Zoom Logistics

Plan for large groups. We are excited to have a particularly large registration this year. You may have as many as 100 participants in a session. But this means presenters should plan tools that can accommodate larger groups.

Each session will have an assigned Zoom Host. Zoom links will be provided in our Sched app. You will be connected with your Zoom Host the week or two before the conference. These volunteers will help with the logistics of your session. Your Zoom Host will.

  • Create the Zoom meeting link for your session and provide technical support, set up needed Zoom poll, breakout rooms, etc.
  • Introduce all presenters, monitor the Zoom chat, provide time warning when you have 5, 3, and 1 minute remaining and remind participants to complete evaluations.
  • Turn on live closed captioning for your session.
  • Start and Stop session recording (unless you specifically requested no recording).

Zoom rooms will be open at least 10 minutes before the start of the session for set up. Practice sessions can also be arranged the week before the conference. You will receive information about who your Zoom Host is the week before the conference. Reach out to your Host or to fttc@umsl.edu to arrange a practice session.

See additional suggestions for how to make a Zoom session interactive.

Some participants might be on mobile devices, plan for this.

Encourage group norms/set expectations from the beginning of your session.



Zoom now provides live closed captioning. Your Zoom Host will take care of turning this on for your session. Learn more about this new Zoom feature.

Also consider that some participants might have vision issues. If any components of your presentation require participants to be able to analyze images, consider having an alternative, or putting participants in groups where other group members can provide a visual description of the image for their colleagues.


Session Design

  • Design your presentation around your proposal. Ensure that the presentation you plan to deliver matches the goals of your proposal and audience expectations.
  • Build in interactivity. Within 10 minutes, your audience may begin drifting. Keep them engaged with active learning methods.
  • Fewer slides, less text. The audience is there to see you! Make fewer (but impactful) slides to hold their attention. Use less text to refrain from "reading the slides".
  • Don't try to teach too much material. Time flies when you're in the spotlight! Pace your presentation at a comfortable rate and leave time for questions, especially if presenting a workshop.
  • Practice. Go over your presentation with a peer or colleague. Even a simple walkthrough could highlight something you missed or a flaw in the design.
  • Create key takeaways. Provide resources for further exploration; these might be handouts, a bundle of Web links, and/or an activity for the audience to try in their class.


Presentation and Delivery

  • Introduce Yourself. Sometimes, in the hurry to get the session underway, we forget the little things.
  • Speak conversationally. You are the guide of the session. Help the audience feel welcome.
  • Pause for questions... Presenters often do not leave enough "awkward silence" to warrant an audience member to ask their question or give a response. Don't be afraid of the silence.
  • Stay on topic. If you begin to shift to topics other than your session's goal, guide the conversation back to the purpose.
  • Respect the time. Be aware of how much time you've been allotted and keep track of it; if your session goes past the limit, offer to continue it outside the room.
  • Bring it full circle. Near the end of the session, remind the audience what they came to learn and highlight the themes of the session.



Q: How long is my session?

A: This year we have concurrent time slots of 50 minute and 25 minute time slots. View your confirmation email or the Sched app to confirm your session time and length.

Q: Do I have to load my presentation somewhere ahead of time? 

A: No, your Zoom Host will give you the ability to share your screen. You can share your presentation directly from your computer. 

Q: How do I share my handouts with session participants?

A: If you want participants to have handouts either before or after your session, email them to fttc@umsl.edu and we will load them into the Sched eProgram. If handouts need to be available during your session, please email them at least 24 hours ahead of time. Alternatively, you can also post them directly in the Zoom chat during the session. 

Q: I haven’t used Zoom before. Is there a way I can practice ahead of time?

A: Yes, email fttc@umsl.edu and we can put you in touch with your Zoom Host to coordinate a practice session. 

Q: Can I edit my presentation title or description or add/change presenter names?

A: Yes, you will receive an email about a week before the Conference that will contain a link giving you edit access to your presentation. If you want to make changes before this or cannot locate this email, please reach out to fttc@umsl.edu.