Review program and venue details with speaker. Obtain instructor handouts or materials beforehand (if applicable) and work with OLLI-UO staff to post behind member portal. Announce program format, introduce speaker(s), and manage Q & As. May also provide some Zoom assistance or, optionally, work with Zoom Moderator (see Zoom Moderator description below)
Backs up the facilitator as follows: admits attendees from the waiting room, watches for raised hands (digital and physical), monitors and reads chat questions aloud, lowers digital hands after attendee speaks, mutes or stops video for participants when needed.
Responsible for presenting the material; like will share their screen with slide deck, online material, etc.
People with no role in the management of the meeting. They should be familiar with Zoom meeting etiquette, how to raise their hand, and the Mute/Unmute feature.
Meetings like a book club with a small number of attendees can be more fluid and discussion oriented. These meetings require little management once the participants become familiar with cadence and meeting format. Participants can likely stay unmuted and just be cognizant of talking over each other.
Slightly larger meetings like our Earth Science and the Environment, where there can be 30+ participants in a discussion format, require a bit more management to keep the conversation orderly. These meetings require a Facilitator to call on a participant who would like to contribute to the conversation. Participants should remain Muted and use the Raised-Hand feature to be called on to speak.
Similar to the Medium Discussion Groups a presentation requires management. Here is where it takes a team of Moderator and Facilitator(s) to orchestrate the meeting. Participants should remain Muted (the Host may choose to force Mute All) and use the Raised-Hand feature to be called on to speak. The Chat room can be a useful part of the meeting where Participants may submit questions for the Presenter. Facilitators will monitor this Chat room and the Raised Hands to ensure that people are recognized. The MC/Moderator as a dedicated role is optional in this case, but would be responsible for introducing the Presenter; a Facilitator could fill this role.
Presentations with multiple contributors is where the MC/Moderator can play a big role in ensuring a well-run meeting. All of the functions outlined in a "Single Presenter" meeting apply here. What is different is how the MC/Moderator conducts their role. They are responsible for introducing each presenter, Muting/Unmuting the Presenter(s), monitoring the time to ensure speakers don’t go long, and keeping the audience apprised of the agenda, breaks, etc. It is also great if they have a song and dance to keep the audience entertained if technical issues arise with one of the presenters. This format also works in a panelist style meeting.
The Host is responsible for setting up and starting the meeting, but they don't have to be responsible for the running of the meeting. For this we have “Co-Hosts”. As outlined in the "Roles for a Zoom Meeting" the Facilitators and Moderator will like be elevated to the Co-Host function. This gives them most of the features that are afforded the Host.
Host and co-hosts can control the following features:
Only hosts have access to these features:
Prior to the start of the meeting, individuals should be identified that will fill the various roles during the meeting. Namely, the Facilitator(s), the Moderator and the Presenter(s). The Host will then determine who needs the added capabilities of the Co-Host and assign them that role. Moderator and Facilitators will need to be co-hosts in order to Lower Hands, Mute/Unmute and enable Screen Sharing.
There are two ways that you can make a user a co-host:
Presenters and participants may want to share visual information with the rest of the group. The Host needs to allow participants to share their screen content, participants can then share Videos, Slide Presentations, Web Content, Documents, etc. from your computer.
Watch a brief video of these instructions from Zoom: Sharing Your Screen
You can mute all participants that are already in the meeting as well as new participants joining the meeting.
The raise hand feature in a meeting allows attendees to raise their hand to indicate that they have a question or comment. The Facilitator(s) are responsible for recognizing those participants.
As the Facilitator, you will be notified when an attendee raises their hand.
You can see who has their hands raised at any time by viewing the participants list:
Note: Participants are displayed in the following order.