Attending a Virtual City Webinar as a Zoom Panelist

  1. Check your email for your invite to the Zoom meeting.
    1. The invitation email is sent three times prior to the meeting - one week, one day and one hour before the meeting.
    2. Note: Gmail users might need to check their "Updates" tab for their email invite.
    3. You can use the search function for your email to help you.  It will include “Zoom” in the heading.
  2.  Joining the Meeting: Click the link in the invitation email.

  1. If you do not have Zoom installed, there is an option to join via the browser on the Zoom meeting page that opens. It is located underneath the “Download Zoom” option. You must close the box to select an application and click “Launch Meeting” for it to appear.  Alternatively, you can download the Zoom client on the same page.
  2. If it prompts you to input a password, be sure to check the body of the invite email for that information.
  3. If it prompts you to input your name, be sure to put your first and last name for the meeting.
  4. If you are using the browser, it will prompt you to enter your name, email, and passcode for the meeting. Be sure to use an appropriate email.
  5. When joining the meeting, you will receive prompts for your audio and video. Make sure to enable “Join with Computer Audio” and if you are using a webcam, make sure that is also enabled.
  6. Once in the meeting, make sure you are muted unless you are speaking.
  7. We recommend pulling up both the “Participants” and “Chat” windows during a meeting. You can do so via the bottom of the Zoom window.  You may use the chat window to send messages to specific panelists or all participants.
  8. It is also recommended that you pay attention to the Question and Answer tab at the bottom of the window.
  9. It is recommended to turn on your webcam if you are an invited panelist.
  10. You can change the meeting view from the top right of the window.  The meeting can be displayed in gallery or speaker mode.
  11. In gallery view, the speaker will be highlighted via a yellow box on their profile icon.   
  12. By holding down the space bar, the speaker will not be muted.
  13. Remember the Screen Sharing option.  This will allow you to share your entire screen with the meeting participants.  If you do Screen Share feature, please disable at the end of your presentation.   

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Attending a Commission Meeting: Panelist

  1. If you are attending the commission meeting as a panelist, please be sure to join early so the host may perform audio and video checks. 10-15 minutes is preferred.
    1. Note: This is more important if you are presenting during the meeting or if you are a member of the city commission.
  2. If you experience any problems as a panelist, please contact the host or co-host of the meeting and detail the nature of the problem.

 

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