Zoom Guidelines for Participants

This page provides some general guidelines for attendees of ICLDC 7, including how to download a version of the Zoom client, how to make sure your Zoom client is up to date, how to enable captions, how to join a Zoom meeting or webinar, and some considerations for both meetings and webinars.

If you are looking for information on a specific topic, please see the Guide Contents below. Click the link to go to the the relevant page section.

For the basics on how to get started with Zoom, review the quickstart guide for new users, available at: Zoom Quickstart Guide. Zoom also has numerous video tutorials, available here: Zoom Video Tutorials

Guide Contents

  1. How to download Zoom
  2. How to update your Zoom client
  3. How to enable closed captioning
    1. Captioning and interpreting during the conference
  4. How to pin a user
  5. Joining the Zoom Meeting or Webinar
  6. Inside the Zoom Webinar
  7. Inside the Zoom Meeting

How to download Zoom

You do not necessarily need to download a Zoom client (that is, a version you download to your device and install) as a participant; the web version of Zoom will allow you to participate in ICLDC 7 for the most part. However, some features are only available with a Zoom client. 

Click on the link below for instructions about how to install Zoom on your specific device: 

On Windows 
On Mac 
On Linux
On Android devices
On iPhones

How to update your Zoom client

If you have the desktop Zoom client installed, you should keep it updated. Exactly how to do this depends on your operating system. See the following Zoom support article for more details: Upgrade Zoom Video.

How to enable closed captioning

How you turn on closed captioning depends on whether you have Zoom installed on your computer, are using Zoom via the web, or are using Zoom with an app on your phone.

If you are using an installed Zoom client or the web client, follow these steps:

Sign in to the Zoom desktop client.

  1. Join a meeting or webinar.
  2. When closed captioning begins, you will see a notification above Closed Caption in the meeting controls.

Click Closed Caption to start viewing closed captioning. Tip: Click and drag the closed captioning to move its position in the meeting window.

To adjust the caption size:

  1. Click the upward arrow next to Start Video / Stop Video. 
  2. Click Video Settings, then Accessibility.
  3. Move the slider to adjust the caption size.

If you are using Zoom on your phone, follow these steps:

Sign in to the Zoom mobile app.

  1. Tap the Settings icon.
  2. Tap Meeting.
  3. Toggle Closed Captioning to on.
    When you are in a meeting where closed captioning is available, they will automatically appear on the bottom of the screen. 

Captioning and interpreting during the conference

All presenters have received instructions (and assistance, when necessary) for captioning video presentations and making slides and handouts accessible to visually impaired presenters.

At registration, attendees are able to request sign language interpretation, minimally in American Sign Language, and in other sign languages as our funding permits. We will have ASL interpreting all events in Zoom Rooms 1 and 2 and live English captioning for most events in those rooms. (This does not include the poster sessions on Discord.) The Hula sessions will be live English captioned.

All other Zoom rooms will have automatic captioning. We cannot guarantee the quality of automatic captions. Transcripts of the captions will not be available after any events, whether the captioning was live or automatic.

Please note, as we get closer to the conference date, our ability to accommodate new requests for interpretation and/or captioning becomes limited.

How to pin a user

You may want to pin a user to your screen. This means that the user’s video will always be visible, no matter who is speaking. This is especially useful if you need to see an interpreter, or otherwise need to have one or more people always visible.

The process of pinning a user is dependent on your operating system. Please see this guide to pinning for more details.

Joining the Zoom Meeting or Webinar

Check out Zoom’s short video on how to join a Zoom meeting and how to configure audio and visual settings. 

Please check Sched for the time and link for conference sessions. NOTE: You must be logged in to your Sched account to be able to see the Zoom links. Zoom will be used for workshops, talk story sessions, and paper Q&A sessions. (For poster sessions, refer to the Discord Guidelines for Participants.)

Note: Prior to each Zoom session, the room host may be doing tech checks with presenters and preparing for the session, so you may be placed in a waiting room until they are finished. Once they are ready, attendees will be allowed into the room.

Inside the Zoom webinar

The conference will be using Zoom Webinar for the opening and closing plenary events, as well as a few workshops and talk story sessions. Once you have joined the webinar, your mic will be automatically muted to ensure presenters aren’t interrupted. You can participate in the webinar in a few different ways:

Q&A: If you have a question for the presenter, please click on the Q&A button and type/submit your question. You will be able to see other questions submitted. If you would like to upvote (like) a question, click on the thumbs up symbol next to it. Questions with the most upvotes will appear at the top of the list. After the presentation is over, the presenter will look at the Q&A list and answer questions as time permits.

Chat: Click on the Chat window and feel free to post comments and reactions to the presentation in an appropriately professional manner (see Netiquette below). You can direct chat posts to “Panelists Only” (which will go to the host and presenters) or “Everyone (Panelists & Attendees),” so all can see and share. 

Inside the Zoom meeting

Most of our events will be held in a Zoom Meeting. There are a few more considerations to be aware of in this type of Zoom room.

Upon entering the Zoom Meeting, please make sure your mic is muted. Later in the session you may unmute your mic when appropriate (for example, in a breakout session), but to prevent disruptions to the presenters we ask that all attendees stay muted unless otherwise invited to speak by the Zoom moderator or presenter. You may participate in a Zoom Meeting in a few different ways:

Breakout Sessions: If the meeting you’re in has a breakout session, you may be transferred to a separate breakout room automatically. Otherwise, a pop-up will appear inviting you to join the breakout session. Click on the “Accept” button and Zoom will transfer you to the room. After you conclude the activities in the breakout room, click on the blue “Leave Room” button in the lower right corner of the screen. This will transport you back to the main room where everyone will come together. 

Chat: In a Zoom Meeting, you are able to message everyone in the chat, or message one person specifically. To send a message to one person, first open the chat by clicking on the icon in the bottom center of the screen. The chat message default setting sets the recipient to “Everyone”, but you can change this by selecting the drop-down arrow next to the word “Everyone” and selecting the name of the person you want to contact. Keep in mind that all messages sent via the chat, regardless of whether the recipient is a specific person or the whole group, will be recorded and sent to the meeting host. Please refer to the Code of Conduct page to learn what is considered appropriate for our conference.

Reactions: The reactions icon can be found at the bottom center of the screen. The two reactions available are a thumbs-up and a pair of hands clapping. Using a reaction will post that icon in the corner of your audio feed, which will disappear automatically after a few seconds. Using these reactions can be a useful way to express appreciation without being disruptive and can also be used to give a round of applause at the end of a presentation.

Participant Menu: In a Zoom meeting you may communicate with the presenter via the Participant Menu. Click “Participants” to open the menu. From there you will find buttons to raise your hand, answer ‘yes’ or ‘no’ to a question, as well as other options.