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Guidance for using Zoom in Talks, Training and Workshops

How To Book A Session On Zoom Short notes if using Zoom for registrations: If you don’t have access to a paid Zoom account, please contact XRUK Talks & Training [T&T] via our Mattermost Reception or email eventsxr@gmail.com and we'll give you our log in however please check the schedule to make sure you don't make a booking at the same time as someone else. Go to Meetings in the menu on the left hand side in Zoom and check the list for other sessions already booked in. Leave a minimum of 15 minutes between meetings to allow time for prep. If asked for a One Time Passcode (OTP) when logging into the T&T Zoom, please go to https://protonmail.me, use the same log in details as the T&T Zoom account, pick up the code and then add it to the relevant Zoom field. That will get you into the T&T Zoom - you have 10 mins to pick up the code however you can always generate another if you run out of time. Scheduling and customizing a meeting with registration How To Publicise Your Session  Please complete the UK M&M Comms Requests form to get your event onto: · Movement Broadcast Telegram · Movement Broadcast Mattermost Channel · XRUK Talks & Training Facebook · XRUK Facebook If you have a Mattermost account you can ask for your event to be publicised on the Movement Broadcast channels on Telegram and Mattermost. Do this in the UK M&M Comms Requests channel. Update other publicity channels: local group Facebook page, broadcast channel for region, or wherever you publicise events. Use the XR link shortener for your links in your publicity. You need a Mattermost account to use the link shortener. Alternatively you can use other link shorteners. If you use Action Network, paste in the full link then use the Action Network link shortener found in the formatting options within the body text. If you use a pre-link shortener, then Action Network may go into peoples’ spam. If you need guidance on using Action Network, visit the Rebel Toolkit here and request training here

How To Use Zoom Features During Your Session v How to log on to Zoom and select your booked Session Access details are the same as booking the session. REMEMBER to check if you’re already logged into another Zoom account. If so, you need to log out of that one to log into the Zoom account where the session is booked. Go to the avatar top right - sign out and then sign into the correct account. [Add screenshot to the RT] v How to enable closed captions BEFORE THE SESSION BEGINS Anyone that's D/deaf or partially deaf will need these running from the start of the session. At the bottom of your screen, select closed CC/Live Transcript. You or participants can always Hide Subtitles if you don't want to see them, OR ask once everyone's arrived, if anyone wants them running. If no one says yes, they can be turned off. You need to be Host to turn CC/Live Transcript on/off. [Add screenshot to the RT] How to admit participants from Waiting Room / How to unlock it Once you have opened the session, pop up messages at the top of your screen will tell you that participants are in the Waiting Room. Just click on “Admit”. Once you have started the session, you can allow late arrivals to jump straight in, rather than going to the Waiting Room. To do this, click on Participants then select the 3 dots bottom right and select Enable Waiting Room. This will disable the waiting room and allow people to join without you having to Admit them. NOTE - this option will only work if you have created a Zoom registration link and selected both Passcode and Waiting Room when you created the Zoom meeting. [Add screenshot to the RT] How to split screen to see participants and information e.g. your script Have your script open on one tab before you open the Zoom session. Click on the ‘Reduce’ icon - two squares superimposed on each other in the top right corner of your screen. This reduces the size of your script. Click on a new tab to log into the Zoom session and repeat the process as above. This gives you two screens side by side.

How to screen share. You may use this function to show slides etc but you will not be able to see your script - NED CHECK Click screen share at the bottom of your own screen Click on the window with the blue surround and click share. Minimise that window. Click on the tab for the item to be shared (this should have been opened before you start the session). [Watch Zoom support video] Here's a step-by-step Speaker Tips Guide [useful tips but needs updating] with screenshots for clear instructions on screen sharing and other important pointers about presentation.

How to create break-out rooms for Check-ins

  1. Click on the Breakout Rooms icon on the bottom bar of your Zoom
  2. Choose how many people can go into each room [3 or 4 is a good number]
  3. Click ‘automatically’ to let Zoom select participants at random to go into different rooms. Select a time eg 5 mins.
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