CMM Weekly Worship Zoom Hosting Notes

Concord Monthly Meeting Weekly Worship Hosting

Sign into Zoom

Weekly Worship is a recurring meeting:

FYI:  Settings for all meetings in our account:

  • Enter before Host enabled.
  • Breakout rooms enabled (in the whole account).
  • Host only can share.
  • Co-Hosts are enabled.
  • Allow participants to rename themselves.

Before people begin to arrive (about 9:45 a.m.)

  1. Start meeting by 9:45 a.m. (others can arrive before you).
  2. Using Settings (visible upper left near Zoom Meeting info), set Zoom Controls Always Visible.
  3. Set up the Breakout Rooms (see below).
  4. Check email or phone in case someone is trying to get Zoom link.

Greeting as people arrive:

  1. Warmly greet each person.
  2. Check that their microphone works.
  3. Tell them you are going to assign them to Worship and they can enter when they wish or stay and chat here.
  4. Remind them to Mute themselves before entering Worship Room.
  5. Co-Hosts: Before assigning them to Worship Room, using Participant box, give them co-host status.  (They must accept.)  Rob Spencer and Rich and Ruth are all possible co-hosts.  They will be able to mute anyone, or perform security functions (e.g., Remove from meeting), or move from Room to Room.
  6. If someone new has questions and need to chat, create an “Info” breakout room and ask another M&C person to go with them into that room.  Totally new people will not appear without having received the zoom link and some communication with Ruth.  Ruth will then let the host know that a new person is coming and also M&C, asking if another M&C member can be available before 10:15 to talk with the new person. See Breakout room for detail about this.
  7. Be prepared to stay in “Lobby –Main room” until 10:25 to greet people.  You will have an idea of who is missing and may show up late.

How to set up Breakout Room for Worship:

  1. Click Breakout Rooms.
  2. Choose Assign Manually.
  3. Choose correct number of rooms (1 if only Worship, 2 if First Day School or Info Room is needed).
  4. Click CREATE – you’ll see the rooms.
  5. Mouse over the Room 1 bar, and Rename the room Worship.  Rename 2nd room First Day School.
  6. Click OPTIONS and set them to:
    1. Allow participants to return to Main Room at any time.
    2. Be sure you have NOT chosen Breakout rooms close automatically after xx minutes.
    3. Countdown after closing breakout rooms – leave at 60 seconds.
    4. Allow participants to choose rooms is new.  Not clear how it works. Leave blank for now.
  7. Hit Open All Rooms.
  8. As people enter Zoom, they will be in the Unassigned room.  Click on the Move to word and hit the room they will go to.
    1. They will stay in the Main Room until they Accept the invitation on their screen.
    2. If that popup invitation disappears (much like new chat popups disappear) they can hit the (now visible to them) Breakout Rooms (usually bottom right) and choose the enter room option.  You can not reassign them to the  room.  They must do the accepting.
  9. You can hit the X in upper right of Breakout Rooms to hide it until you need.  You can’t stop Breakout room by hitting that X.
  10. Info Room for new attendee before Meeting: If you want to have a “info” Breakout room for a new attendee to go to with an M&C member, you must create that room BEFORE you Open All Rooms.  You can’t create an additional room after people have started entering the room.

 

Preparing to go into Worship yourself:

  1. Enter the Zoom with a second computer or phone.
  2. Mute your first computer.
  3. Assign the second computer as Host and accept that on second computer.
  4. The new host (second computer) now assigns the first computer as Co-Host.
  5. The new host assigns the first computer to the Breakout Worship Room.
  6. Mute the new host computer.
  7. Set the speaker on the new host computer down very low, but loud enough to hear the ‘ding’ announcing someone has entered the Zoom.  This happens when someone’s internet connection is unstable and they lose Zoom connection and have to reenter.  They will not be able to enter Worship Room except by being assigned there by host computer.
  8. Shift your focus to the first computer and enter the Worship Room.
  9. If you do hear a ding that someone has entered the Zoom, you can simply assign them to worship; you don’t even have to unmute and speak to them, unless they indicate they need something.

 

You don’t have to stay until everyone has left, but if you leave meeting, it will ask you to  assign a host and then leave.

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