Zoom Manual
Zoomマニュアル

Zoom Manual
For Symposium Chairs

Contents
1. Install Zoom
2. Launch a Meeting
3. Prepare for the Session
4. Moderate the Session

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1. Install Zoom
2. Launch a Meeting
3. Prepare for the Session
4. Moderate the Session
1-1. How to install Zoom
1-2. Technical Requirements* In case you have already installed Zoom, please update it tothe latest version following the same procedures.

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1-1. How to install Zoom
① Download Zoom Client for Meetings
https://zoom.us/download#client_4meeting
Go to the URL above and start downloading.

② Install the app
Double-click on the downloaded file then the installation of App starts
automatically.

41-2. Technical requirements① Internet environment
High-speed Internet
We recommend wired internet connection .

② PC
Zoom Meeting uses much PC memory. Close as many as Apps you canbefore starting Zoom in order to avoid freezing.

③ Headsets, earphones and microphones
Headsets or externally connected earphones/ microphones arenecessary. Wireless headsets / earphones may interrupt the voicecommunication due to unstable network, wired equipment isrecommended.

④ Camera
Use built-in cameras or externally connected camera.

51. Install Zoom

2. Launch a Meeting
3. Prepare for the Session
4. Moderate the Session
2-1. Launch a Zoom meeting* Chairs are responsible of launching and broadcastinga Zoom meeting.

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2-1. Launch a Zoom meeting① Login to the annual meeting’s Zoom accountLogin from the URL below.

An email address and a password for login will be distributed via email by thesecretariat.

URL：https://zoom.us/signin② Open the “meeting” tab.
Click on “Meetings” after logging in.

③ Start a meeting
Select your session from the upcoming meetings and click on “Start”
30 minutes before the session starts.

*Please make sure you choose the right session.

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1. Install Zoom
2. Launch a Meeting

3. Prepare for the Session
4. Moderate the Session

3-1. Change your name & mute participants
3-2. Admit speakers & make co-host
3-3. Functional test & admit participants83-1. Change your name & mute participants① Change your nameOpen “Participants” tab and click on “More” to rename yourself as:
S1 Chair_XX XX② Prevent participants from unmuting
Open “Security” tab.

Uncheck “Allow participants to: Unmute Themselves”.

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3-2. Admit speakers & make co-host① Admit a co-oganizer and speakers
A co-organizer and speakers are informed to join the meeting 30 minutes before
the session starts. Admit them to the meeting by opening “Participants” tab andclick on “Admit”.

② Make a co-organizer and speakers co-hosts
Open “Participants” tab again, click on “More”
and check “Make Co-host”.

Make sure you make all speakers co-hosts. Otherwise they cannot usemicrophones and screen sharing.

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3-3. Functional test & admit participants① Functional test of screen sharing
Perform a functional test of screen sharing for every speaker.

② Disable waiting room
After finishing the tests, open “Security” tabAnd uncheck “Enable Waiting Room”

min. 5 minutes before the session starts.
Doing this enables participants to join
the meeting without your admission.

③ Admit waiting participants
Open “Participants” tab and click on“Admit all” to let those waiting in.

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1. Install Zoom
2. Launch a Meeting
3. Prepare for the Session

4. Moderate the Session
4-1. Session flow
4-2. Basic operations of Zoom meeting
4-3. Q&A period (Chat/Raise Hand)

124-1. Session flow
① Start the session
Please announce start of the session when the time to start comes.

Inform participants that they are to ask questions via chat/raise hand.
*About chat/raise hand, please see p.15-16.

② Give a brief overview of the session
Present the title, purpose and overview of the session (within approx. 3 min.)③ Give a speaker the signal to start a presentation
After making sure that the speaker is ready, read out “Session number +Speaker’s name” and give the speaker the signal to start her/ his presentation.

④ Turn the video and audio off during presentations.
⑤ After the presentation ends, you turn your video and audio on
and respond to questions from audience.

Audience will ask questions via chat.

Please pick up questions and ask a speaker to answer them.

⑥ End the session
The procedure from ③ to ⑤ is repeated. Announce that the session is overwhen all speakers are done.

■ Timekeeper

Timekeeper is one of the responsibilities of chairs.
Announce the following timings to speakers.

3 min. before presentation ends / end of presentation / end of Q&A

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4-2. Basic operations of Zoom meeting

①②③

④

⑤

⑥

⑦

① Mute / Unmute: Turn your microphone ON/OFF.
② Start Video / Stop Video: Turn your camera ON/OFF.
③ Security: Change authorizations of participants.
④ Participants : Admit participants/See who’s raising hand.
⑤ Chat: See questions from the audience.
⑥ Share Screen: Share presentation slides with audience.
⑦ End: End the meeting.

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4-3. Q&A Period (Chat)*Please accept questions via chat and raise hand.

If you except either, announce that to the audience.

① Open “Chat” tab.
Questions from the audience are shown in Chat.
Select questions and ask a speaker
to answer them.

153-2. Q&A Period (Raise Hand）*Please accept questions via chat and raise hand.

If you except either, announce that to the audience.

① See who are currently raising hands by clicking“Participants” tab.
Click “Participants” tab on the menu bar, you can see names of audience
who are raising hands listed in chronological order in the pop-up window.

② Pick a questioner
Pick a questioner and call her/his name.
Authorize the questioner to unmute her/his microphone by clicking“Ask to Unmute”, then she/he starts questioning verbally.

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Responding to troubles/Emergency Contact■ In case sound is not connected
Click on “^” on the right of “Mute” taband reselect a microphone/speaker.

■ In case Zoom is freezing or being terminatedImprove the connection environment then access the URL again.
Possible improvements: Connect by wire

Close all other apps

Restart your computer, etc.

■ Emergency Contact Information
SecretariatTEL: +81 80-4137-9165 （during the meeting only）
Email: jbs2021@aeplan.co.jp

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