Ill? If you are sick (or feeling the onset of sickness) 1-3 days before an event and are not sure you’ll be able to make your commitment, email volunteers@nyimc.org.

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Running Late? Please call or text the Event Manager and/or staff.

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Zoom Tutorial

Supporting

NYI Sanghas and Events Online

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Role of Volunteer in Online Events

• Most sanghas and courses will have 1 volunteer to assist with hosting Zoom (which involves tech troubleshooting, muting/unmuting people, breakout rooms, chat, share screen, facilitating Qs, announcements, etc.)
• Our large events typically have 1 Event Manager and 1 Event Volunteer
• Event support requires knowledge of the Zoom features & NYI protocol related to that, so that you can utilize them to support teachers and yogis
• You must use a computer when supporting an event.

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Overview of Zoom Features

• Host/Co-Host Controls
• Muting/Unmuting
• Rename
• Breakout rooms (for small group discussion)
• Chat feature
• Manage Participants
• Raising hand (for facilitating Q&A and discussion)
• Screen share
• Waiting room (applies to events not sanghas)
• Spotlight Video & Recording

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Host (& Co-Host) Controls

When you enter the meeting, use the host key to Claim Host.

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Remember to make CO-Host the teacher and / or any other support.

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Host (& Co-Host) Controls

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Muting/Unmuting

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Muting/Unmuting: Another Way as Host/Co-Host

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Muting/Unmuting: Another Way as Host/Co-Host

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Speaker vs. Gallery View - minor update required

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Active Speaker View is the default video layout. Active Speaker will switch the large video window between who is speaking.

Gallery View - you see thumbnail displays of participants, generally 25 people per screen. The larger the screen you have, the better to view the tiles. (Preferred setting for you to use so you get a sense of what’s going on in the group.)

• You can increase the tiles on your gallery view to 49 (this ability depends on your computer capabilities)

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Spotlight & Recording - update required

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Spotlight - Spotlight video makes the person the sole speaker irrelevant to who is speaking. Always in frame. When recording a teacher, spotlight guarantees that only teacher is being recorded. You may ‘cancel’ spotlight and re-spotlight as needed.

Recording - When an event is being recorded, make sure you are always recording to the cloud. Recording begins right after you make the introduction - you may start recording just before you speak so you won’t forget to record from the start.

Pause recordings during breaks. There may be specific instruction to pause during other parts - consult confirmation email often for detailed, event-specific instructions.

If event is being recorded, make sure to announce this at the start. Advise those who wish not to be recorded to submit their questions via chat and you will read them out anonymously during QA.

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Spotlight & Recording

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Chat

The chatroom has various possible restrictions of use (everyone and private, private to host only, etc.)

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Chat

Participant’s POV & How to Choose Who Gets Message

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Chat

Host / Co-Host POV of Chat has various possible restrictions of use (everyone and private, private to host only, etc.)

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Screenshare

By default the sanghas & events limit screenshare to host only, to prevent participants from taking over this feature.

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You may sometimes need to share screen if a teacher has a video, text, slideshow, sound or image to share. That info would be provided in the volunteer confirmation email a couple of days before the event.

Breakout Rooms

Optional: for small group discussion - Major update

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Manage Participants - Meeting Setup (under “more”)

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Manage Participants

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Manage Participants

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Raising Hand (Facilitate Q&A and Discussion)

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Other Participant Reaction Buttons

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Waiting Room (For Events, Not Sanghas)

Recall your own experience before being joined to this tutorial.

Waiting room enables preparations before event starts - Teacher / PL discuss the needed support for event. Once teacher and volunteer are ready admit participants.

You may admit individuals (another volunteer or the teacher) in Waiting Room or Admit All when event opens to all.

Once session begins, you must disable the waiting room function - people will join right in. Make sure no one is left in Waiting Room right after you disabled it.

DO NOT LOCK ROOM AT ANY POINT!

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Waiting Room- From Host’s POV

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Tips for Audio Setup

• Get a good mic
• This USB headset comes highly recommended; this one costs less and also still has good reviews.
• If you don’t want a headset, there are some good USB mics recommended here.
• If using your computer’s mic, be aware it picks the sound of papers rustle, keyboard, any surface sounds
• Zoom from a quiet place without background noise

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Tips for Video Setup

- Plug your laptop into the internet with a hard-wired cable rather than wifi (if possible)

- Position your laptop so the camera is at eye level (use books or laptop stand)

- Be well-lit room. Make sure the light source is in FRONT of you rather than behind you. (Don’t sit in front of a bright window)

- Try to have a neutral background, not too busy, but not a blank wall either. Buddha statues, meditation bowls, etc. for a meditative setting.

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Example of Video Setup - for Teachers / PL

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Tips for Video Setup Pt. 2 - for Teachers / PL

- When speaking, look directly into the laptop’s camera (or the little green dot) rather than at your screen. This will give people the feeling you’re looking right at them.

- Try to imagine/sense that you are talking to people directly who are sitting here with you, even if you can’t see them!

- When doing mindful movement, step away from the camera so they can see you.

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Teaching Tips: Going from 3D to 2D - for Teachers / PL

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• Pay more attention to your voice (melody and variety of voice) and things like body position, gesture, etc. A monotone Dharma teaching feels super flat online.
• Be in the “same room” together: Lean in closer to the camera, sit back in your chair, gesture.
• Ask questions and invite people to reply in the chat box or by unmuting themselves. Invite people to “step in/step out” if a lot of people want to talk.

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Important Announcements: The Basics

• Share a teacher/volunteer template email and review
• From general settings to etiquette announcements and introductions.
• Ending announcements, thanking, share links, upcoming programs
• Dana talk and logistics on how to give dana (for sanghas only)

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Important Announcements: Zoom Etiquette/Housekeeping

• Participants are muted upon entry to minimize noise. You (as host or co-host) or they can unmute themselves to speak when prompted or when appropriate
• Ask participants to turn off video if moving around or if something’s happening at home (to avoid distracting others on the screen)
• For sanghas only: Dana will be gladly accepted via website event page & PayPal
• For asking for donations during events: If you want to donate in general, you can give donation via Donate button @ nyimc.org
• Participants are encouraged to change their name on the Zoom account so we can identify them.
• Ask participants to create a meditative setting for themselves at home, as if they were in the meditation center (no eating, side convos, other electronic use)
• Step In/Step Out- If you speak too much, give others space to speak
• Participants can pin the teacher’s video so it remains on their screen

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Important Announcements: Dana (For Sanghas)

• Priority: Copy and paste the two dana links (CC form + PayPal) in the chatroom at least twice (once after the sitting meditation, and once at the end)
• The dana form is in the sangha’s event page (people can offer dana anytime through this page)
• And there is also a URL provided that brings you directly to the CC form
• Teacher/PL gives a dana talk
• Leave Zoom open for 5-10 minutes beyond the end for people to give dana before shutting off Zoom. Volunteer will be around to help with questions.

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General Format for Sanghas

1. Brief Intro (5 min)- Refer to previous slides
2. Meditation (~30 min)
1. Include some guidance to accommodate beginners
3. Post-meditation dana talk (2 min)
• Teacher and you to remind people about dana and paste link in chat
4. Dharma talk, discussion, etc.
• Breakout groups optional
5. Closing Announcements and Dana Reminder (5 min)
• Paste dana link again and give 5 min for people to give dana
• Announce upcoming NYI offerings suitable for the audience

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General Format for Events (For Event Manager/Volunteer)

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1. Opening Announcements
1. Introduce NYI and yourself
2. Zoom etiquette aka “housekeeping”
3. Announce schedule for the day (including lunch and other breaks)
4. Introduce teacher
2. While Program is in Progress
• Support teacher as needed (i.e. muting/unmuting people, facilitating questions/discussion, organizing breakout rooms, troubleshooting tech issues)
• Facilitation tips (see next slide)
3. Closing Announcements (Last 5 min)
• Thank participants and teacher
• Announce upcoming NYI online offerings according to the group’s likely interest

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Things to Keep in Mind

• Check in with the teacher through private chat in Zoom
• Contact each other by phone if tech issues arise
• People are not used to “proper behavior” for meditation events online (for example, using the chat while the teacher is speaking). If you are supporting the teacher as a facilitator, give gentle reminders of the Zoom etiquette as needed.
• When you start out as a volunteer, staff will check in at the beginning of the event to make sure you’re ready and have what you need.

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Facilitation Tips

• Questions can come through chat or raised hands. Monitor both often.
• Group similar questions together (announce ahead of time if 25+ people)
• If a question can’t be answered at the moment, let person know to hold on to it for now
• If someone is speaking too much, give more space for others who haven’t shared yet
• If it is a large event, limit chat so that participants can only contact you as the host and not to everyone in the Zoom. Let people know we may not get to everyone’s question due to time.
• It helps to check in with teacher so you know when they will open it up for question or discussion so you can prepare.
• Breakout rooms- Explain the logistics to group
• Create breakout rooms for small group discussion
• Broadcast messages (which can be question prompts or timekeeping)

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Ready Responses (For Large Events)

As a facilitator, you will be getting various types of inquiries, comments & questions via Chat. Especially when the Chat setting is For Host Only. Here are some examples. You may want to create a readily accessible document before the event so you could copy & paste directly into Chat.

Examples:

• A lot of questions coming in via raised hand or chat:
• “Thank you for your patience. Due to a large number of participants, we may not be able to respond to get to your question during this period of Q&A.” (You may already have noted that ahead of time if it’s a large group, but some need reminders.)
• “I got your inquiry and will be responding to it in a short while. Due to the large number of participants, we are fielding through a larger than normal volume of submissions vai chat. Thank you for your patience and understanding.”
• “Due to a larger than usual volume of requests and inquiries via Chat…”
• “Thank you for your inquiry. I am seeing you have raised your hand to ask a question. There are a few participants who are ahead of you. I hope we will get to you during this Q&A period. You can submit your question to me via Chat and I will try my best to present it to the teacher as time allows.”
• Tech issues (if not easily solvable by turning on volume or mic on yogi’s end):
• “Your tech problem is beyond my current capacity to provide you with a solution. Please try to restart your zoom and rejoin the program. If your computer is still not working, a second option is to try calling in by phone.”

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Tech Support

• If you are tech support (you are if you’re the only volunteer or designated as tech support when with Event Manager), name self on Zoom as Name / Tech Support
• Most of the time, issues with mic/speakers are on the participant’s end. If someone reaches out, ask them to check both.
• Another option to try is to ask them to leave Zoom and try to join in again.
• Last resort is to call in by phone if their computer is not working.
• If teacher’s audio is not working, have them call in by phone, and mute the mic and speaker on the laptop to erase feedback noise. So they’re signing in visually by computer, and audibly via phone.
• Click here to view Zoom Help Center for more info: https://support.zoom.us/hc/en-us

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Volunteer Confirmation Email

If you sign up to support an event or sangha, you will receive an email about a couple of days before. Please review the details carefully, as it contains:

• Contact info of volunteers, staff, teachers
• Time/date of event (30 min meet time prior to event)
• Zoom link and host key to claim host
• Specific instructions/protocols for the event (i.e. recording, muting, chat, question facilitation, breakout rooms, etc.)
• Dana and Paypal link (for sanghas only) + Dana for events (if applicable)
• Attendance spreadsheet reminder to record attendance (for sanghas)
• Schedule for the day (for events)
• Any slideshows, images, or media to use for share screen

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Important! Record Attendance of Sanghas

In the volunteer confirmation email, you’ll be provided a reminder to record attendance from the sangha in a spreadsheet. Include yourself but not the teacher in the count.

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Preventative Measures for Zoom Intruders

Click HERE for the slideshow on preventative measures.

Click HERE for the recorded tutorial on preventative measures.

Review prior to volunteering.

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Next Steps

Once you complete this training, you’ll be added to the volunteer mailing list to be alerted about volunteer opportunities.

When you sign up for an event via Volunteer Signup, you’ll get a confirmation email a couple days prior to the event with specific details.

Please review this tutorial and the email carefully before volunteering.

Click here to review the FULL Volunteer Resource List.

Questions? Email volunteers@nyimc.org.

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Questions?

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Thank You!

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