Presenting live can be exciting and fun! Find tips to ensure your presentation runs smoothly.

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  • Tools

    • Ensure you have the necessary hardware to present virtually:
      • Earbuds with built-in microphone or USB microphone. Avoid cell phones and speakerphones. 
      • Hardwired internet connection
      • Webcam (internal or external)

  • Preparation

    • Background: Ensure your background is visually appealing and not too distracting. A plant or two in the background allows for visual appeal without being distracting. Scan behind you to ensure there aren’t any books, posters, or decorations you would prefer not to share with the #GCSHE audience.
    • Lighting: Ensure your face is well lit. Natural light from a window is preferred, but you can also move lamps beside your webcam to brighten up your face.
    • Height: Make sure your webcam is at eye level. This makes it feel like you’re making eye contact with the audience and keeps them from looking up your nose. You can raise your laptop up on books or boxes. Tape a picture of a beloved family member or pet next to your webcam to remind you to smile when you look in the camera.
    • Noise: Pick your presentation spot carefully, where you will not be interrupted by family, friends or pets. Mute all cell phones, doorbell alarms, and notifications on your computer such as email chimes or meeting reminders. Close the door to your recording space.
    • Wardrobe: Choose attire that you would wear if you were attending an in-person conference. Plain-colored shirts and pants are optimal; tight patterns or stripes may not display well on screens. Avoid bright white or black tops as they mess up lighting. Consider wearing clothing that is the opposite of your background’s tone. Your webcam will work best if it can find a good contrast between you and your background.

  • Rehearse

    • Record a short rehearsal to test your audio and video (please see Recording Assistance for assistance in using Zoom for your rehearsal). Review the recording and make sure you are happy with how you look and sound.
    • Do a content rehearsal to practice your presentation and to test your run time.
    • Set up a Zoom layout that allows you to share your screen/slides while still showing the presenters on the webcam.
    • If presenting with multiple speakers, ensure everyone knows how to mute their microphone when they’re not speaking to minimize background noise.

  • Setup for Your Zoom Room

    • We recommend you download the latest version of Zoom Client for Meeting Desktop App (https://zoom.us/download) on the computer you will use to access the conference. Alternatively, you will be able to use the Zoom Web Portal (https://zoom.us/).
    • You can access the Zoom Room associated with your session by logging into Hubb. Toggle the view to “Speaker” in the top left corner. Click “Speaker Details” from the menu on the left side of the screen. Scroll to “Speaking Engagements” and click the title of the session you are presenting live.
    • You can log in to your Zoom room starting 30 minutes before your session start time to set up polls or breakout rooms.
    • Do not reconfigure the default settings – these Zoom licenses will be used for multiple sessions. Changing the defaults will change it for all presenters for the entire event. These are the standard defaults:
      • Waiting Room is enabled – you will have to let attendees into your session.
      • Video On for Host and Participant
      • Mute participants upon entry – they can unmute themselves after.
      • Automatically record: Yes
      • In Breakout rooms (options) 
        • Enabled: “Allow Participants to Return to the Main Room at any time”
        • Enabled: “Countdown.”  
        • All other options are Disabled.

  • FAQ Related to Zoom Functionality

    • How early can we presenters log on?
      • We recommend you log in to your Zoom room at least 10-15 minutes prior to your session start time. You are able to login up to 30 minutes in advance of your session start time
    • If the session has more than one presenter, will all have host privileges?
      • No, ​this is not something that Zoom supports. The first presenter to start the meeting and access the zoom room will be the host, the others will be co-hosts. However, the host can transfer that role to a co-host.
    • Will presenters know in advance how many people have signed up for the session? Do people have to pre-register for the session?
      • You will not know in advance who will attend the session. 
    • Will a waiting room be enabled?
      • Yes, the waiting room will be enabled for all sessions by default.
    • Will the ability to private chat be enabled?
      • Yes.
    • Is there a zoom setting to enable sound to be played on the attendees’ computer, when a video is played?
    • If someone dials in, can you mute them?
      • Yes, you can mute individual attendees or all at once. All non-host participants will begin the session muted.
    • Can participants share screens? Can we turn that on and off?
      • Under “Share Screen” Advanced Sharing Options, you can select if just the Host or all Participants can share. The Host can change that during the session as needed.
    • Will attendees be able to choose the view they prefer (gallery, spotlight, etc.)? Do presenters have the ability to set a default view for them?
      • Attendees will be able to choose the view they prefer. Hosts can spotlight certain attendees (see Pin vs Spotlight Video) to make them appear prominently in everyone’s Zoom view. Zoom does not support the ability to set a default view.

    FOR BREAKOUT ROOMS:

    Please review Managing breakout rooms, Participating in breakout rooms and Limitations of breakout rooms.

    • Can participants choose their own break-out room and/or move between rooms on their own? Or does the host have to assign/move participants?
      • In order to use this functionality, please make sure that the zoom version you are using is higher than 5.3
    • Can co-hosts assign people to break-outs?
      • Only the host can do that.
    • Can co-hosts choose a breakout room, for example, if we wanted one host per room?
      • If rooms are not set up with the option for attendees to choose which room to join, then co-hosts will need to join the one they’re assigned to initially, but then they can opt to change to a different breakout room. Or, after creating the rooms, Hosts can reassign participants to specific rooms. Hosts can join any breakout room. 
    • Is there an ability to screen share within a breakout?
      • Yes, that is possible
    • If people join the meeting late during breakouts, how will they be assigned to a breakout room?
      • They will not be assigned automatically to a room. However, the Host will receive a notification about someone being in the waiting room; they can let them into the main room and from there into a breakout room.
    • What’s the best way to mix people up, if we want them to be in several different breakout rooms during the session?

What’s Next?