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Online meeting & event guidelines

General guidelines

Following these suggestions will help make your online meeting or event participation as efficient as possible:

  • Take steps to ensure your internet connection is as fast and stable as possible:
    • Wired connections are usually better than WiFi.
    • If using WiFi, sit in a place with a strong signal.
    • Stop or pause applications that might be consuming bandwidth in the background (Dropbox and Google Drive syncing, downloads, etc.).
  • Join the meeting from a quiet space where you will not be disturbed by noise, phone calls, colleagues, etc.
  • Use a headset, earbuds or microphone that doesn’t pick up noise from the room. Adjust your microphone input volume (instructions for: Windows or macOS).
  • Mute yourself when you’re not speaking. (There are keyboard shortcuts to make this faster.)
  • Having a webcam is optional but it’s helpful to be able to see folks when they’re talking.
  • Install & test Zoom in advance of the meeting (see below for details).
  • Join the meeting a few minutes early, so you have time to work out any technical issues.

Install & test Zoom

We use Zoom for consortial events and meetings, which requires installation on your device.

Presenters will probably be more comfortable using a computer, but it is possible to present on a mobile device.

  1. Download Zoom prior to joining (you only need to do this the first time):
    • PC or Mac plugin
    • Android app
    • iOS app (iPhone/iPad)
  2. Test your system to minimize technical issues.

Note: while it is possible to access Zoom on a computer without the plugin, the connection quality is noticeably lower and should only be used as a last resort. Hosts and presenters must use the Zoom plugin/app.

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