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Simu-live hosting instructions

Congratulations! You're hosting one of our simu-live presentations at Discovery. What should you do?

 

• Make sure you have a local copy of the .mp4 recording of the paper to be presented.
  Find and download the recording from this OneDrive folder.
• Open the .mp4 file in your favorite video player
  Quicktime on the Mac; Windows Media Player on Windows. Make sure it plays back smoothly. Keep this open as you will share this window during the Zoom meeting.
• Join the Zoom meeting about 15 minutes before the presentation is scheduled.
  About 15 minutes before the presentation is scheduled to begin, get into the Zoom meeting from the link in your calendar appointment or by the "Join" button next to the agenda item on discovery.jmp.com. Then join the appropriate Zoom breakout room. Your presenter and steering committee member should arrive about the same time.
• The Presenter and Steering Committee member will need to be made co-host before joining the breakout room.
  This will make it easier for you to find them in the participants list (they'll be at the top), and give them some control over the meeting.
  
• Set the Zoom options.
  Turn off the options for Allow Participants to Unmute Themselves and Play Sound When Someone Join/Leaves.
  
• Make a plan with the steering committee member and the presenter.
  Steering committee member will introduce the presenter. Then presenter can make some initial comments and ask you to play the video. The presenter may want to re-do the presentation live or the presenter may want to interrupt the recording to clarify or elaborate. However they want to do it is fine. Variety is the spice of life.
• Consider asking some attendees to un-mute before the presentation begins.
  This will allow the presenter to have some brief conversation with attendees. This can help put the presenter at ease. Think of the milling around that happens before a presentation in an in-person presentation. We can try to recreate that by un-muting some (all) attendees before the presentation starts. 
• At the appointed time, turn it over to the steering committee member.
• When cued by the presenter, encourage questions and comments in the chat and begin screen sharing.
  Do NOT enable the option to optimize sharing for video. It will lower the resolution of the shared video to increase frame rate. That's not helpful and makes the video blurry. You still need to enable option for sharing computer sound.
   
• Play the video.
  Your computer audio volume will likely affect the audio for viewers so don't mute or turn it down.
• After the video plays, allow participants to un-mute.
  Go to the participants window and turn on the option to allow participants to un-mute.
• Ask them to raise their hand to ask a question.
  They will find the non-verbal feedback options in the participants panel on their computer.

• Ask the attendee who is called upon to un-mute.
  Hover over the attendee's name in the participants list to see an option to Ask to Un-mute.

  
• Allow the comments and questions to continue as long as the presenter wants, but be aware of the time.
  The Zoom breakout room will be used for the next breakout presentation. There is a 0 minute break between papers but the next presenter may appear about 15 minutes before that. 
• Encourage further feedback and comments in the JMP User Community.
  Use screen sharing to show the post for the presentation in the JMP User Community. Put the URL in the chat. Encourage participation, comments, kudos, questions, etc. through the Community.
• Encourage attendees to take the survey to rate the paper
  Put the survey URL in the chat. 
• Instruct attendees to leave the breakout room but go back to the main meeting room to go to Meet the Experts, Poster Presentations, etc.

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Here are some tips from @dara_hammond:

 

Make sure you've got the latest Zoom client.

When sharing your media player OR desktop, either way, open Zoom windows (participant, chat, even the top toolbar) will grey out the presentation for guests.  The best workaround is the following based on our testing: 

1. In your Zoom App, once logged in, click on your picture in the upper right corner and “Check for Updates”
2. Open your designated player and video.
3. In a Zoom meeting select “Share Screen” and select your player or Screen – whatever you’d like.  Click on the Optimize Screen Sharing for Video Clip.  Don’t click Share yet!
4. Click on the Advanced toggle (not Basic) at the top and choose Portion of Screen.  Now click “Share”  
5. A green box appears.  Resize your video to be about 25% of your screen, then move the green box (turns orange when moving) over it.  Maximize the real estate by, for example, not putting the header in the green box, or the media player buttons.  DO NOT have any portion of your Zoom windows in the green box. 

 

GeneralRe: Simu-live (or semi-live) hosting instructions

@alisa_h_lowery  - I had this same issue. I found the paper I'm hosting here in the Discovery 2020 area. The code is after the title, then you can search the OneDrive site for the code and find the video. 

Re: Simu-live (or semi-live) hosting instructions

I just did a zoom test run and had to update some system settings in order to allow screen sharing  and later use the optimized computer audio. For that I had to leave the call, update the settings and come back. So it's definitely a good idea to try this before your session.

Re: Simu-live (or semi-live) hosting instructions

Where are the session titles & correct code?  I can't find my session title in the list, but I assume it's because the session title isn't included in the One Drive link.