Technical Setup

Technical Set Up for Speakers

• Test the tools: In preparation for your event, session hosts, facilitators and speakers should download the Zoom desktop client and trial its features. If other tools are being used in your session, those should be tested ahead of time too. Set aside time with your co-trainers and/or facilitators, if possible, to do a rehearsal of the session, and test out video, audio, and internet setups. Tip: Add time at the beginning of the training to guide the participants around in the platform of your choice so they know how to use the chat, raise questions, raise their hands, work in breakout groups etc. Check if they understand.
• Framing the shot: Speakers and facilitators should set up Zoom on the device from which they will present, and carefully consider their backdrop. Sit in front of the camera, preferably at eye-level (if the camera is detachable). You can also place the computer on a stand or stack of books to achieve the right height.
• Lighting: Speakers and facilitators should be positioned with the primary light source in front of them, rather than behind them, in order to avoid appearing as a silhouette against a bright background.
• Backdrop: Zoom allows for virtual backgrounds that can block out your surroundings. RNTC can provide a branded background image if you would like to make use of a background. Note that virtual backgrounds work best in a “green screen” type environment, so it is most effective if speakers are able to sit in front of a plain wall of one solid color.
• During the training, find a quiet space where you are not likely to be distracted or bothered.
• Equipment: Ensure you have a good webcam either built into the computer or as a connected device. A good quality microphone or headset is suggested to ensure a clear sound. Avoid scarves or jewelry as these tend to create rustling on the microphone.
• Internet Bandwidth: Ensure you have a good internet connection and appropriate bandwidth. Disconnect all internet-using devices such as other computers, gaming consoles, and televisions that access the internet.
• PowerPoint: If using PowerPoint, you can set the PowerPoint to window view instead of presenter view to limit the PowerPoint taking over all screens when sharing this in the zoom environment.
• Breaks and lunch: Establish the break schedule and lunch times.
• Group pictures: Consider the privacy of the course participants before sharing this images and always ask before taking a picture of the group. Zoom also displays the name of the participant and sometimes this can be dangerous if shared.
• Two screens: In our experience, having one screen on which to host the zoom session and another for online tools makes training easier.
• Links and logins: An open document where you can keep all links/notes or things that you will share in the session. Log in to all online training tools before the session and ensure all training tool links have been generated.

Technical Set Up for Attendees

• Camera on, mic off: In order to ensure engagement and focus, having the camera on is suggested. Microphones should be set to mute when not talking.
• Raising hands: In the chat function, attendees can use the raise hand function if you have a question or comment.
• Meeting chat: Avoiding chat clutter and frivolities helps ensure the group discussions is productive and engaging.
• Find a quiet space where you are not likely to be distracted or bothered.
• Internet Bandwidth: Ensure you have a working internet connection and appropriate bandwidth. Disconnect all internet-using devices such as other computers, gaming consoles, and televisions that access the internet.
• Equipment: Ensure you have a webcam and a good quality microphone or headset.