Set up and use Zoom for your school's celebration transcript

In this video we will showcase how you can set up and use Zoom to live stream your school celebration.

We acknowledge the first Australians as the traditional custodians of the continent, whose culture is the oldest living culture in human history. We pay our respects to Elders past, present and emerging and we respect their cultural heritage, beliefs and relationship with the land. We extend our respect to all Aboriginal and Torres Strait Islander people here today. They share the memories, traditions and hopes of the traditional ancestors with the new generations, today and in the future. We would also like to thank them for looking after this land for thousands of years.

In this video we will cover setting up your Zoom webinar and obtaining the link that you would share with your attendees, setting up your hardware, running your event as well as some technical considerations and improving your audio.

Setting up your webinar. When we go in to set up our Zoom experience we need to choose between whether we are having a meeting or a webinar.

A meeting is an interactive online space providing lots of scope for interaction and collaboration between participants.

Webinars are ideal for a large audience where attendees are observing rather than participating. Attendees join in a listen only capacity without cameras.

For a virtual celebration of learning we would recommend that you opt for a webinar.

To access Zoom we need to come to the DoE portal, come to My applications, and scroll down to Zoom.

In Zoom I'm going to open my account and come up to webinars. I want to schedule a webinar. I'm going to give my webinar a topic, a name, add a description, select the date and time, approximate duration.

I'm going to scroll down and change my password to something more memorable.

I would recommend turning off your Q and A unless you have a dedicated staff member able to answer questions.

Enable a practice session. Enable HD video for screen shared video, and under authenticated users select Sign in to Zoom. This section is vital if you are going to invite people from outside of your school to join in your webinar.

We strongly recommend that you add at least two staff members as alternative hosts. These people can open the meeting and have extra controls during the webinar experience. Enter their emails and select schedule.

Once I have scheduled my webinar I can scroll down, I can edit the webinar if I need to change anything, I can start my webinar, I can invite panelists, by adding their name and their email address.

To invite attendees to your webinar I come to Copy the invitation, find the link and the passcode, copy and then I can paste into an email or onto my website.

Now that your Zoom webinar or meeting has been set up and the link has been shared with your audience, you are now ready to broadcast your live event.

The minimum hardware you would need is a laptop or a tablet that has a built-in microphone and webcam. Ensure that your space that you've chosen has a strong wi-fi signal and your device is connected to the internet.

It's also a really good idea to run a power cable to your device as well as have a backup pc ready to go if something goes wrong.

Set up your hardware at an appropriate distance to capture your subject better.

Next log into your Zoom account and start your meeting or webinar.

Check your audio and your video settings here at the bottom of the screen, to make sure the right device has been selected.

It's a good idea to turn off the chat feature between your attendees to avoid unwanted comments being shared during the presentation.

Take the time to have a few practice runs before going live with your event to ensure they're all run smoothly.

When it's time to begin live streaming click the broadcast button here.

Attendees will be placed in the waiting room until this button has been clicked.

Attendees will not have the ability to share their audio or video unless authorized by the host.

Depending on the size of the space that you're streaming in you may find your inbuilt microphone cannot capture the audio at a suitable quality for your audience.

One solution that utilizes the existing technology in your school would be to use and set up a tablet or a smartphone as a makeshift microphone. To do this, first join the Zoom meet with your main video capture device, in my example a laptop, and set the microphone to mute, the speakers to off, and start video on.

Next, log into the same Zoom call with the device you wish to use as a microphone, and set the camera to off.

Back on the device that you're using as the camera, right click the main video feed and select spotlight this video to keep that display always on for your viewers. This should allow for greater audio capture during your live stream and utilizing that existing technology in your school.

If you get any feedback noises ensure that your speaker and mic on the video capture device has been turned off.

One last consideration could be the numbers of attendees. If you're expecting attendees beyond the limit of 500, consider using two devices and accounts to live stream with.

Account and device A would be for attendees, possibly surnames A to M, and all attendees N to Z will be given the Zoom link for device B. This way you can increase the size of the attendees viewing your live stream.

If you're interested in further improving your live stream event, please watch the next video that will offer some additional setup and hardware options.

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