Hosting

Creating & Hosting Meetings Using ZOOM

Meeting Settings
When you send out invitation links, meeting IDs, and passwords, please let the attendees know that the information should not be shared on social media or posted on the Internet.

Meeting Settings

Before creating a meeting, it’s a good idea to go into settings of the account to turn ON/OFF various settings depending on your requirement. You can find the settings at https://ZOOM.us/profile/setting

Creating Recurring Meeting

After login, create a recurring meeting by clicking Meetings - Schedule a New Meeting. Under Recurrence, select No Fixed Time. This way you can start and end the meeting on demand. As per the latest direction, Meeting password is required.


After you create the meeting, you can see the newly created meeting under Meetings at https://ZOOM.us/meeting.




To get the meeting link and the meeting ID, click on the meeting name and this will open a new page.

 If you would like to edit the created meeting to make any changes, you can click on the Edit this Meeting towards the bottom right of the screen which will take you to the page where you created the meeting (see the screenshot on the previous page).


    Install the ZOOM application on your computer by accessing the meeting link or by visiting https://ZOOM.us/download
    Open ZOOM application on your computer and login with your https://ZOOM.us/ credentials (User ID and Password). After login, click on Meetings, select the created meeting and click Start.




You can mute/unmute yourself, start/stop your camera, control attendees and share your screen from this window.

 You have access to following actions from the Participants window. To access Participants window, please click “Manage Participants”
·         Mute All
·         Unmute All
·         More
Mute Attendees on Entry
Allow Attendees to Unmute Themselves
Allow Attendees to Rename Themselves
Play Enter/Exit Chime
Lock Meeting

Co-Host

The co-host feature allows you to share hosting privileges with another user in a meeting. This can be useful to allow another participant to manage the administrative side of the meeting, such as muting participants or starting/stopping the recording. You can assign up to 50 co-hosts in a meeting. Co-hosts are assigned during a meeting and cannot start a meeting. To get to this setting, select participant and click more from the participant window

 If the Host loses connectivity to the internet during the meeting, Co-Host will automatically become a host. Co-Host doesn’t need to be a paid user. It is extremely important to have at least one Co-Host per meeting. You can promote a participant to a Co-Host by selecting the participant and click Make Co-Host.


In order to make some a co-host, a setting should be enabled under https://ZOOM.us/profile/setting


Video Spotlight

Spotlight video puts a participant as the primary active speaker participant for all participants. All participants only see this speaker as the active speaker. 
In order to spotlight a participant, mouse over the participant name under Participants list and click More (you can also get to this menu from mouse over the Participant video tile). From there click Spotlight Video or Cancel the Spotlight Video. The participants video should be on for this to work.




If the host needs his video to be spotlighted or cancel spotlight, he will need to access the menu by mouse-over on the video of the host.
 

 If the video is not on, you can ask the participant to turn on their camera or you click Ask to Start Video. The participant will get a prompt on their screen to start their video.



If you need to turn off the video of a participant, you can do so by clicking Stop Video. If the Host stops the video of a participant, the participant will not be able to start the video from their end, the host should send a request to Start Video.

If a participant needs to be removed from the meeting, host can do so by clicking the Remove option. Participant will not be able to join the meeting again for the duration of the current meeting.

Mute/Unmute Participant

While setting up the meeting, it is recommended to start everyone as muted (under meeting Settings in the meeting creation window). A minute or two before the start of the meeting, Host or C0-Host will need Mute All and then Unmute the chairman. Before Muting All, you will need to clear the check mark on Allow Participants to Unmute Themselves. Enabling this feature will allow participants to unmute themselves and this could cause disturbance during the meeting.

 You can access below menu by clicking



Raise Hand

Participants can raise hands to comment. When a participant Raise Hand, you will be able to see it at the top of the window or under the aprticipants window. When they lower the hand, notification will go away.



Host or co-host can lower the hands of all by clicking the Lower All Hands. How will need to do this before the conductor moves on to the next question.

Screen Sharing

To Share a screen or running application in your computer, click Share Screen on the main window and select the application you like to share (in this case the video player). If you are sharing content with audio (video), please check the Share computer Sound at the bottom of the screen also Select Optimize Screen for Video Clip.



After you click Share, click the expand icon on the bottom of the video player for the participants to see the shared video in full screen (Movies & TV video application in windows 10 was used in this tutorial to play the video. If you are using a different player, this setting will be different)

After you click Play on the video player, do not minimize or bring any other window on top of the video player, doing so will pause the video for the attendees (audio will still be playing).

Selecting Audio/Video Devices

If you have multiple audio/video input/output devices in your computer, select the appropriate device by clicking the Mute/Unmute or Start/Stop Video icon. Wrong selection of devices will cause one-way audio or video

Sample meeting Walk-through steps

All Local Participants

  1. Download all 3 songs video from jw.org
  2. Start the meeting from the ZOOM application
  3. Just before the program starts mute all attendees.
  4. Ask the Chairman, the PT speaker and the WT conductor & Reader to turn on their camera
  5. Unmute the Chairman and spotlight the Chairman’s video
  6. When the Chairman request the opening song, mute the Chairman
  7. Open the song video and click pause
  8. Share the video player from the ZOOM application
  9. Click play on the video player
  10. When the video ends, click Stop Share
  11. Unmute the Chairman
  12. When the Chairman invites the PT speaker, cancel the Chairman’s camera spotlight and mute the Chairman
  13. Unmute the PT speaker’s and spotlight the PT speakers’ video
  14. At the end of the PT mute and cancel the PT speaker’s video spotlight
  15. Unmute the Chairman and spotlight the Chairman’s video
  16. When the Chairman invites the WT conductor, cancel the Chairman’s camera spotlight and mute the Chairman
  17. Unmute the WT conductor and spotlight the WT conductor’s video
  18. When the WT conductor request for the middle song, mute the WT conductor
  19. Open song video and click pause
  20. Share the video player from the ZOOM application
  21. Click play on the video player
  22. When the video ends, click Stop Share
  23. Unmute the WT conductor and spotlight the WT conductor’s video
  24. When WT conductor ask for comments, unmute the commenter and once done with comments, mute the commenter (repeat this step for all commenters)
  25. When the WT conductor requests the closing song, mute the WT conductor and cancel the camera spotlight
  26. Open the song video and click pause
  27. Share the video player from ZOOM application
  28. Click play on the video player
  29. When the video ends, click Stop Share
  30. Unmute & Spotlight the PT speaker for concluding prayer
  31. After the meeting click End Meeting

Hybrid (local speakers and WT stream) - Weekend Meeting

  1. Download opening songs video from jw.org
  2. Download prerecorded meeting video from https://stream.jw.org. Either cut the downloaded video to remove the PT or make a note of where the WT Study starts
  3. Start the meeting from the ZOOM application
  4. Just before the program starts mute all attendees.
  5. Ask the Chairman, the PT speaker and the WT conductor & Reader to turn on their camera
  6. Unmute the Chairman and spotlight the Chairman’s video
  7. When the Chairman request the opening song, mute the Chairman
  8. Open the song video and click pause
  9. Share the video player from the ZOOM application
  10. Click play on the video player
  11. When the video ends, click Stop Share
  12. Unmute the Chairman
  13. When the Chairman invites the PT speaker, cancel the Chairman’s camera spotlight and mute the Chairman
  14. Unmute the PT speaker’s and spotlight the PT speakers’ video
  15. At the end of the PT mute and cancel the PT speaker’s video spotlight
  16. Unmute the Chairman and spotlight the Chairman’s video
  17. When the Chairman invites the WT Streaming, cancel the Chairman’s camera spotlight and mute the Chairman
  18. Open WT study streaming video
  19. Share the video player from the ZOOM application
  20. Click play on the video player
  21. When the video ends, click Stop Share
  22. Unmute & Spotlight the brother offer concluding prayer
  23. After the meeting click End Meeting

Stream Only

  1. Download prerecorded meeting video from https://stream.jw.org
  2. Open the prerecorded meeting video and click pause
  3. Start the meeting from the ZOOM application
  4. Mute all participants just before the program starts
  5. Share the video player from the ZOOM application
  6. Click play on the video player
  7. When the video ends, click end meeting

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