Presenting at a Virtual Conference
- Rob Caldwell
This guide explains the basics of presenting at a virtual conference using Zoom software.
More than likely, you are already familiar with Zoom. This guide will therefore only cover basics.
If you have never used Zoom
If you have not used Zoom before, we recommend downloading and installing Zoom now on the computer you will be using. Start a test meeting by clicking the New Meeting button in Zoom and familiarize yourself with how the software works.
If you are new to Zoom, we recommend checking out the following Getting Started videos.
Presenting at the Virtual Conference
We will be using Zoom for the conference sessions.
Logging in to your session
You can access the link to your Zoom meeting in the Google calendar invite you received or by logging in to Sched and going to your session.
Each meeting has an NCSSM staff member hosting it; he or she will make you a co-host of the meeting. It is possible you may connect to a meeting before the host arrives. In this case, please wait until the host arrives to make you a co-host.
Sharing your audio and video
You can find controls for muting and unmuting your audio and video in the bottom left-hand corner of the zoom screen.
When you join your session, these will be muted by default. Please be sure to unmute both your video and audio when ready to start your session.
If you have more than one webcam or microphone connected (for example, you are using earbuds instead of your computer’s built-in microphone), use the upward facing arrow next to the microphone or camera icon to select the correct device.
Introduce Yourself
Each presenter should introduce themselves before starting the session. There will be an NCSSM host in each session, but they are only there to monitor the meeting and make sure things work technically. They will not introduce you to the participants.
Sharing your Screen
If you plan to share slides, video, software demo, etc., use the Share Screen button to select what you wish to show participants.
You can then choose to share PowerPoint, your browser, or another application. For most cases, we recommend simply sharing your desktop.
If you plan to share content that has sound, such as a YouTube video, be sure to check the boxes for Share Sound and Optimize for Video Clip prior to sharing.
If you choose to share your desktop, it is a good practice to turn on do not disturb on your computer so participants do not see your notifications.
Monitoring the Chat
Do your best to monitor the chat. Many participants ask their questions or make comments in the chat. You can open a chat window by clicking the Chat button.
It can be a challenge to keep up with chat while sharing a presentation. Feel free to ask the NCSSM host for help monitoring the chat. They can let you know if someone asks a question.
When someone types in the chat, Zoom also displays their message briefly near the bottom of your screen.
(Optional) Add presentation files to Sched
If you would like to give students a copy of any materials, you can upload presentations and files to your session in Sched.
Enjoy yourself
Relax and have fun with your session. Students often enjoy sessions that are interactive, allow them to ask questions, and discuss interesting topics. Students can come off mute and can turn on their cameras if they wish, so question and answer and other interactions are encouraged.
Keep in mind some students may not want to turn on their cameras, and that is okay. Do not pressure anyone to turn on their camera or come off mute if they are uncomfortable doing so.
Questions?
If you have any questions during the conference, or run into some technical issues, the NCSSM host of your session may be able to help. Feel free to ask for help if you need.
Some Technical stuff
Use the best Internet connection available
In general:
Wired connections are better than wireless (Wi-Fi or cellular) connections.
Wi-Fi connections are better than cellular (LTE/3G) connections.
Plan ahead for your Zoom or Google Meet meetings, and as often as possible, join these meetings from a location where you can use a fast, reliable Internet connection.
Close other applications on your computer
Zoom and Google Meet meetings can demand significant memory and processing power from your computer. Closing other applications that you do not need during the Zoom session will help Zoom to run better.
Avoid other activities that will steal bandwidth
Don't engage in other bandwidth-intensive activities during a Zoom or Google Meet meeting. On your Zoom device, and as much as possible on other computers and devices that share your Internet connection, please avoid:
Large downloads
Large uploads
Streaming video (Netflix, YouTube, etc.)
Cloud-based backups (Backblaze, CrashPlan, etc.)
Cloud file synchronizations (Google Drive Backup & Sync, Dropbox, etc.)
Other high-bandwidth activities
If you get disconnected
If you are disconnected from your Zoom or Google Meet meeting, please click the link to the meeting to reconnect to the meeting. If this happens multiple times in one meeting, please try the recommendations above to help improve your connection.