Guidance for Zoom Sessions: Chairs, Presenters, and Participants
1
Instructions for
Session Chairs, Presenters, and Participants
H
O
W
T
O
U
S
E
Z
O
O
M
S
Y
S
T
E
M
R
E
Q
U
I
R
E
M
E
N
T
S
P
l
e
a
s
e
c
h
e
c
k
t
h
e
s
y
s
t
e
m
r
e
q
u
i
r
e
m
e
n
t
s
f
o
r
Z
o
o
m
R
o
o
m
s
a
t
t
h
e
f
o
l
l
o
w
i
n
g
l
i
n
k
i
n
a
d
v
a
n
c
e
:
https://support.zoom.us/hc/en-us/articles/204003179-System-requirements-for-Zoom-Rooms
T
R
O
U
B
L
E
S
H
O
O
T
I
N
G
Frequently
asked
questions
Helpful
tips
are
shown
in
the
following
link:
https://s
upport.ZOOM.us/hc/en-
us/articles/206175806#h_8f38d3af-506f-4c33-8269-
4b649d
5c1aee
My
video/camera
isn't
working
If
your
camera
dose
not
show
in
the
ZOOM
Settings
or
it
is
selected
but
no
video
is
shown,
the
following
page
can
help
you
troubleshoot
the
problem.
https://support.ZOOM.us/hc/en-
us/articles/202952568-My-Video-Camera-Isn-
t-Working
There
is
an
echo
in
my
meeting.
Audio
echo
can
be
caused
by
several
reasons,
such
as
a
participant
connecting
to
the
meeting
with
multiple
devices
audio
active,
or
two
participants
joining
in
the
meeting
simultaneously
from
the
same
location,
etc.
Learn
about
common
causes
of
audio
echo:
https://support.ZOOM.us/hc/en-
us/articles/202050538-Audio-Echo-In
-A-Meeting
12
S
E
S
S
I
O
N
F
L
O
W
F
O
R
C
H
A
I
R
S
A
N
D
S
P
E
A
K
E
R
S
1
5
M
I
N
U
T
E
S
B
E
F
O
R
E
T
H
E
S
E
S
S
I
O
N
:
The
Zoom
meeting
of
your
session
will
open
20
minutes
before
the
session
starts. (Actually,
Zoom channels are set up per room per day. N
OT
all sessions will be issued one channel each.)
Please
join
Zoom
at
least
15
minutes
before
your
session.
To Chairs:
•
Plea
se verify that all your presenters (or their substitute representatives) have joined.
•
Please have each presenter try their mic, camera, and screen-sharing to troubleshoot if
necessary.
To speakers:
•
Please join your assigned session at least 20 minutes in advance, and let your session
chair(s) know you have joined.
•
please confirm your camera and sound check, also your presentation data via screen
sharing before session starts.
•
Please
refrain
from
using
the
presenter
view
to
avoid
any
trouble
during
the
screen
sharing.
•
Kindly note that when experiencing audio or video problems during your live
presentation, we may play your pre-recorded video if you have submitted one.
S
E
S
S
I
O
N
F
L
O
W
F
O
R
C
H
A
I
R
S
A
N
D
S
P
E
A
K
E
R
S
D
U
R
I
N
G
T
H
E
S
E
S
S
I
O
N
:
To Chairs:
•
Please make sure that your microphone and camera are turned on when introducing the
speakers.
•
Please start your session by introducing the session and the speakers.
•
We ask the Chairs to manage the session to follow the session schedule at their best.
•
If a Speaker goes over their time limit, the Q&A following their presentation should be
shortened.
•
Cooperation from all participants in keeping the session finished on time is highly
appreciated.
To speakers:
•
Please make sure to unmute your microphone before you speak.
Also, please mute your microphone whenever you are not speaking.
•
Q&A and Discussion time is session-dependent.
•
When you join the Q&A and Discussion, please turn your webcam and microphone on.
•
Chairs can check posted questions and comments from online participants via Zoom
chat.
Q
&
A
To Participants:
•
Please click the “Raise hand” button to ask questions.
•
The session chair will call on the raised hands one by one to ask their questions.
•
If there are any questions posted on the public chat, the session chair will read
these questions after all the oral questions have been asked and answered.
To Chairs:
•
A participant may click the “Raise hand” button.
•
As session chair you will see a list of raised hands (in the order they are raised).
•
When you find it appropriate, please call on raised hands one by one to ask their
questions. They unmute to ask then lower hand & mute.
•
Please make sure the questions are clear. If necessary, please repeat or rephrase
the questions to the presenters according to your understanding.
•
Another option is to post the question on the public chat. As session chair you
can read these questions after all oral questions have been asked and answered.
•
Please conclude the session at the end.
H
O
W
T
O
U
S
E
Z
O
O
M
S
Y
S
T
E
M
R
E
Q
U
I
R
E
M
E
N
T
S
P
l
e
a
s
e
c
h
e
c
k
t
h
e
s
y
s
t
e
m
r
e
q
u
i
r
e
m
e
n
t
s
f
o
r
Z
o
o
m
R
o
o
m
s
a
t
t
h
e
f
o
l
l
o
w
i
n
g
l
i
n
k
i
n
a
d
v
a
n
c
e
:
https://support.zoom.us/hc/en-us/articles/204003179-System-requirements-for-Zoom-Rooms
T
R
O
U
B
L
E
S
H
O
O
T
I
N
G
Frequently
asked
questions
Helpful
tips
are
shown
in
the
following
link:
https://s
upport.ZOOM.us/hc/en-
us/articles/206175806#h_8f38d3af-506f-4c33-8269-
4b649d
5c1aee
My
video/camera
isn't
working
If
your
camera
dose
not
show
in
the
ZOOM
Settings
or
it
is
selected
but
no
video
is
shown,
the
following
page
can
help
you
troubleshoot
the
problem.
https://support.ZOOM.us/hc/en-
us/articles/202952568-My-Video-Camera-Isn-
t-Working
There
is
an
echo
in
my
meeting.
Audio
echo
can
be
caused
by
several
reasons,
such
as
a
participant
connecting
to
the
meeting
with
multiple
devices
audio
active,
or
two
participants
joining
in
the
meeting
simultaneously
from
the
same
location,
etc.
Learn
about
common
causes
of
audio
echo:
https://support.ZOOM.us/hc/en-
us/articles/202050538-Audio-Echo-In
-A-Meeting
12
Explore instructions for Zoom system requirements, troubleshooting tips, and session flow details for chairs, speakers, and participants. Learn how to join sessions, troubleshoot audio and video issues, manage session flow, and engage in Q&A effectively.
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Presentation Transcript
Instructions for Session Chairs, Presenters, and Participants 1
HOW TO USE ZOOM SYSTEM REQUIREMENTS Please check the system requirements for Zoom Rooms at the following link in advance : https://support.zoom.us/hc/en-us/articles/204003179-System-requirements-for-Zoom-Rooms TROUBLESHOOTING Frequently asked questions Helpful tips are shown in the following link: https://support.ZOOM.us/hc/en- us/articles/206175806#h_8f38d3af-506f-4c33-8269- 4b649d5c1aee My video/camera isn't working If your camera dose not show in the ZOOM Settings or it is selected but no video is shown, the following page can help you troubleshoot the problem. https://support.ZOOM.us/hc/en- us/articles/202952568-My-Video-Camera-Isn-t-Working There is an echo in my meeting. Audio echo can be caused by several reasons, such as a participant connecting to the meeting with multiple devices audio active, or two participants joining in the meeting simultaneously from the same location, etc. 12 Learn about common causes of audio echo: https://support.ZOOM.us/hc/en- us/articles/202050538-Audio-Echo-In-A-Meeting
SESSION FLOW FOR CHAIRS AND SPEAKERS 15 MINUTES BEFORE THE SESSION: The Zoom meeting of your session will open 20 minutes before the session starts. (Actually, Zoom channels are set up per room per day. NOT all sessions will be issued one channel each.) Please join Zoom at least 15 minutes before your session. To Chairs: Please verify that all your presenters (or their substitute representatives) have joined. Please have each presenter try their mic, camera, and screen-sharing to troubleshoot if necessary. To speakers: Please join your assigned session at least 20 minutes in advance, and let your session chair(s) know you have joined. please confirm your camera and sound check, also your presentation data via screen sharing before session starts. Please refrain from using the presenter view to avoid any trouble during the screen sharing. Kindly note that when experiencing audio or video problems during your live presentation, we may play your pre-recorded video if you have submitted one.
SESSION FLOW FOR CHAIRS AND SPEAKERS DURING THE SESSION: To Chairs: Please make sure that your microphone and camera are turned on when introducing the speakers. Please start your session by introducing the session and the speakers. We ask the Chairs to manage the session to follow the session schedule at their best. If a Speaker goes over their time limit, the Q&A following their presentation should be shortened. Cooperation from all participants in keeping the session finished on time is highly appreciated. To speakers: Please make sure to unmute your microphone before you speak. Also, please mute your microphone whenever you are not speaking. Q&A and Discussion time is session-dependent. When you join the Q&A and Discussion, please turn your webcam and microphone on. Chairs can check posted questions and comments from online participants via Zoom chat.
Q&A To Participants: Please click the Raise hand button to ask questions. The session chair will call on the raised hands one by one to ask their questions. If there are any questions posted on the public chat, the session chair will read these questions after all the oral questions have been asked and answered. To Chairs: A participant may click the Raise hand button. As session chair you will see a list of raised hands (in the order they are raised). When you find it appropriate, please call on raised hands one by one to ask their questions. They unmute to ask then lower hand & mute. Please make sure the questions are clear. If necessary, please repeat or rephrase the questions to the presenters according to your understanding. Another option is to post the question on the public chat. As session chair you can read these questions after all oral questions have been asked and answered. Please conclude the session at the end.
HOW TO USE ZOOM SYSTEM REQUIREMENTS Please check the system requirements for Zoom Rooms at the following link in advance : https://support.zoom.us/hc/en-us/articles/204003179-System-requirements-for-Zoom-Rooms TROUBLESHOOTING Frequently asked questions Helpful tips are shown in the following link: https://support.ZOOM.us/hc/en- us/articles/206175806#h_8f38d3af-506f-4c33-8269- 4b649d5c1aee My video/camera isn't working If your camera dose not show in the ZOOM Settings or it is selected but no video is shown, the following page can help you troubleshoot the problem. https://support.ZOOM.us/hc/en- us/articles/202952568-My-Video-Camera-Isn-t-Working There is an echo in my meeting. Audio echo can be caused by several reasons, such as a participant connecting to the meeting with multiple devices audio active, or two participants joining in the meeting simultaneously from the same location, etc. 12 Learn about common causes of audio echo: https://support.ZOOM.us/hc/en- us/articles/202050538-Audio-Echo-In-A-Meeting
