Pre-Show Checklist

Windows

1. Set background to dark-grey

2. Taskbar --> Notifications button --> Clear all notifications

3. Taskbar --> right-click Notifications button --> Focus Assist --> Alarms only (or, Quiet Hours)

4. Settings --> System --> Notifications and actions --> Hide notifications while presenting

5. Close all un-needed programs, scrub system tray

6. Ensure presentation files/applications are all open

7. Ensure files/shortcuts on desktop

8. Open browser incognito session to have ready

macOS

1. Set background to dark-grey

2. Notification Center --> scroll up (past top) --> Do Not Disturb

3. Notification Center --> Notifications --> Clear all

4. Close all un-needed programs, scrub dock

5. Activate righthand Dozer icon to collapse system tray

6. Ensure presentation files/applications are all open

7. Ensure files/shortcuts on desktop

8. Open browser incognito session to have ready

iOS

1. Control Center (swipe-down from top-right offscreen) --> Do Not Disturb (moon icon)

2. Notifications Center (swipe down from top-center offscreen) --> clear all

3. App Switcher --> close all applications (swipe app cards up)

4. Scrub homescreen apps

5. Open up any assets needed for screenshare

Zoom

1. Ensure invite and credentials sent out to all participants

2. Ensure at least 2 Hosts and the presenter join at least 30 minutes early, agree on roles, and run this checklist.

3. In the Zoom window toolbar, click Participants.

At the bottom of the Participants pane, select More [...], then ensure the settings are as-follows:

4. Admit the moderators, all hosts, and the presenter from the Waiting Room.

3. 1. Do not click Admit All before the meeting begins. Doing so will ruin your day.

Delegate the Co-Host role to all moderators, hosts, and the presenter (this will give them screen-share rights)

4. Ensure that all moderators and hosts have the Participants and Chat sections open when not screensharing.

5. Ensure that someone either (1) checks each person in the waiting room against a member or guest list, or (2) the presenter and all co-hosts (moderators and hosts) agree that this will be a generally-muted meeting.

6. Optional: Disable the video/webcam of everyone who is admitted to the meeting.

7. At the conclusion of the meeting, log-out of shared/SP Zoom account to avoid locking it.

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In Event of Meeting Disruption

1. IDENTIFY THE OFFENDER by looking for voice activity icons in the Participants section, or video feeds

2. MUTE EVERYONE and don't let them unmute.

Do not worry about interrupting the presenter or any other members. They will wait.

• At the bottom of the Participants pane, click Mute All.

• Prevent others from unmuting themselves:

  • Uncheck the box for Allow participants to unmute themselves, then click Continue.

3. BAN THE DISRUPTOR(S)

• Next to the name of the person you want to remove, click More.

• From the list that appears, click Remove.

4. Now, expect many more attempts. LOCK THE MEETING so no one else can come in.

• At the bottom of the Participants panel, click More.

• From the list that appears, click Lock Meeting.

  • Note: This will also disable the Waiting Room / Lobby. No new participants will be able to join.

5. Take a deep breath. Nearly all public Zoom meetings experience disruptions. Announce to the room that the meeting will resume shortly, and that the offender is not affiliated with the NYC Sea Gypsies.

6. Manually unmute only those who need to speak, and continue onward! Be vigilant for additional disruptors.

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Zoom Account Security Settings

Actions taken care of by account owner. These settings are retained once applied.

Make sure the following are Off in Zoom settings:

• Participants video (You may also want to turn off Host video, then turn it on in-meeting)

• Join before host

• Annotation

• Remote control

• Allow removed participants to rejoin

• Use Personal Meeting ID (PMI) when scheduling a meeting

• Chat file attachments

• Chat direct (private) messages

Make sure the following are On in Zoom settings

• Mute participants upon entry

• Allow host to put attendee on hold

• Screen sharing, with Host Only (the option directly below) selected

• Waiting room

• Mask attendee phone numbers

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Scheduling a Zoom Meeting

For proper security, you must schedule through the Web Portal (https://zoom.us/meeting), not the Zoom App!

1. Click Schedule a New Meeting

   1. Note: you will need to be logged-in under the IT@SeaGypsies.nyc account.
      Message IT Chair, Membership Chair, Social Chair, or Treasurer for the credentials.

2. Select the NYCSG Meeting template dropdown in the meeting scheduler, then set the meeting details!

3. Make sure the following are Off:

• Video: Participant

• Join before host

4. Make sure the following are On:

• Video: Host

• Mute participants upon entry

• Enable waiting room

• Only authenticated users can join

• Record the meeting Automatically: Cloud

5. Alternative hosts: Must leave blank. Delegate co-hosts (for moderators and presenter) after the meeting begins.

6. The Registration checkbox is your decision. Selecting this will require every attendee to fill out a brief RSVP form, at which point they will have the meeting credentials automatically emailed to them after optional host approval

7. The final meeting form should look like this:

Discord

1. Change status to Do-Not-Disturb

2. Scrub server icons