Using Zoom Rooms 

• Use a Zoom Room, if needed. You can find them in the NYC office in Mobile Zoom Room, 5D, 6A, 6C, 6D, 6E, 6F.
• In the SF office: SF Columbia Room, SF University of California Room, Zoom Room 5A, Zoom Room 6C.
• Familiarize yourself with Zoom Room before your meeting. Visit Zoom for instructional videos and run a mock presentation in our Zoom Rooms.
• If the hybrid presentation takes place in a large conference room be sure to use microphones or have the presenter repeat any questions so that remote participants hear the questions.
• Rehearse your hybrid meeting before the presentation date.
• Make sure in-office speakers can be heard by remote attendees.
• Add buffer times to the beginning and end of a meeting so that you can start and end meetings in time for other staff meetings.

Meeting settings

• Familiarize yourself with Zoom before your meeting. Visit Zoom for instructional videos.
• Establish security settings in the meeting beforehand.
• As a host or co-host use the in-meeting controls to manage participants.
• If you are sharing sound with participants during your presentation, temporarily disable notification alerts (Windows OS) to avoid unnecessary interruptions; remember to re-enable after the presentation is over.

Meeting soft-skills

• Welcome your participants, have icebreakers, consider an introduction, an agenda, set the tone, add interactive features (technical features like polls, break out rooms) to keep attendees engaged.
• Rehearse your hybrid meeting before the presentation date.

Meeting considerations

• Zoom Meetings for individuals can support 500 participants.
• For meetings requiring more, 1,000 participants Zoom Meeting licenses are available, contact support.request@seo-usa.org to request temporary access.
• Zoom Webinars can be used if you require a virtual lecture hall experience with low interaction from the audience. Comparison of Zoom Meeting and Webinar.