Zoom Guidelines for Participants (live/simulive sessions)

Aloha nui loa! This document provides some general guidelines for attendees of ICLDC 8, including how to download 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, some considerations for both meetings and webinars, and lastly some conduct guidelines.


How to download a Zoom client (with instructions for your specific device)

How to update your Zoom client

How to enable closed captioning (for desktop or mobile)

How to pin a user

Joining the Zoom Meeting or Webinar

Inside the Zoom Webinar

Inside the Zoom Meeting

Netiquette Guidelines

How to download a Zoom client

You do not necessarily need to download a Zoom client (that is, a version you download to your device and install) as an attendee; the web version of Zoom will allow you to participate in ICLDC 8 for the most part. However, some features, especially for presenters, are only available with a Zoom client. 

You should also review the quickstart guide for new users, available at: Quickstart Guide

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. This is explained in greater detail at the link below.


How to enable closed captioning

Desktop client

  • Sign in to the Zoom desktop client.
  • Join a meeting or webinar.
  • 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.

(Optional) 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.

Mobile app

  1. Sign in to the Zoom mobile app.
  2. Tap the Settings icon.
  3. Tap Meeting.
  4. 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 is especially useful if you are using an interpreter, or otherwise need to have one person always visible. The link below explains how to pin a user to your screen.


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 (our conference scheduling app) for the time and link for conference sessions. Zoom will be used for keynote addresses, workshops, talk story sessions, and paper Q & A sessions. 

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 

This conference will be using Zoom Webinar for the opening and closing plenary events. 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 in the toolbar at the bottom of the screen 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. 

View this short video for more detail on how to use the Q&A and Chat features in Zoom Webinar.

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 moderator or presenter.

Breakout Sessions: If the meeting you’re in has a breakout session, you may be transferred to the 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 Netiquette Guidelines below 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.

Netiquette Guidelines

For this academic event, we encourage appropriate and professional comments and reactions in the Chat and Q&A. Please follow these guidelines. Participants who violate these guidelines will be warned and may be removed from the virtual room by the host if inappropriate disruptions persist.

  • Treat fellow attendees and presenters with respect in all types of online 

communications, and please be mindful of the diverse backgrounds and experiences of attendees.

  • Review and edit your post before posting.
  • No swearing or personal/insulting remarks.
  • Avoid text speak and slang .
  • Keep use of caps lock to a minimum.
  • Be careful when using humor or sarcasm as much can be lost in translation and give offense in an online environment.