WEBINAR SETUP GUIDE
2021 EVENT
06-09 MAY 2020

Haven't downloaded the Zoom client yet?

IMPORTANT: ZOOM  AUTOMATED REMINDERS

Zoom Webinar Event Host & Co-Host

Mr. Aziz Momin
Course Director
Mr. Aziz Momin
Mr. Alex Shipolini
Course Director
Mr. Alex Shipolini

ZOOM Webinar Setup Guide For Participants

UNINSTALLING STRESS

To help you get the most of our forthcoming event, a user-friendly, a stress-free, concise guide for Zoom Webinar, shown below, has been created. The Zoom client will have different functions for various user groups:

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IMPORTANT AUDIO/VIDEO NOTE
 FOR  ATTENDEES
  • The host or co-host can at his discretion promote an attendee at some point during the event to be a panelist member temporarily so that they can turn on their camera and talk.
  • When this happens the control panel on Zoom for the attendee becomes that of a panelist member automatically
  • Everyone is advised to test both microphones and cameras prior to the event.
  • Use of this feature will depend on timing and the flow of the event. The above feature in addition to the Q&A text option available to all attendees.
  • PLEASE NOTE: The host or co-host can at his discretion turn on the audio ONLY without the attendee having a panelist status for interaction with the panelist members.
ZOOM WEBINAR CONTROLS
HOST
CO-HOST
PANELIST
ATTENDEE
Start Event Proceedings
Mute/unmute themselves
Start/stop their own video
View attendee list
Share screen
Request or give control
Chat
Save chat
Ask questions in Q&A
View all Q&A and respond
Create & Edit Polls
Start Polls
Answer Polls
Raise Hands
End Webinar

Important Info For Everyone
Set your Profile Photo in the Installed Zoom client before the Event

Tips for Event Panelists
Making the most out of your Presentation

Considerations BEFORE the Webinar !

  1. IMPORTANT - Zoom Client Login: Login with the email address sent for the invitation Each invite Zoom sends out is specific to the email itself - using a different email to login to Zoom might result in conflicts, preventing you to on.
  2. Lighting and Camera Setup: Use diffused lighting to optimal video delivery. This will reduce the chance of shadows. Positioning your camera (where possible) at eye level will ensure a better connection to the audience). Aim to use a clutter free background.
  3. Sound/Audio: A headset, lavalier microphone, or table microphone as it will lead to better sound quality than using your computer audio - regardless of the solution used be sure to do audio checks within Zoom. It is important to turn off your sound notifications on your computer from other things that maybe running in the background.
  4. Good Internet Connection: Check your internet connection speeds before the event. Where possible use an ethernet cable for the most stable connection. If you are presenting from home, it is advisable to turn off other video streaming services that others might use to ensure good upload speeds.
  5. Other applications/Sharing Screen: For live presentations, close other applications on your computer so that audio notifications do not appear during your presentation to be heard by others. Have the files you are going to share opened in advance for a smooth transition.  It is advised you share your specific application such as Powerpoint, Keynote, Media player like VLC player and not your Desktop which may contain sensitive information.
  6. Clothing/Dress:  Darker colour shirts/blouses appear always better on camera. Kindly avoid plaid or patterned outfits, this will allow your camera to deliver a better picture quality (optional).
  7. Avoid Using Zoom Virtual Backgrounds if you don't have green screens:  Avoid using live animated Zoom virtual backgrounds. If you are using a green screen, a static background image is fine for clarity. If you do not have a green screen try to avoid using a static image background as there will be video leaks to the actual background behind you owing to hand-gestures and the software trying to figure out edges. For optimal visual clarity, the best option is to have a clutter free background while on camera.
  8. DIY Zoom practice sessions:  A lot of you might already be familiar with presenting on Zoom which is great.For panelist members not familiar with Zoom, there are a lot of short video tutorials on Youtube that go over the basics of how Zoom works. Presenters are advised to setup DIY informal Zoom meetings with friend/family to test their presentation clarity for audio/video.You can access this 12 minute tutorial on YouTube by clicking HERE.

Panelist Introduction & Initiation During Webinar

  1. Panelist Invite For All Days: Your panelist invite enables you to join and leave the webinar at any time during the 4 days.
  2. Before your presentation: please ensure your microphone & camera are off.
  3. Introduction by our host, Mr. Aziz Momin (Course Director) For Live Presentations: An announcement will be made to the audience about your presentation. During this time, an introduction slide will be shown to the audience. You will be then prompted to turn on your camera, and mic, thereafter you can present your presentation slides.
  4. For Recorded Presentations: If a recorded presentation has been submitted to us, this will be played after the introduction slide. Once the video is completed, Mr. Aziz Momin will ask the panelist members to get on camera and microphone for a brief Q&A session.
  1. Q&A Session: After your presentation, Mr. Aziz Momin will ask attendees to use the raise hand button on the Zoom webinar interface to be chosen to questions on the microphone. At the panelist discretion, we may invite an attendee temporarily to be a panelist member so they can be on camera. The latter would be used sparingly owing to time considerations.
  2. After your presentation: kindly turn off your camera and microphone.
  3. Text Chat and Text Q&A: All panelists have access to the Q&A panel on the Zoom webinar interface. If you see a question that is directed towards you, kindly respond directly as needed. We want to keep things fluid so jump in when desired. Panelists can also use the chat panel to communicate to attendees. Panelists can continue to these features beyond their presentation time.
  4. Promo Videos During Breaks: Where we don't have any live or recorded presentations during break sessions as shown on our event schedule, we will loop various videos.
  5. Event Video Recordings: These will be made available on our website after some post-production editing about 4 weeks after the event. All presenters including sponsors will be notified when everything has been finalised.

Important Info For Attendees
what happens before Webinar starts On the Big Day?

  1. IMPORTANT - Zoom Client Login: Login with the email address sent for the invitation Each invite Zoom sends out is specific to the email itself - using a different email to login to Zoom might result in conflicts, preventing you to on.
  2. If you are an attendee and you get to the webinar early by clicking your invitation link, you will see the screen shown below. Kindly wait for the host to start the event.
  3. During this time, the host, co-host and panellists are adding the final touches for the big moment during the practice session mode.
  4. The host may start the meeting a few minutes early to play a promotional looping video in which case you won't see the screen below.
  5. Be sure to keep your Zoom invitation emails safely as you will need these to access the webinar. All event participants must install the Zoom client before the event date to ensure a smooth transition to the webinar.
  6. It is good practice to get to the webinar a few minutes early to check your internet connection is working, also use the test my speaker feature on the Zoom client for optimal audio. Incase for any technical reason you don't see the webinar start, just close the window below (if it appears), close the zoom client and hit the link in your email to re-establish connection to view the webinar - don't wait too long !
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Waiting for the host to start this webinar
Start at 9:30am
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If you are the host, sign in to start this meeting
Test my Speaker

Zoom Webinar Host/Co-host controls

During the event, the host will be able to use his/her unique Zoom hosting features to enable various features during the webinar. The chart below provides a quick overview which can be skimmed through by general panelists and attendees.

ZOOM WEBINAR CONTROLS
HOST
CO-HOST
PANELIST
ATTENDEE
Mute or unmute attendees
Stop panelist's video
Ask panelist to start video
Spotlight a video
Promote attendee to panelist
Demote from panelist to attendee
Change attendee's view
Change who the attendees can chat with
Remove attendees
Allow attendees to talk
Assign Co-host Permission
Put panelist on hold
Invite others to join webinar

Technical Issues During The Webinar

  1. Should we have any technical issues, we will revert to a coming soon slide while we resolve things.
  2. In the unlikely event, that our host operated computers lose internet connectivity/power, we will re-establish connection through our backup measures. Everyone is advised to look out for any messages on our website and Facebook account.
  3. If we notice a presenter's video is pixelated for example, we might ask the presenter to re-share the presentation enabling optimise for video. If the presenter is just sharing slides, there is no need to choose the optimise for video as this might make the slides look pixelated.

Zoom Webinar Training Video For Host/Co-host

Use Practice Mode
03:03
Manage Panelists/Attendees
06:12
Distinguish Chat vs Q&A Panel
13:16
Share Content & Launch Polls
19:26
TRAINING VIDEO FOR HOST/CO-HOST