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Zoom Preference settings online

When setting up the Zoom settings, in Zoom Preferences, set the following. See the diagram below on how to access online preferences. Setting preferences in Zoom alone may not work if you do not make these settings online.



Warning: At the bottom of this page, there is a blue button that reads "Regenerate". Be sure to NOT click this after you change the following settings. Clicking this button reverts your settings back to default.


    • Waiting Room: ON

    • Only authenticated users can join meetings: OFF

    • Only authenticated users can join meetings from Web client: OFF

    • Participants video: OFF

    • Mute participants upon entry: ON

    • Chat: ON

    • Chat (Prevent participants from saving chat): CHECKPrivate chat (Allow meeting participants to send a private 1:1 message to another participant): ON

    • Display end-of-meeting experience feedback survey: OFF

    • Screen sharing: CHECK "HOST ONLY"

    • Remote control: OFF

    • Nonverbal feedback: ?

    • Meeting reactions: ?

    • Allow participants to rename themselves: OFF

    • Hide participant profile pictures in a meeting: ON

    • Reminder: You do not need to save this. Do not click "Regenerate" at the bottom of the page. This will reset your settings that you just changed back to MIT's default set-up.



Zoom settings in Zoom (not online)

After set-up in Zoom Preferences online, also make sure that some that settings are reflected in Zoom.

 

    1. Scheduling settings: Make Zoom settings



    2. Participants settings
    3. Chat settings

 

 

How talks will be executed (from Gina's perspective on 9.4.2020)

The week prior to the talk, the Zoom host, MIT faculty host, and the guest speaker will do a practice run on the following set-up:

The Zoom host, MIT faculty host, and the guest speaker will convene prior to when the seminar commences. All will be sure to turn off their calendar, phone, and email notifications to avoid sound disruption. The Zoom Host will provide an optional virtual background to the MIT Faculty Host and to the Speaker. This will be visible until the MIT faculty enters to introduce the speaker. The Zoom Host will black off his/her camera and change the virtual screen to a welcome screen showing the title of the talk and the Speaker's name, title and university/organization. He/she will be muted throughout the event (but not during the pretalk set-up.) At the beginning of the talk, the Zoom Host will put the spotlight onto the MIT Faculty Host, who will then introduce the speaker. S/he should also mention that questions posed throughout the talk in the chat will be posed after the talk. After his/her introduction, the Faculty Host will move the spotlight to the Speaker who will begin his/her talk.

Throughout the talk, the Zoom Host will manage chat hecklers, either disabling their chat or putting them in the Zoom naughty chair (the waiting room). The Zoom Host will also copy/past questions from the chat to send to the Faculty Host (or designated postdoc). The MIT Faculty Host (or designated postdoc) will field the questions to pose at the end of the talk. The talk should be ideally about an hour, with fifteen minutes of Q&A, but should the talk run over that time, the questions that the MIT Faculty Host deems as best should be posed first. The Zoom Host will monitor the remaining time and will send alerts at ten, five, and the each remaining subsequent time markers. At the end of the talk and Q&A, the MIT Faculty Host will thank the speaker, thank the audience for attending, and bestow salutations for the close of the event. After salutations, the Zoom Host will end the meeting for all.

 

 

 

 

After adjusting the aforementioned settings in Zoom Preferences and in Zoom, share a background screen with the MIT  will  The background screen (if the seminar group has one)

  • Begin meeting about 15 minutes prior to event start time to convene the Zoom administrative host, the MIT faculty host, and the speaker.
  • Be sure that the Zoom host, the MIT faculty host, and the speaker have all phone, calendar, and email alerts turned off in the fifteen minutes prior to the meeting.
  • The MIT faculty host should be the first scene. The seminar background poster may be posted alone until the faculty host sits down.
  • The Zoom host will be present for the entire talk. His/her role will be to:
    • Manage hecklers
      • Move hecklers to the waiting room or turn off their chat
      • Copy and
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