- Prepare a vamping plan (activity, conversation, or chatter to keep participants entertained during any technical issues)
- Prepare and test any interaction features, Q+A methodology
- Host a pre-rehearsal: run through the event plan, test features, graphics, and presentations
- Greenroom: use the breakout room feature to bring any panelists or presenters into a separate room if you need to prepare without early attendees seeing.
- Have multiple co-hosts so that the meeting doesn’t close/end if the main host drops off
- Start the Zoom meeting
- Greet panelists and review everyone's roles
- As panelists join, confirm that their audio and video are running smoothly
- Double-check special settings are configured correctly for your meeting.
- Allow or disable attendee chat
- Allow/disallow participants to start video and mute on entry
- Allow/disable participants' ability to screen share
- Allow/disallow multiple screen shares at the same time
- Q&A/chat functionalities
- Breakout rooms and breakout room hosts or pre-assignments
- Polls
- Run final audio, webcam video, and content-sharing test
- Review your host controls
- Mute all panelists/presenters; they will remain muted until the presentation starts
- Attendees will join muted; they will be able to see and hear panelists
- Moderator: Welcome the attendees and let them know you’ll be getting started soon
- Start recording (unless you have enabled automatic recording)
- Unmute yourself and start the video
- Begin the presentation with welcome and housekeeping items
- Confirm that other presenters are ready to be unmuted and video is on
- Monitor Q&A or chat for technical concerns from attendees (chat moderator)
- Use the “spotlight video” feature during panel sessions to lock the speaker view video on the current speaker
Updated: September 07, 2023