Presentation/Events/Hybrid meeting checklist & troubleshooting/tips

Owned by jschmied
Last updated: Apr 26, 2023
5 min read

If you are planning a hybrid meeting or an event that will include a hybrid portion or video whether on teams or through Zoom here are some steps you can take when getting ready for the meeting, event or presentation to make it easier for health computing and your team.

Please go to https://uwaterloo.atlassian.net/servicedesk/customer/portal/166/group/527/create/11719 to request assistance with a presentation, event, or hybrid meeting.

 

  1. Provide any presentation material earlier in the day or days before to the health computing staff so we can load it on the podium computer and get it up and running with or without the candidate present.

  2. Being as detailed as possible in what you need for the presentation/meeting when asking health computing for assistance, if it needs to be recorded, if there is a need for more than one microphone for a Q&A, Location or Locations, if person will be using own equipment so that health computing can make sure things run smoothly as possible. (Who, What, Where, When, Why)

  3. Please use the in-room computer unless you are planning a demonstration using software on your computer etc.

    • If the latter, please arrive at the at the presentation room 30 minutes to an hour before so the health computing staff have time to get the computer setup and if there are any problems a suitable plan can be worked out to facilitate things if something may go wrong.

    • Online presentations meet with presenter before hand if possible and test there connection to make sure things are good, they should wire into there home network to ensure good connection if possible. Ask if Teams or Zoom works better for them.

  4. Let your presenter know that they will be presenting to an online audience from within Teams or Zoom (as well to an in-room audience)

  5. Appoint someone in the room to liaise with the online audience via chat etc so that questions can be answered or if there are problems they can be noted and the health computing team can assess. (Health Computing is not responsible for this role)

  6. Creating a meeting for Teams or Zoom in your calendar you want to do the following:

If you have more than one meeting occuring through Teams or Zoom, please provide Health Computing with the links to both and we will make sure both are available.

Teams Meeting Configuration

  • You want to click on the Teams Meeting option under Meeting at the top of your meeting and it will expand and show you Meeting Options, you want to click on that.

     

  • When you click on that the Meeting Options window will open and you want to make sure that you add Trevor, Brent, Josh as co-organizers and anyone else you may think you’d want to have control of the room. Being a co-organizer allows users to start and stop recording of the session and transcription while in the meeting as well as mute users microphones etc.

Once done adding your co-organizers you can also set other options for the meeting if you’d like, if done scroll to the bottom and click Save.

You can then send out the meeting invite.

Zoom Meeting configuration

  • For Zoom you want to do the following below, create a new meeting and add your required users including Trevor (etbain@uwaterloo.ca), Brent (bkclark@uwaterloo.ca) and Josh (jschmied@uwaterloo.ca) then click on Schedule a Meeting above.

  • Once the Zoom Schedule Meeting window opens you want to click on the Advance Options at the bottom.

  • Once Advanced Options are open you want to go under Alternative Hosts and add Trevor, Brent and Josh as well as anyone else you want to be able to start the meeting, record or mute users etc.

  • Once set click Save at the bottom. You can then send out your meeting to everyone.

This can also be done through the Zoom desktop application on your machine by using the Schedule option under the Home tab at the top of the Zoom desktop application.

Troubleshooting connection issues with meetings

If you are running into problems with connection issues you can do the following:

  1. Reboot machine

  2. Close any programs not needed for presentation so just have Teams/Zoom open and just there presentation.

  3. Have all users in the presentation/meeting turn off there camera unless needing it to speak and only have the presenters camera on.

  4. If using Teams or Zoom can switch from one to the other as one software may run better than the other for the presenter

  5. if using Zoom go into the settings at the top right of the Home area of Zoom and under Video uncheck the HD option

  6. If all else have the user phone in for audio and do the video from Teams/Zoom