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General Procedure for Remote Seminars

 

Below is the general outline of the virtual seminars at MLML
  1. 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
  2. Speaker shares their screen with title slide at 3:55pm
  3. Just before 4pm the host will mute themselves, co-hosts, speaker, and sponsor
  4. Participants allowed in from waiting room
  5. Host starts the YouTube stream
  6. Host starts the recording in the top left corner of your Zoom window
  7. Host will send reminder about chat configuration to the group: 
    • "Hello everyone, I would like to remind you all that the chat configurations are set up so that only the host (me) can see your messages. If you have a comment or question for [Speaker's Name], please wait until the questions portion of the presentation and use the raise hand feature to address the speaker."Unmute sponsor at ~4pm - sponsor will introduce the speaker
  8. 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.
  9. Sponsor is muted after intro
  10. Host will unmute speaker to begin their presentation
  11. During presentation, Host and Co-Hosts will:
    • Mitigate any tech issues that arise
    • Kick out unwanted participants (Zoombombers!)
  12. Questions Portion:
    • At this point, the host maywill allow peopleeveryone to turn on their video by checking it in the Participant options window
    • 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
  13. Speaker says a closing statement
  14. Live Stream and recording stopped
  15. 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
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