5. During the event

At the beginning of the meeting

• Make sure the sound is heard and the video image and presentation are displayed.

• Give guidance to participants on how to make questions: whether microphone is primarily used or Zoom chat function, and whether questions are answered during the meeting or only at the end of the meeting. Also give instructions about meeting buttons (mic, video, chat, possible polls).

• Make the meeting schedule visible to participants.

• Inform the participants if you record the event.

During the meeting

• Following the chat; if the questions are only addressed at the end of the presentation and the discussion is lively, it may be easiest for the chat follower to pick up the questions as they come up.
• Stay on schedule.

Notice: You can save the zoom chat!

At the end of a session, before the break, we would invite all the participants to unmute themselves (the chair would say it, while the technical host was in charge of actually pressing the button) and give a round of (physical) applause to all the speakers in the session. People liked that idea a lot, because it gave more of a feeling of a real conference.

AiML conference - August 2020