Dissertation Defense - Zoom Webinar Training

Before Event Tips

• Come in 15/20mins earlier than your presentation to check your Zoom Settings
  • Zoom chat on/off
  • Security Settings - (Only host can present)
  • “Share Screen” settings
    • Slide sharing test - going through your slide deck. 
    • Ensure you have the correct settings prior to sharing the screen. (Share computer sound if applicable, Optimize Screen Share for Video Clip if applicable)
  • Ensure the camera direction is focused on you (spotlight yourself to everyone.)
• Panelist & Attendee Settings
  • The panelist/co-host is able to view most all settings but is not allowed to change anything but their personal zoom set up.
  • Attendees are locked down and will see what the host allows them to see.
  • You can promote an attendee to a panelist and vice versa as much as you want.
    • You can not demote a predefined cohost to an attendee.
  • You can have up to 50 panelists/co-hosts at one time during a webinar.

Troubleshooting Tips

• Basic Preventive Steps 
• Have phone numbers of panelists in case we can’t get ahold of them via zoom chat or they are not in the webinar.
• Provide the zoom number phone number for the panelist 
• Ensure the panelist is either wired into their router at home or as close to the router as possible. 
• Recommend panelists to use headphones if possible to ensure audio quality. And Confirm it doesn’t rub against loose clothing / etc. 
• Issues with zoom entrance
  • Have them restart their zoom app and/or machine
  • Have them attempt to log into another device.
  • Have them attempt to join as an attendee with the standard zoom invite and promote them to panelists live during the webinar. (if they are not at the start of the webinar.)
• Audio/Video Issues during the webinar
  • If video issues occur you can have the panelist turn off their camera so their connection becomes stable. 
  •  In case their audio or video does not work Panelist can call in with the zoom number provided above.
    • You can also use this option if they are not able to log into the Zoom app. (Note you can not spotlight the individual as they are speaking so you would need to ensure all other panelists or behind the scenes folks are muted and camera off.)

Zoombombing tips during the event

• Remove an Attendee - If a participant is causing a distraction and threat to the presentation you can remove the individual from the meeting. Once removed you can not bring them back into the meeting.
• Turning off Chat functionality - To reduce the risk of someone posting inappropriate information.
• Keeping Q&A to default settings - Only answered questions can be viewed, but never answer the questions using the zoom interface, simply answer live.
• Also if needed turn off the raise hand feature for attendees and the participant count. This sometimes adds fuel to the fire for potential zoombombers as they love an audience.