Instructions for Webinar Hosts
Webinar vs Meeting
Session hosts will decide their preferred format – a Zoom meeting or a Zoom webinar. You will need to advise the office approximately three weeks before your session, so the office team can set up the meeting or webinar to get the link to send to the delegates. You can see the benefits of each format on the Zoom website:
https://support.zoom.us/hc/en-us/articles/115005474943-Meeting-and-webinar-comparison
Zoom Account
Sessions will be hosted using the IASSIDD Zoom account. Session hosts will be given full access to the IASSIDD Zoom account: you will log in and have full control during the session. You need to be added to our Zoom email, so requests for authentication codes are sent to you. We will send you the access details and ask you to confirm your access to the IASSIDD account a week before your session.
Practice Session with Presenters
Once you have access to Zoom account, we recommend you set up and hold a practice session with all presenters.
Information for the IASSIDD Website
Please send the IASSIDD office ‘print ready’ information for your session in an email or Word document. This information will be uploaded to the IASSIDD website on a dedicated page for your session. You can include links to videos and documents such as PDFs.
Guest Speakers & Presenters
Session hosts will need to ensure all speakers and presenters have the meeting links and can access the session, including guest presenters. If you have a guest presesnter, someone who is not formally registered for the conference, you will need to provide the Zoom meeting details to them directly. The office will not have contacted them.
Recording of Sessions
The sessions will be set to automatically record to the IASSIDD zoom account. Some presenters may not wish to be recorded, so please confirm with all presenters before recording.
If you use breakout rooms, you need to designate a host in the breakouts and they need to manually record the session. The recording is stored on their own computer.
The office will upload the recordings to the IASSIDD website on a password protected page for registered attendees to access. For local recordings, e.g. for breakout rooms or any other reason, the video files can be uploaded to the office via a DropBox link. Please email the office for the upload link following your session.
Hosts who wish to edit the videos can download the recordings from the Zoom account or access their local recordings. The edited videos can then be sent to the IASSIDD office.
Please email the office with any instructions following your session.
Zoom Host Key
A “host key” will be set up for each session as a backup. The host key enables you to take on host privileges whilst using your personal Zoom account.
- Log in to zoom with your personal zoom details and join the meeting
- Once you are logged on to the meeting, there is a button at the bottom that says ‘Participants’
- Click this and click on the ‘more’ options
- Click ‘Claim Host’, once you have done this you will be prompted to enter the 6-digit host key. This will be provided by the office.
- You will then be able to access all hosting features
IASSIDD International Office
- office@iassidd.org
- www.iassidd.org
- Phone +61 3 6281 9230
- The IASSIDD International Office is based in Hobart, Australia, GMT+10.
The office will cover:
- managing registrations, as required
- managing payments, as required
- responding to email enquiries
- uploading the program for each session to the website with content supplied
- sending promo emails for each event with content supplied
- sending reminder emails for each upcoming event
- sending registration confirmations to paying delegates, as required
- setting up a new Zoom webinar for each session
- adding session hosts to the zoom@iassidd.org email to facilitate access to the IASSIDD Zoom account
- sending Zoom access details to registered delegates, as required
- downloading and editing videos from the IASSIDD Zoom account
- uploading videos to the members section of the IASSIDD website