• Have a backup device available, preferably on a different internet connection (i.e. phone).
  • Use a wired Ethernet connection when possible.
  • If using Wi-Fi, disconnect as many unused devices from your network as possible (smart TVs, iPads, Google Home/Echo-type devices)
  • Ask household members to not use Wi-Fi during the event.
  • Position yourself 4-5 feet away from your Wi-Fi router if possible.
  • If calling via phone for your audio, disconnect Wi-Fi-calling from your phone.
  • Close unused apps, browser windows, or programs on your device.
  • Shut down and restart your device earlier in the day so your machine is not “tired”.
  • Use dual monitors when possible.
  • Prior to the event, make sure zoom software/plugins are up to date.

  • Wired headphones with an in-line microphone are preferred (make sure the cord is in good condition).
  • If possible, use a quality external mic (like a podcast mic or lavalier) and separate headphones.
  • Use a laptop mic as a last resort, as they are designed to pick up extra noise.

  • Place the laptop camera or webcam iris at eye level (or just above).
  • Clean the camera lens.
  • Place yourself centered horizontally on the screen, and line up your eyes at the top third of the screen.
  • Avoid cutting off the top of your head or the bottom of your chin.
  • When speaking, look at the iris of the camera. If needed, put a small happy face or picture just above your webcam and present it to it. It will look like you are talking to the participants through the camera.

  • Make sure that your face is nicely illuminated as even as possible
  • If you don’t have video lighting, use natural light from a window in front of you (indirect daylight is best) or set up a lamp (or two) in front of you with a soft “daylight” balanced bulb (~5000k color temperature)
  • Avoid mixing light temperatures when possible (i.e. your video light is “daylight” but your background room is “warm” (3000k)

Natural/Room Backgrounds

  • Use an environment where you are lit brighter than your background.
  • Avoid harsh light and shadows in the background.
  • Avoid lighting “hotspots” from windows with direct sunlight in your background.
  • Avoid a background where household members or pets can walk behind you.
  • Some furniture or decorative items in the background will add interest, depth, and personality… however, avoid inappropriate, distracting items and cluttered surfaces.
  • See “limiting distractions”

Virtual Backgrounds

  • Zoom offers the ability to use custom virtual backgrounds (on some devices).
  • For instructions and tips, watch the Zoom video.
  • Only use a virtual background if you are well-lit.
  • Avoid green clothing and warm lighting with a green tint.
  • Preferably, use a physical green screen or wall behind you in your “studio” that is well-lit evenly.
  • Use a background image that shows your personality, or is branded to the event/organization... however, make sure the image is appropriate and not too distracting to the participants. See University branded virtual backdrops
  • Test your virtual background ahead of time or during our pre-event rehearsal meeting.
  • Discontinue using the virtual background if there is too much “noise” surrounding you on camera or if your body parts are disappearing.

  • Wear clothing that will contrast with your background so that you don’t blend into it.
  • Avoid small prints, stripes or busy patterns.
  • Avoid green clothing if using a virtual background.

  • Have your screen share content open and ready to present before the program begins.
  • When possible share only the app window, pdf document or image.
  • If sharing your desktop, make sure the background is appropriate (or event branded).
  • Close or hide email windows, anything with sensitive information, extra applications or browser tabs.
  • Turn off on-screen notifications and messenger services (or keep them to a second monitor that is not shared).

  • Turn off notification noises on your device and devices that will be used around your setup.
  • Avoid ambient noise where possible (typing, bumping the microphone, crumpling paper, fans, appliances, beeping devices)
  • Keep pets, children, etc. out of the room to avoid interruption

Updated: September 07, 2023