Troubleshooting for Presenters and Chairs

How do I access my panel?

You will have received an email containing a PDF with a unique link, specific to your role in your panel. In the PDF, under your name, click the link (“Click this URL to join”) and enter the appropriate passcode. This link is unique to you. Please do not share this link with others.

What time should I enter the Zoom webinar for my presentation?

Please enter the Zoom webinar 15 minutes before your panel begins. The panel will begin in ‘practice mode,’ meaning the audience cannot see or hear you.  

How do I turn on/off my camera and microphone?

In the bottom left corner of the Zoom window, there is a microphone icon and a video icon. Click on these icons to turn the microphone and camera on and off. When turned off, these icons will have a red strike through them.

When you are not presenting, please keep your camera and microphone off. During the Q&A, all presenters should have their cameras turned on and their microphones turned off unless speaking.

When can the audience see/hear me?

Unless you are in Practice Mode, if your camera and/or microphone is on, the audience can see and/or hear you. 

How do I share my PowerPoint?

At the bottom of the Zoom window, there is a “Share Screen” icon. Click on the icon then select which screen you would like to share with the attendees. We recommend you choose the specific application for your slides (e.g. PowerPoint, Google Slides). To stop sharing your screen, click “Stop Share” on the meeting controls.

Make sure that you have “Side-by-side mode” enabled. This allows attendees to view your shared screen (e.g. your presentation slides) and your video. To do this, go into your settings on the Zoom desktop application (the gear icon or “Settings” in the dropdown menu after clicking your profile image). Click “Share Screen” in the left-hand menu then make sure “Side-by-side mode” is enabled (the box is ticked and blue).

A detailed breakdown of screen sharing can be found HERE.

Share Screen Troubleshooting

If your PowerPoint is not showing up correctly on your screen share (e.g. it is in presenter view rather than presentation mode):

  • In the PowerPoint application, click the “Slide Show” tab
  • Unselect “Use Presenter View”
  • Under “Monitor,” select “Primary Monitor” from the dropdown menu

If you are having trouble screen sharing on a Mac, try enabling screen recording:

  • In your settings, under “Security & Privacy,” select “Screen Recording” from the left-hand menu and make sure zoom.us has access
  • Detailed instructions HERE.

PRESENTERS – How do I answer audience questions?

Attendees will type their questions into the Q&A function. The chair will monitor and moderate the Q&A and relay the questions to the presenters during the question period. While your camera should be turned on, please keep your microphone off unless answering a question. Do not use the “Type Answer” option. Questions will be verbally asked and answered.

CHAIRS – How do I moderate the Q&A?

The audience will be able to submit questions throughout the session. The chair should monitor questions as they are submitted, with help from the host if they wish. Comments or inapplicable questions can be dismissed or deleted.The chair will relay questions from the Q&A to the appropriate presenter(s).

There are three options for dealing with questions/comments in the Q&A:

    1. Answer
      • Click “Answer live” then “Done”
      • This moves the question out of the “Open” column and into the “Answered” column
      • Attendees can see answered questions
    2. Dismiss
      • Hover mouse over question, click ••• and select “Dismiss”
      • This moves the question out of the “Open” column and into the “Dismissed” column
      • The questioner will not see that their question was dismissed
      • This action can be undone
    3. Delete
      • Hover mouse over question, click ••• and select “Delete”
      • The questioner will not see that their question was deleted
      • This action cannot be undone

     Do not use the “Type Answer” option.

    What if I need help/have a question during the panel?

    One of the co-organisers (Matt Baker or Brittany Dunn) will be the host of the webinar. If you encounter any difficulties, you can contact them through the chat function. You can also reach them through the contact information provided in the PDF with your unique login information.

    How do I attend other presentations during the conference?

    Along with your unique link to your specific panel, you will have also received a copy of the conference program with a link and passcode specific to each panel. Simply click the title of the session you wish to join and enter the appropriate passcode.

    I have specific questions about Zoom – where do I look?

    Zoom has a detailed Help Centre HERE. Click HERE to get to their Getting Started page where you can find helpful articles and training videos.

    Hardware & System Requirements

    While you can use Zoom in your web browser, we highly recommend you download the Zoom application on your computer and create an account. You can download Zoom HERE. Click the “Download” button under “Zoom Client for Meetings.” To download Zoom on a Mac, you will potentially need to change your security and privacy settings. Instructions on how to do that can be found HERE. Instructions on how to create a free account can be found HERE.

    If you already have Zoom downloaded, please ensure it is the most recent version. You can do this by clicking on your profile image in the top right corner of the application and selecting “Check for Updates” from the drop down menu.

    For Windows, you must be using Windows 7 or higher. If using your web browser, it must be Internet Explorer 11+, Edge 12+, Firefox 27+ or Chrome 30+.

    For Mac, you must be using macOS X with macOS 10.9 or higher. If using your web browser, it must be Safari 7+, Firefox 27+ or Chrome 30+.

    A breakdown of system requirements can be found HERE.

    You must have a webcam, microphone and speakers for video and audio. These devices can be internal (e.g. built in speakers) or external (e.g. USB webcam, headphones). Most laptops will have a built in webcam, microphone and speakers. Feel free to use headphones for your presentation.

    System Settings

    These settings are applicable to both Windows and Mac operating systems. In the Zoom application, these settings are all available under Settings (the gear icon). Instructions on how to change your settings can be found HERE.

    For Macs, you may need to give Zoom permission to access your camera and microphone. Instructions on how to do that can be found HERE.

    Video

    Click “Video” on the left-hand side of Settings. Whatever is in front of the camera should appear on the screen. If an image doesn’t appear, choose another camera option from the drop down menu.

    Audio

    Click “Audio” on the left-hand side of Settings. Click “Test Speaker” to test whether you can hear audio. Make sure your volume is turned up. If you cannot hear the test audio, choose another speaker option in the drop down menu then conduct the test again.

    Click “Test Mic” to test whether your microphone is working. Make sure your volume is turned up. If you cannot hear the test audio, choose another microphone option in the drop down menu then conduct the test again.

    We recommend checking the box “Automatically adjust microphone volume.”

    Share Screen

    Click “Share Screen” on the left-hand side of Settings. Check the box “Side-by-side mode.” This allows attendees to view your shared screen (e.g. a PowerPoint presentation) and your video.

    Zoom has numerous video tutorials which explain various aspects of Zoom. You can check them out HERE.