General Procedure for Remote Seminars

Below is the general outline of the virtual seminars at MLML

Speaker and sponsor should join at ~3:50 pm PST
- IT host will go over this procedure with the speaker and sponsor one last time
Speaker shares their screen with title slide at 3:55pm
Just before 4pm the host will mute themselves, co-hosts, speaker, and sponsor
Participants allowed in from waiting room
Host starts the YouTube stream
Host starts the recording in the top left corner of your Zoom window
Sponsor or Visiting Scientist will introduce speaker and will read the following etiquette script:
- All audience participants will be muted throughout the seminar.
- Please DO NOT attempt to turn on your video or share your screen during the talk.
- There will be an opportunity for the audience to ask questions live at the end of the talk just like a normal seminar. Once the speaker has finished their talk, you can use Zoom’s raise hand feature to notify the meeting host that you’d like to ask the speaker a question. The raise hand feature is located under the participants tab at the top of the Zoom window.
- You are invited to turn on your video during the questions portion of the talk.
Sponsor is muted after intro
Host will unmute speaker to begin their presentation
During presentation, Host and Co-Hosts will:
- Mitigate any tech issues that arise
- Kick out unwanted participants
Questions Portion:
- At this point, the host will allow everyone to turn on their video
- Sponsor will facilitate questions
- Speaker will either show questions slide, or stop their screen share and start their video
- People raise their hand on Participant screen & Hosts unmute them
Speaker says a closing statement
Live Stream and recording stopped
The sponsor is made the host of the Zoom meeting and the informal happy hour begins (optional)
- Duration of the happy hour is managed by the sponsor and the speaker, and can be concluded at any desired time