Hybrid Session Zoom Instructions

In hybrid sessions, volunteers can help assist with the steps below to start and manage the Zoom meeting. These instructions will also be printed out and available in the hybrid session rooms.

We also recommend having a second laptop in the room to help manage virtual attendee questions. A volunteer or session organizer can help manage the Zoom meeting on a second device.

Hybrid Sessions: How to Start the Zoom Meeting

  1. Transfer any presentation or handout files to the podium laptop.
    1. Before the session, we recommend compiling all presenters’ slide presentations onto one USB to easily transfer the files to the podium laptop.
    2. The laptops will have both USB-A and USB-C ports, and an internet connection.
  2. Start the Zoom meeting.
    1. The podium laptop should already be logged into the Zoom Host account. If it is logged out, the username and password will be written next to the laptop.
    2. Open Zoom and click on your session to start the Zoom meeting.
    3. Please note, as soon as the meeting starts, virtual attendees may start to join the session.
  3. If you have any virtual presenters, make them co-host so they can share their screen.
    1. In the meeting controls, click “Participants.”
    2. Hover over the name of the presenter who will be a co-host, and choose “More.”
    3. Click “Make Co-Host.”
  4. To help manage Zoom from a second laptop:
    1. On your second device, join the meeting through the Annual Meeting web platform.
    2. On your second laptop, be sure to join without audio, leave computer audio, or mute both microphone and speaker to prevent audio feedback.
    3. From the Podium Laptop’s Zoom account, make your account a co-host (see instructions above on step #3).
  5. Virtual attendees will have their cameras and microphones off by default when they enter.
    1. Co-hosts can mute attendees who accidentally turn their microphones on.
  6. Open any slide presentations and share your screen to display it through Zoom.
    1. If you have any issues, see below for troubleshooting steps.
    2. If you have any handouts, you can upload a digital version of the file into the Zoom chat to share it with virtual attendees.
  7. During the Q&A, monitor the virtual attendees’ chat or unmute requests.
    1. During the Q&A, presenters should repeat in-person questions into the microphone so that virtual attendees can hear them before answering.
  8. When finished, end the Zoom session.
    1. Please leave the Zoom account logged in on the podium laptop for the next session.

Troubleshooting Tips: Sharing slide presentations in Zoom

If you are having trouble displaying slideshows through Zoom, you have two options to troubleshoot this issue.

Option 1: Start your presentation, then screen share through Zoom:

  1. Start the slideshow in Powerpoint
  2. Minimize your Powerpoint window to navigate back to the Zoom window
  3. Share your screen in Zoom (green button in the middle)
  4. Select the Application Window with the Presentation/Slide Show, and not the Entire Screen or the Presenter View window, through Zoom

Option 2: Adjust individual Powerpoint files to not display in presenter view:

  1. Open each Powerpoint file
  2. Go to “Slide Show”, then “Set up Slide Show”
  3. Under “Show Type,” select the setting “Browsed by an Individual (Window)”
  4. This will now open your slide presentation in a separate window, rather than in Presenter View
  5. Share your screen in Zoom (green button in the middle) and select the Application Window with the Presentation/Slide Show, and not the Entire Screen, through Zoom