Speaker Training for OpenWater + Zoom

Training Agenda

• THIS IS A TEMPLATE. Remove the sections not related to your conference before sending this to your speakers�
• Practice Using Zoom�
• Ensure you can access the Sessions Gallery�
• Room Monitors�
• How to use Zoom Meetings�
• Extra Considerations when using Breakout Rooms of Zoom Meetings �
• Extra Considerations when using Zoom Webinar

Practice using Zoom

Test Zoom on your Computer

• Visit https://zoom.us/start/webmeeting and create Free account if needed�
• This will launch a zoom meeting where you can practice your audio, camera, and screen sharing�
• We will be using the Zoom for our conference and the same general features you see here in your free account will work

Zoom Security

We apply automatic security settings to avoid Zoom Bombing

• Randomized passwords are set per meeting room
• Default all participants to Mute Only
• For most sessions we set them to Do not allow participants to unmute themselves by default
• For very large sessions we use the Zoom webinar product which ensures by default no one attending can share their camera or audio without explicit permission�
• Bad actors can come from within, especially in large meetings that discuss controversial topics. This guide covers a few steps you can take to run a smooth meeting even when the participants are known.

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Test Access to the Gallery

Sessions Gallery is the Hallway to your Meeting

• 30 Minutes Prior to Your Session Start Time your Session virtual room will open�
• Today simply visit our gallery to ensure you have access �[UPDATE WITH LINK TO GALLERY]�
• Sign in with your conference credentials�
• Then find your session. Where you see the Please Wait button today you will see the Join Session button during your event�

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�[SCREENSHOT OF GALLERY]�

[SCREENSHOT OF PLEASE WAIT BUTTON]

Pre-Testing Complete, Now Practice!

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Recap of Pre-Testing Steps

• You successfully signed into a zoom testing meeting. This ensures your computer can run Zoom just fine prior to the event�
• You successfully signed into the meeting website. This ensures you can find and join your session at the appropriate start time

Next Up

• We will walk you through the general features of Zoom Meetings
• We encourage you practice perform the next steps with a co-presenter or partner

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Dedicated Room Monitors

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Room Monitors are Here to Help

• Our conference will have dedicated room monitors assigned to each session. This means you will have in-room help.�
• Once you sign into the room they will introduce themselves and ensure your speakers and microphone are working. If you are sharing your screen they will help you with a practice run.�
• Plan to arrive at your session 30 minutes before its planned start time�
• If you run into any trouble find the Live Chat icon at the bottom right of the conference website and let them know your Session Name and that you are a presenter who needs help.

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Floating Room Monitors

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You will primarily be responsible for starting your session, however we have a few room monitors who will help check in on all of the concurrent sessions going on.

• 30 Minutes prior to your session start time you will be able to start your session by clicking on Start Session�
• You will join as a host and will need to use the Zoom Waiting Room feature to let your co-presenters in. See next slide for instructions.�
• If you run into any trouble find the Live Chat icon at the bottom right of the conference website and let them know your Session Name and that you are a presenter who needs help.

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The Zoom Waiting Room

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The Zoom Waiting Room is Turned On for a Smooth Meeting Start

• Click on Participants and then “...” and confirm �Allow Participants to Unmute Themselves matches�the settings that suit your conference������
• On the next slide we’ll show you how to let people in

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The Zoom Waiting Room

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Ideally your Co-Presenters also Join 30 Minutes Before the Session Start

• Find them in the Participants Window and click Admit��
• Hover over your co-presenter and click the menu�To make them a Co-Host�
• Click on Message to send a message to those �waiting such as “We will begin in 5 minutes”

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The Zoom Waiting Room

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• When you are ready to start your presentation click Admit all���
• In the Security tab uncheck Enable Waiting Room�this will allow others to join the meeting after you start. If you do not want others to join simply leave the Enable Waiting Room as is�

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Mute / Unmute Participants

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• In the previous slide you could set if you wanted to allow participants to mute or unmute themselves�
• If you do not allow them to unmute themselves you can hover over a participants name and choose Unmute or Make Co-Host. This will allow them to speak freely�
• If you are working with a partner practice muting and unmuting

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Screen Sharing Best Practices

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• Click Share Screen in the Zoom Control panel to select what you wish to share�������
• You can choose to share an entire screen or a single app. If you plan to share a video clip or pre-recording of your session choose Share Computer Sound�
• Do not click Optimize full screen video clip. This will compress your video and make it too choppy and make most text in a video illegible.

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Screen Sharing Best Practices

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• Before starting your broadcast close any other windows / tabs�
• 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

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Set Your Virtual Background

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• Click on the arrow next to Start Video and Choose Virtual Background������
• The virtual background will work even if you don’t have a green screen. If you have a bookshelf or a lot of angles, the virtual background won’t work well.�
• Please check our conference website for the official virtual backgrounds for download.

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Camera Views

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• The host and co-hosts 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.�
• Finally the Record to Cloud feature saves the camera view that is set in your Zoom Account. This defaults to Gallery View when no screen is shared�
• To change the view find the Speaker Control Strip at the top right of the screen (only appears when there is more than one active camera)

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Camera Views

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• Active Speaker�����
• Gallery Grid

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Camera Views

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• By default the active speaker is shown�
• Right click a speaker and choose Spotlight Video to keep focus on them. Right click again and choose Cancel Spotlight when done

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Polls

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• Polls can be setup in advance or during a meeting by the Primary Host
• Co-Hosts can launch polls.
• Click Polls then Add a Question. Then practice Launching and End Polling

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Special Feature: Breakout Rooms

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• Breakout Rooms 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.�
• To Test Breakout Rooms you will need at least 3 Participants in your meeting. Click Breakout Rooms. Then Automatically Create. The split out you are looking for.

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Special Feature: Breakout Rooms

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• You can move people around by hovering over them and choosing Move to������
• Click Open All Rooms to move people into the breakout rooms.�
• Note: Automatic recording does not work in breakout rooms

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Special Feature: Breakout Rooms

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• You as the host can join any breakout room�
• You can send a Broadcast Message to All Rooms�
• You can also Close All Rooms to bring people back into the main room�
• Participants in a breakout room can message the host as well by clicking

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Special Feature: Webinar

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• Webinars allow presenters to join automatically into a Practice Session Mode before the webinar starts. Most of the features are the same but there is no need for a Waiting Room.�
• Once Broadcast is clicked everyone waiting will join the session

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Special Feature: Webinar

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• Webinars are used for larger events where audience participation must be limited. �
• Audience members cannot see one another, however all hosts, co-hosts and panelists can see the audience.�
• The Free Zoom Account cannot practice webinar features, but most of what we have covered still applies. �
• Webinars have one added feature: Q&A (next slide)�
• Webinars do not have Breakout Rooms

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Special Feature: Webinar Q&A Widget

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• Questions can be Anonymous
• Attendees can view Their Questions + Answered Questions
• Attendees can view All Questions, Up Vote and Commment on them

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Special Feature: Webinar Q&A Widget

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• Questions can be Anonymous
• Attendees can view Their Questions + Answered Questions
• Attendees can view All Questions, Up Vote and Comment on them

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Special Feature: Webinar Q&A Widget

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• Example with a few questions
• This example shows Upvoting and Comments�Enabled��
• This view is seen by Co-Hosts and Panelists

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Special Feature: Webinar Q&A Widget

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• This is the Attendee View of the Q&A Widget

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Questions?

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