Webinar Tips

How to…

Virtual meetings, webinars and conferences are a sign of the times. These tips will help you shine as you host, present, or participate.

Technology Tips for Panelists and Presenters

  • Please keep your video while on the webinar and mute yourself when you are not speaking.
  • Consider including you name, pronouns, and organization, and an asterisk before your name, so we can find you easily on the participant list, when you enter the Zoom room.
  • To increase accessibility, we will alternate between sharing screens with slides and staying in gallery view.
  • A neutral background without personal identifiers in the video screen makes it easier for attendees to concentrate on webinar content instead of the books on your shelf.
  • A bright shirt allows attendees to more easily see you on the screen.
  • Test the lighting in your office to verify your face is front-lit so attendees can see your face clearly.
  • Test to make sure no items in the background are coming out of your head or shoulders when on screen (plants, pictures, lamps, etc).
  • Mute your computer and cell phone notifications.
  • If family or pets are in the home office environment and will distract you, close the office door and hang a reminder on the door to indicate you are being filmed and will sign family autographs during lunch.
  • Enjoy coffee or water in a cup with your work brand on the side.

Technology Tips for Attendees

  • Download Zoom client for meetings the day before the webinar if you do not currently have it installed.
  • Crowdcast offers a set-up page.
  • Click open the Zoom or Crowdcast link several minutes before the webinar or event begins to join and get settled in.
  • Unmute during networking time. We want to meet you!
  • A bright shirt allows panelists and presenters to more easily see you on the screen.
  • Test the lighting in your office to verify your face is front-lit so panelists, presenters, and attendees can see your face clearly.

Accessing Crowdcast

Most online meeting platforms have similar functionality, we use Zoom, Crowdcast, and Teams.

  • Check with your IT department to confirm approval to set up a Crowdcast account.
  • Create a Crowdcast account the day before the webinar or meeting if the software or application is not installed on your computer.
  • Test features such as video, audio, and chat.

Accessing Gather.town

Gather.town is used as a tool to facilitate small-group conversations in an environment imagined by the host. Participants can move through Gather.town in a manner similar to walking around a room to meet new people or talk to a collaborator.

  • Check with your IT department to confirm approval to set up a Gather.town account.
  • Create a Gather.town account the day before the webinar or meeting if the software or application is not installed on your computer.
  • Test features such as video, audio, and chat. Create your avatar and explore the test environment.

Accessing Zoom

Most online meeting platforms have similar functionality, we use Zoom, Crowdcast, and Teams.

  • Check with your IT department to confirm approval to download and install Zoom.
  • Download Zoom client for meetings the day before the webinar or meeting if the software or application is not installed on your computer.
  • Test features such as video, audio, and chat.
  • Minimum requirements for Zoom on handheld devices.
  • Minimum requirements for Zoom on computers.
  • Some users enjoy virtual backgrounds. The Zoom website offers tips on using the feature.

Technology Tips for Recording

  • Recording a Zoom video.
  • In the Zoom app:
    • Preferences > Video
      • Enable HD
      • Choose camera for external feed
      • 16:9 widescreen aspect ratio
    • Preferences > Recording
      • Optimize for third party editor
      • Record separate audio file for each participant
      • Record video during screen sharing
  • Video editing:
    • Title screen fade in and out
    • Fade-to-black at the end before a credit screen
    • Credits screen at video end that fade up from black and include logo, organizational name, social handles, website and copyright year prior to fade out