Zoom Logistics (for Online presenters)
Each session will have an assigned Zoom Host who will create the Zoom link and handle any needed technology support. You will also have a session Convener who can help with logistics such as introductions, time tracking, monitoring the chat, and reminding participants about conference session evaluations. Zoom links will be provided in our Sched app. You will be connected with your Zoom Host a week or two before the conference. Your Zoom Host will:
Zoom rooms will be open at least 10 minutes before the start of the session for set up. Practice sessions can also be arranged a week or two before the conference. Reach out to your Zoom Host or to email@example.com 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.
Online sessions: 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 .
In-person sessions: For in-person sessions we encourage you to use the PowerPoint or Google Slides caption feature. See the guides below for more details.
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.
Presentation and Delivery
Q: How long is my session?
A: View your confirmation email or the Sched app to confirm your session day, time and length.
Q: Do I have to load my presentation somewhere ahead of time?
A: No. For online sessions your Zoom Host will give you the ability to share your screen. You can share your presentation directly from your computer. In-person you can bring a thumb drive or access it in a cloud service (email, Google Drive, Dropbox, etc.) from the presentation room 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 firstname.lastname@example.org 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: What technology is available in the in-person presentation rooms?
A: All rooms will be equipped with an Internet enabled computer, screen and data projector. We are not able to install additional softwares ahead of the conference. If special software is required for your session that must be locally installed, please plan to bring your own computer for the presentation.
Q: I haven’t used Zoom before. Is there a way I can practice ahead of time?
A: Yes, email email@example.com 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 well ahead of the Conference that will contain a link giving you edit access to your presentation in Sched. If you want to make changes before this or cannot locate this email, please reach out to firstname.lastname@example.org .