To make sure your online event is positive, please familiarise yourself with our general tips and procedures below. These are designed to optimise the event experience for yourself and your fellow delegates.
Your online development centre will involve some interactive exercises and discussions. To help you interact effectively with the content and fellow participants, please be prepared to use your video and microphone throughout the event. Zoom is our chosen platform for online events. You do not require a Zoom account to use the platform, but it can be helpful to set one up beforehand.
Joining the meeting
- It is recommended that you join the meeting via a PC or laptop with a webcam and keyboard. Accessing via devices such as a smart phone or tablet will restrict some of the functionality for you, so it is not recommended.
- To join the meeting, use the link sent to you in the event joining instructions – this will automatically let you join the meeting.
- If you have not used Zoom before, this link will prompt you to download the application, enabling you to join the meeting.
- If you are unsure, here is a 1-minute video demonstrating the login process:
https://support.zoom.us/hc/en-us/articles/201362193
- When joining, Zoom will prompt you to add your name and email address. Please include your first name and surname when entering the meeting so we can ensure the correct participants are entering the event.
- You will initially be sent to a waiting room when joining the event. This is so that we can check registration details. Therefore, please ensure you have your full name on your account to avoid delays or confusion.
- Please join the event early – ideally 15 minutes before the start time. This allows time to complete registration and ensure everything is working correctly and – if there are any issues – allows time to access help if required.
- For security reasons and to maximise the experience, the event will be locked 5 minutes after the start time, therefore your punctuality is appreciated.
Etiquette during the meeting
- We ask that all delegates mute themselves when the speaker or other delegates are talking to avoid background noise interfering with the session. We may also mute all participants when main instructions are being provided.
- There will be opportunities to ask questions, however, should you have one please use the “raise hand” feature and wait to be invited to speak, or you can post your question using the chat function.
- You can use the chat function to raise questions at any time. We will monitor this and aim to address all questions during the day.
- We understand there can be distractions, therefore consider how you can minimise these. Some suggestions are as follows:
- Close other browser windows
- Turn off email notifications
- Close your email for the duration
- Mute your mobile phone and any other devices
- Select a quiet location where you are likely to be free from interruptions
- Should you lose connectivity in the middle of the event, you can follow the same link and password to re-join. You will be sent back to the waiting room, where a member of the assessment team will let you in as soon as they can.
Helpful Zoom tips
- Make sure you have comfortable seating and lighting available.
- A headset or headphones are not a prerequisite; however, they can be beneficial in optimising your audio experience and reducing background noise. It is however perfectly acceptable to use the in-built functions on your device if you prefer.
- If you need to leave the event temporarily outside of one of the scheduled breaks, please advise the facilitator using the chat function so that we can manage any scheduling impacts this may present.
- If you are struggling with connectivity or lose signal during the event, try turning your camera off as this can reduce bandwidth.
- You can turn the volume of your microphone up using the arrow next to the microphone symbol which takes you to the settings. This may be beneficial if delegates or speakers state that you sound quieter than others.
In the event of any problems please contact your system administrator or Sue Davis on 07507 272989.
