Zoom Meeting Guide

ACM has purchased a number of Zoom licenses to assist conferences holding virtual events.  These licenses are shared among all ACM''s conferences.  

Each conference may request up to 5 licenses which can be utilized as webinars OR meetings for up to 500 people. These are available up to 4 weeks prior to and 4 weeks following the conference.  Licenses may be requested by contacting your SIG Services Staff Liaison

Please remember these are shared licenses and should only be requested based on the time period as outlined above. Returning them to ACM promptly after the event will help other conference organizers.

If you require more than 5 licenses, ACM can purchase additional zoom licenses on behalf of your event and charge the expense to the conference budget. If you find you need many licenses, you may want to consider using a virtual event platform geared towards larger audiences that offers more robust features to accomodate poster sessions, social events, sponsor interaction, etc. Platforms used or being considered by ACM conferences include:

If you plan to use a platform, please notify your SIG Staff Liaison so they can assist you with contracting.  


Meeting vs. Webinar

  • Unlimited time for meetings and webinars.
  • Up to 500 participants for meetings.
  • Up to 500 attendees for webinars.
  • Registration can be required for meetings and webinars (CVENT integration is available for ACM accounts).
  • Importing Webinar Registrants Via CSV
  • Chat capability is available for meetings and webinars.
  • Saving in-meeting chat for archiving or later use.
  • Unlimited cloud storage for recording of meetings and webinars.
  • An option is available for Enabling the recording disclaimer.

Meeting

  • Host required, can appoint co-hosts.
  • Participants can all participate equally (participants can be muted or dropped by the host/co-host).
  • Breakout rooms – can be set up ahead of time,or on-the-fly. Participants can be moved to these rooms by pre-assignment or by the host manually and then returned to the “main” room automatically, when the breakout room closes or by their own action. Each room has its own chat session and the host can message all rooms.
  • Enabling breakout rooms
  • Managing breakout rooms
  • Pre-assigning participants to breakout rooms

Webinar

  • Host required, can appoint co-hosts.
  • Panelists can all participate equally.
  • Attendees are in “listen only” mode (attendees can be promoted to panelists by the host/co-host).
  • Q&A can be enabled to allow attendees to ask questions during the webinar. Host, co-hosts and panelists can answer questions. Public Q&A can be enabled and attendees can answer each other’s questions.

Recording Conference Sessions

Zoom has the ability to record conference sessions directly to Zoom for download. Please see the following section in the Zoom Help Center for instructions: 

**Important to note: ACM Zoom accounts are shared accounts. Once your conference has concluded the account is reset for another conference to use. Therefore, it is important to download any recorded material immediately following the conference, preferably at the end of each session if possible.  The files download quickly and no rendering is needed. Another option is to record directly to a desktop computer while the sessions are taking place. Please see local recording in the Zoom Help Center for these instructions.

General Tips

  • Make sure to use the latest version of Zoom, minimum version should be Zoom 5.0.
  • Recording:
  1. Decide about recording ahead of time.
  2. Inform all those involved that it will be recorded and “enable the recording disclaimer.” 
  • Suggested Options:
  1. Meeting ID: generate automatically (avoid using a personal meeting ID other than for personal, on-the-fly use.)
  2. Require password.
  3. Video, off by default.
  4. Audio, allow for telephone and computer.
  5. Enable join before host (only allow for less formal and recurring meetings).
  • Suggested Behaviors:
  1. Hosts should click “manage participants” to keep the participant screen open.
  2. Hosts can mute and stop video for people.
  3. Hosts can remove someone for abuse.
  4. Hosts can “spotlight” a person, (make them the focus of the room, “larger image”).
  5. As the Host, spotlight yourself to start the meeting.
  6. Hosts should click “chat” to also keep the chat screen open.
  7. Chat can be sent to “everyone” or to individuals.
  8. Chat log can be saved, click on “more” in chat screen and click “save”. You can do that along the way or at the end.
  9. Your View - all users can toggle their view using the options in the top right corner.
  10. Speaker View - focuses on the active/talking user.
  11. Gallery View - always shows all participants.
  12. Non-Video participants can be dropped from this view using the menu options on the top right of the participants blank video display.
  13. Polls, (meetings and webinars), can be set up ahead of time or in advance. Polls can be timed. You can download poll reports. You can share with a group anonymously.
  14. Screen share – share a particular window or the entire desktop. In most cases you will want to share a particular window. Only when appropriate, “share computer sound” can be checked during the screen share process.
  15. Hide floating controls during screen share, in “more (…) “, hit ESC to get them back.
  16. Pause screen sharing, this is a great way to keep the screen up for everyone while you look something up.
  17. Annotate helps with pointing to parts of the screen, (mouse arrow to leave marks, spotlight).

Personal Tips

  • Move your Zoom screen so that your own image is centered with your camera so that it appears that you are looking at the group.
  • Useful options:
  1. Touch up my appearance.
  2. Enable mirror effect.
  • Enable HD only if you have good bandwidth (not needed in most cases).
  • You can fix/change how your name is displayed by clicking on your own video image and clicking rename.

Other resources