This page is intended for Talk Story and Workshop facilitators giving live presentations during the conference.
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 here: Zoom Quickstart Guide. Zoom also has numerous video tutorials, available here: Zoom Video Tutorials
Guide Contents
- Using Zoom
- Zoom Meetings for Workshops and Talk Story Sessions
- Other tips for your Workshop/Talk Story session
Using Zoom
How to download Zoom
Zoom is available for use on the web, however, some features, including those necessary for your workshop and talk story, are only available with a downloaded Zoom client. We recommend that you use the Zoom client on a laptop or desktop computer rather than a mobile device if possible.
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
Once you have the desktop Zoom client installed, please make sure it is updated a few days prior to the conference. Exactly how to do this depends on your operating system. See this Zoom support article for more details.
How to enable closed captioning for yourself
Closed captioning will be made available by the host, but all participants will have the ability to turn it on individually. If you would like to use them as well, follow the instructions below.
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 computer Zoom client, follow these steps:
Sign in to the Zoom desktop client.
- Join a meeting.
- 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:
- Click the upward arrow next to Start Video / Stop Video.
- Click Video Settings, then Accessibility.
- 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.
- Tap the Settings icon.
- Tap Meeting.
- 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.
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. Just like with closed captioning, pinning will be made available by the host, but all participants will have the ability to turn it on individually. If you would learn how to pin a participant’s video, follow the instructions below. This is especially useful if you are using an interpreter, or otherwise need to have one person 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
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. Zoom will be used for workshops, talk story sessions, and paper Q & A sessions. (For more information on poster sessions, refer to our Discord Guidelines for Presenters.)
How to request or give screen control
If you would like other facilitators to control your screen, or would like to request to control someone else’s screen, please see this guide from Zoom. Note that if you have a mac, you will need to give Zoom access in the accessibility tab before following these steps.
Zoom Meetings for Workshops and Talk Story Sessions
Zoom meetings are best for sessions with lots of interactive activities. This is why all Workshop and Talk Story sessions will be Zoom meetings. Participants can share their video and audio, and can use screen sharing if given permission.
During the session, the host can block audience video, audio, and screen share to avoid interruptions. During activity sessions, participants can have video, audio, or screen share abilities depending on the your preferences, communicated to the host beforehand. In order to minimize noise and disruptions, we recommend that whole group activities remain text-based (via chat and polls), and that video and audio interaction be reserved for breakout room work.
An ICLDC volunteer will be present to monitor the chat and polls for you as well as minimize disruptions from the participants. An organizing committee member will be present to host the meeting and provide support.
For more information on polls and breakout rooms for Zoom, see below.
Polls
The polls feature in Zoom allows you to create single or multiple choice polls for participants. You need to be using the desktop client (downloaded on your computer) in order to use polls. Only room hosts can set up and start polls, but you can manage them if you are made co-host(s).
If you plan on using the polls feature in your session, please inform the ICLDC Organizing Committee by February 28th at icldc@hawaii.edu, so that we can coordinate this with you. More information on how to use polls can be found on the Zoom website: Using polls in Zoom Meeting.
Breakout Rooms
The breakout rooms feature in Zoom allows you to create smaller Zoom “rooms” where participants can have discussions, participate in activities or group work, and then return to the main room. Only room hosts can set up and start breakout rooms, but you can manage them if you are made co-host(s). More information on how to use breakout rooms can be found on the Zoom website: Breakout Rooms in Zoom.
If you are planning to split participants into smaller groups via breakout rooms during your session, please inform the ICLDC Organizing Committee by February 28th at icldc@hawaii.edu, so that we can coordinate this with you.
Other tips for your Workshop/Talk Story session
Preparing for the session
When preparing for your session, remember to take the time to set up your audio and video correctly.
Make sure your face is clearly visible and in view of the camera. Place sources of light in front of you, not behind you. Test your device’s microphone to make sure it works.
To help you better prepare for your session, see the video clip below, created by the ICLDC Student Steering Committee.
Note: this is a clip from a larger video which was created for paper presenters (Guidelines for Pre-Recording Presentations), but these tips are helpful for the synchronous sessions as well. You will notice they mention “recording” several times throughout the video. This reflects the source. You will not record anything to prepare for your Workshop/Talk Story session.
Here are a few other resources that might help you prepare for your session:
Put it on your calendar
Remember to check the event page in Sched to see the time for your session and the link for the Zoom room. You can also find this information in the schedule grid on the Program page.
Starting the session
Please join the Zoom room 10 minutes before the event starting time. You can use this time to test your audio, video, and screen sharing settings. An ICLDC volunteer will be present to assist you with the technology, along with a member of the organizing committee.
If you would like to make a land acknowledgement, you can do so. Here are a few articles with tips on creating land acknowledgements:
Please note that land acknowledgements are highly dependent on circumstance and location. Crafting a land acknowledgement should be done as a result of research, consideration, and communication with the relevant nations and/or peoples involved.
During the session
ICLDC will have volunteers present in each Zoom room to provide technical support during your session. Our volunteers will manage the in-meeting chat, participants, and Zoom room settings so that you can focus on your presentation. An Organizing Committee member will also be present to host the session and support you.
Sharing your screen during your session
If you need to share your screen while presenting, you can do so. This video tutorial from Zoom shows you how to share your screen.
You can also choose to share audio from your device. If you want to do this, don’t forget to check the small box on the lower left called “Share Computer Sound” when beginning the screen share . Please note that if this box is checked, the participants will hear all sounds made from this device during screen share.
If you have further questions about using Zoom during your session, feel free to reach out to us at icldc@hawaii.edu.