Zoom Events Guidelines

Welcome to the ex2 Academy guide to participating in our Live, Virtual, sessions. Here you can find out what to expect our events to look like. Many of you will be familiar with Zoom Conferencing functionality, however, if you need, here’s a link to the Zoom FAQ’s.

Best Practices for Participants

The Zoom audio and video conferencing service allows users to meet, share content, and collaborate without the need to be in the same room. There are multiple ways to join meetings and interact with the other attendees. The following best practices are recommended to ensure that our events run as smooth and productive as possible.

What will our events look like?

For all LIVE events there will be:
  1. A waiting room for participants, so we can admit authorised participants when the time is right
  2. Our events will be password protected and shared only with authorised participants
  3. Polls and/or Breakout Rooms where necessary
  4. Screen sharing by the Speaker which is best experienced by using the ‘Speaker’ view
  5. Use of the ‘Chat’ function, where necessary, for questions and interactions
  6. The ability to use the ‘Reactions’ function to show understanding, appreciation, and to engage with the Host
  7. All microphones will be off by default and controlled by the host. At the appropriate times the microphones will be turned on for questions
  1. No ability to record by delegates
  2. Personal data, other than name and company, will not be shared
  3. File Sharing will be turned off in the chat function

Before the Meeting

  • Please RSVP and let us know you will be attending.
  • Put it on your calendar. Include important information required to join the meeting, such as the meeting number/URL and password.
  • Plan ahead. Decide how you will be connecting to the meeting – computer or phone. 
  • Get ready to participate. If we have sent out any content ahead of time, please review it and ensure it is easily accessible
  • Give Zoom a try. Use a Zoom Test Meeting to practice connecting audio and video, sharing content, and using the Participant and Chat panels. 
Set Up
  • Get comfortable. Find a place with good internet or cellular service and little background noise.
    • If you are in a public place, it is recommended that you use a set of headphones with a built-in microphone.
    • If you are joining from a conference room with built-in audiovisual equipment, use the room’s equipment.
  • Eliminate distractions. Make it less likely that anything will interrupt your meeting.
    • Let others know you will be in a meeting and shouldn’t be disturbed.
    • Close any unnecessary programs on the device you will be using to join the meeting.
    • Turn off or silence other devices.
  • Get everything ready. Save yourself time later.
    • If the host sent out any content ahead of time, have it open and ready to view.
  • Be on time. If possible, join the meeting 5 minutes early using your desired method.
    • Tip: Connect video. This gives the meeting a more personal feel.
  • Introduce yourself. If appropriate, let the other participants know you have connected. Also, let the host know if you plan on leaving early.
  • Give the presenter the floor. When introductions are done, mute your audio to minimize the amount of noise in the meeting. 
  • Speak up. When it’s your turn, speak clearly. There can be a slight delay in audio/video.
    • Keep in mind that we may be recording the meeting!
  • Be polite. If you need to interrupt, do it in a respectful way. 
    • Option 1: Type your question/comment in the Chat panel.
    • Option 2: Raise your hand in the Participant panel and wait for the host to call on you.
  • Exit at the right time. If it’s appropriate, let people know you are leaving. If not, just leave quietly.
    • Make sure you have disconnected from the meeting before you start doing anything else. 

After the Meeting

Follow Up
  • Tie up loose ends. Reach out to the host and/or other participants regarding any outstanding issues that came up during the meeting.
  • Do your part. Is there something that you need to do now that the meeting is done? If so, get it done in a timely fashion.