Host

Here are some guidelines and recommendations for hosting a virtual meetup on Zoom.

These guidelines are primarily for presentation-style meetups. If you’re hosting a help-style meetup, you’ll probably want to change some settings, such as not muting participants on entry.

If you’re the event host:

Before the meeting:

  • If you’re creating the event in Meetup:
    • Choose to only show link for people who RSVP (to prevent Zoombombing)
    • If you don’t have a paid Zoom account, please contact Doug Yuen to create the event in Zoom without a time limit.
    • If you’re duplicating an existing Meetup event, make sure to change the title, description, Zoom link, and date, and check to make sure the time and co-host(s) are correct.
  • Recommended settings if you’re creating the event in Zoom:
    • Zoom Preferences (in-app):
      • Recording tab:
      • Check “Optimize for 3rd party video editor”
      • Check “Record video during screen sharing”
    • Zoom Advanced Settings (on website):
      • Security:
        • Select “Require a passcode when scheduling new meetings”
        • Select “Embed passcode in invite link for one-click join”
        • Select “Require passcode for participants joining by phone”
      • In Meeting (Basic):
        • Select “Auto saving chats”
        • De-select “Sound notification when someone joins or leaves”
        • De-select “Feedback to Zoom”
        • Select “Co-host”
        • Select “Screen sharing” and select “Host Only” for both options
        • De-select “Annotation”
        • De-select “Whiteboard”
        • De-select “Remote control”
      • In Meeting (Advanced):
        • Select “Show a ‘Join from your browser’ link”
    • Zoom Event Settings:
      • Under Security, set a passcode and uncheck “Waiting Room”
      • Under Video, set participants’ video to off
      • Under Audio, set audio to telephone and computer audio
      • Under Advanced Options, uncheck “Enable join before host”
      • Under Advanced Options, check “Mute participants upon entry”

During the meeting:

  • Assign a co-host to moderate questions and other participants (in Participants panel)
  • Start recording, ask co-host to record as a backup (local recording recommended)
  • Things to tell attendees:
    • On the bottom of the screen, there are mute, video, participants, chat, and reactions buttons
    • Screen sharing, audio, and video are off by default (provided the host changed these settings)
    • If you have a question for the speaker, please raise your hand by going to the Reactions panel (on older versions of Zoom, it’s in the Participants panel)
    • If you can’t find it, please wait for the speaker to break for questions instead of interrupting
    • At the breaks, the moderator will call on whoever has their hand raised
    • Use the chat to introduce yourself or for questions for people other than the speaker
    • The speaker will not see or hear the questions in the chat
    • Please mute yourself when you’re not talking
    • We’ll be recording this, and the recording will be in the Meetup event comments after
    • If there’s time after, we’ll open up for general questions and discussion
    • Check out the Portland WordPress Slack and Meetup group
    • We have a monthly presentation meetup (usually) on the first Monday of the month
    • (If confirmed, next speaker and topic)
    • We have a twice monthly help meetup hosted by David Schargel on the 2nd and 4th Tuesdays of the month
    • (Other related events, if applicable, i.e. Portland and Seattle WordCamps)
    • Contact us if you’re interested in speaking (with a strong preference for local speakers)

Speaking at our meetup:

Please see this page for our general guidelines and advice for speakers.