Virtual Events

The following information provides suggested ways of using Zoom Meetings to convert your on-campus workshop, presentation or town hall using Zoom. Zoom software incorporates Zoom Meeting and Zoom Webinars. Webinars are a formal event where information is broadcast to participants with minimal participant interactions. Meetings are engaging and community building events with the correct Zoom feature settings allow for interactive gathering.

Meeting vs. Webinar

Engaging & Interactive Events within New York Tech Community

Meeting Scheduling Settings

In Meeting Settings

Webinar

Uninvited Guests (ZoomBombing)

Additional Resources 

Meeting vs. Webinar

Engaging & Interactive Events within New York Tech Community 

Below are directions for using Zoom meetings to conduct engaging and interactive events remotely. Some settings you will select when scheduling your meeting. Other settings you will select once you have started the meeting.

Tips:

-Designate roles for host team (host & co-hosts). One person can be the screensharer and take care of slide shows. Another person can monitor the chat and vet the participants’ questions. One or two individuals can record the meeting (remember to tell all participants that the session will be recorded and chat records saved).

-Assign a co-host to manage the participants mute/unmute, video on/off, and screen sharing.

-Host and the host's team enter the meeting early.

-Slide to assist with Zoom platform orientation.

Meeting Scheduling Settings

Below are directions for how to schedule a meeting, incorporating specific feature settings to make the meeting more effective:  

1. Enter your meeting name/topic, select the date, start time and duration.

1. Generated Meeting ID vs. Personal Meeting ID:

1. If you use a personal meeting ID, it will be the same for all meetings created by the scheduler.
2. If you use a generated meeting ID, this will allow Zoom to automatically create an ID for this specific meeting only.

2. Make sure to select telephone and computer options for audio as some may not have access to a webcam/internet.

2. Video: select off for participant

1. Attendees or participants have the option to turn their video on. At the start of the meeting ask them to keep their video off unless they are presenting or asking a question, this allows for less distractions. Advise them that less video sharing from participants helps bandwidth issues.

3. Audio: Options: Select Mute participants upon entry

1. If you use the zoom app this section will be located in advance features.

4. Alternative Hosts: Enter NYIT email for the person(s) that will be assisting with managing the meeting. They will be granted co-host status during the meeting.

1. The alternative host must have a licensed/pro account
2. Additional co-host maybe add during the meeting through Manage Participants

In Meeting Settings

When you are preparing to begin a meeting, if you are a host or co-host you should open the participants and chat windows to assist you in facilitating the meeting.

1. Video: Within the Participants window, if you scroll over a mic/camera icons a More option will become available, select Stop Video to turn off a participant’s web camera

1. The participant has the ability to turn the video back on. Begin the meeting by asking that everyone keep their video off unless they are presenting or asking a question

2. Audio: Within the Participants window, click the More button on the bottom right, uncheck Allow Participants to Unmute Themselves

1. If attendees already unmute themselves, select Mute All. A slash will appear across the mic icon.

3. Chat: The ellipsis icon (…) on the bottom right of the Chat window grants you access to control Participants Can Chat With options

1. Everyone publicly is recommended.

Webinar 

If you are intending to meet with non New York Tech community members where you wish to have a very formal interaction where most of the event will be presenting attendees information and you do not wish for attendees to interact or know who was in attendees a Zoom Webinar would better fit your needs.  Please reach out to Dennis McAleer dmcaleer@nyit.edu for additional assistance.

Uninvited Guests (“Zoom Bombing”)

If unwanted guests arrive in your Zoom session, the following document provides suggested settings for creating a private Zoom session and steps you can take to reduce the possibility of unwelcome guests joining your meeting or webinar. They include:

Password Protect your Meetings

Disable “Join Before Host”

Disable “Share Screen” for Participants/Students

Lock Your Session

Use the Waiting Room

*NOTE: On April 8, 2020 Zoom upgraded their security features. Upgrade the app for the new dashboard Security Shield icon. Click on the Shield to Lock Meeting, Enable Waiting Room. Allow participants to Share Screen, Chat, Rename Themselves.

Additional Resources

Don’t like to be in front of the camera? Not an expert? Plan and execute better videos to engage your audience. Best practices to improve with the basics: lighting, audio, delivery and more. Learn quick tips and creative ways to improve your video skills.  Watch this brief video series  to transform your video productions!