Overview: 

The Technical Host runs the Zoom meeting. You work closely with the presenter(s) and the Session Host. This job begins 20 minutes prior to the start of the meeting and continues until the Zoom meeting is complete. There is no need for earlier communications with the speaker. That is all left to the Speaker Liaison. 


We set our Zoom meetings up so that the recording starts automatically and a host is not needed for attendees to enter the room. So you can have people already in the room when you show up. Once you arrive, you begin with the Schedule and Tasks listed below. But prior to your assigned session, you should look over the following pre-requisites to ensure you are ready.


Prerequisites:

The following items are needed to do this job:

  • A good internet connection and a computer that runs Zoom well.
  • A basic understanding of how Zoom works (You can view their extensive help center for insights.)
  • Being ready for engagement with the presenter, session host and attendees to answer questions and provide assistance when necessary.
  • Access to the "Staff Assign" feature of the Website.
  • Recovery of the "Host Key" 
  • Organizational Skills to put the designated events in your calendar so you do not miss them.
  • A solid grasp of the designated Help Center Articles related to presenting. (see below*)
  • Availability for 20 minutes prior and 20 minutes after the designated session time.


Schedule and Tasks

The following are the sequential tasks for hosting a session. We recommend that your initiate this sequence no later than 20 minutes prior to session start. arrive about  :

  1. Click on the "Attend Link" from EMDC.online to launch Zoom
    (this link does not appear until 30 minutes prior to the session start).
  2. Upon arrival into the Zoom room, assume the host role by entering the host key.
    (see below).
  3. Establish communication with the Presenter and Session Host.
  4. Cover the preliminary steps as listed in the "Hosting Instructions" document.
  5. Make sure you designate presenters and Session Hosts as Zoom Co-Hosts
  6. Determine if spotlight or pin should be used. (See Use of Spotlight and Pin video for more information).
  7. Conduct a trial run with presenting.
  8. Ask the presenter if they are doing video and if yes, explain checking the two boxes. Then test video presentation connection.
  9. Ask if breakout rooms will be used. If yes, get desired room size and split.
  10. If there are multiple presenters, or an interpreter for the presenter, you should "pin" each presenter so they are shown when viewing in "Speaker" view.  (Pinning does not change the Gallery view.)
  11. Ask if any other things are needed from or for the presenter.
  12. Starting 5 minutes before the session start, enter the designated messages into chat (see Hosting Instructions).
  13. Make sure the session is being recorded.
  14. Monitor the chat during the session for any needed technical items.
  15. Stop the recording at the end of the session after the Session Host prays.
  16. Stay on for a debrief and move non-essential personnel to the wait room.
  17. End the session.
  18. Report any anomalies to the Post-Production Supervisor. 


Important Articles*:



How to Assume the Host Role:

This is a mission critical step. As mentioned above, the recording starts when the first person enters the room, even if it is an attendee. So on one hand, a meeting can go on without someone in the technical host role, but they would not be able to present (share their screen).


As a mission critical step, it is very important that you immediately assume the host role. This is done in this way:


  1. Enter the Zoom room in the normal manner from the "Attend" button.
  2. If someone is already the host, ask them to reassign the host role to you. (this should not happen but in the past some hosts logged in via the EMDC Zoom Account.)
  3. If no one is host, Open the "Participants" panel.
  4. In the lower right hand corner you will see the a link to "Claim Host Role". Click that link to open a panel asking for a six digit code called the host key number. (see images below or read this.).
  5. Enter the six digit code found in the bottom left of the Staff Assignment menu screen found in the EMDC.online admin section.  (This is the menu screen you used to select your host spots.)   


Where the "Claim Host" link is on Zoom.



Host Key Number Location on EMDC.online