Zoom Best Practices for AIB 2020 and AIB LAC 2020 Webinars

  1. Capabilities of Panelists and Chairs

Chairs and panelists will be able to share their screen, control their own webcam and microphone, and see the questions posed by participants to be able to answer them live on air.

  1. Technical Advice

We recommend that all panelists consider using a headset (if possible) for better sound quality.  However, note that some earbuds with microphones that are typically used with phones don’t always work well with conferencing software such as Zoom. So, please encourage panelists to do a test run on their own or with a colleague to test audio.

Panelists should also learn and practice how to use Zoom controls. At a minimum:

  1. how to choose the appropriate microphone, speaker and camera from the settings
  2. how to turn on and off their camera
  3. how to mute themselves when they are not speaking
  4. how to rename themselves on screen (in case they are using a shared zoom – they should rename themselves to their full name so that the participants can recognize who is who)
  5. how to share their presentation on screen (and how to make the presentation full screen so that the menus etc. do not show during the presentation).
  6. How to see the chat screen and send private messages (to allow panelists and hosts to communicate with each other during the webinar in case of technical issues)

  7. Panelists should join 5-10 minutes before the webinar (for practice)

This will allow the host to test for bandwidth issues, video and microphone quality, and ask panelists to start their presentation once to make sure it comes up correctly.  Chairs should also take this opportunity to provide last-minute instructions to the panelists, particularly:

  1. order of presentation so they are ready when it is their time
  2. reminding them to look at the camera while talking
  3. to mute themselves when they are not speaking
  4. to remember to unshare their screen when they are done presenting
  5. to keep an eye on chat for any private messages coming from host or chair.

Encourage panelists to look at and provide text answers to some of the simpler Q&A questions (clarification questions, terminology, etc.) while they are not presenting. Comprehensive questions suitable for multiple panelists discussion should be left for answering live on air.

  1. Set the Intro slide before starting the webinar
    Before starting the “Broadcast”, put the intro slide up. All panelists should turn off their videos and mute themselves.  Broadcast should begin a couple minutes before the designated time to allow for the participants to come into the room and settle in.  You can welcome them in Chat and remind them that the webinar will start in a few minutes (otherwise some of them might think their audio is not working or that the webcast is frozen).