Zoom meeting checklist

Here's a checklist for running a hybrid Zoom meeting.

This is still under development.

Before meeting

1. Configure your zoom settings.
2. Gather and order gear, including PTZ camera, computers, extra keyboard, displays, sound mixer, cables, etc.
3. Build a simple test rig and rehearse.

Meeting set-up

I will only partially cover what you do with audio which is mostly fairly standard. If you use a video switch, only a little of it is covered here.

1. Set up screens
2. Set up Zoom computer. Connect 2 video outputs to video mixer or to two screens.
3. Connect audio out from Zoom computer to sound mixer or speakers (can use speakers in displays in a small room.)
4. Connect microphones or room-audio-in to Zoom computer.
5. Have keyboard for Zoom computer at AV desk, and possibly optional mini-keyboard with macros for "presets."
6. Recommended: Have 3rd screen (wired or virtual) on Zoom computer at AV desk.
7. HDMI cable to podium for local presentations. (Wire to video switch or directly to Screen 2.)
8. If having AV/Slide computer, set it up. One video out (slides) to from display #2 (or video switch.) Another video out to speaker's display, or possibly mirror slides video. Third video out to AV/slide console.
9. Test, including presenting local slides from AV computer or from
10. Video cameras on Zoom computer -- podium view, room view, table view.
11. Set up extra Zoom based cameras/phones in the room.
12. Set up remote computers with headphones.

Zoom Meeting start

1. Invite all attendees to Zoom meeting, if using that for security. Distribute URL on day of meeting if you fear it leaking.
2. If Zoom computer Console is virtual display, set it up.
3. Create meeting. Create and name breakout rooms, setting to allow attendees to pick their room.
4. Join Zoom computer to meeting. Set in Gallery view. Initially mute audio.
5. Open Chat and Participants window on Zoom computer Console.
6. Make all AV Zoom consoles "co-Host" (or Host.) Also consider making one or more trusted remote users a co-host. (If the main room gets disconnected, they can resolve problems, and they are paying more attention to the remote situation.)
7. Feed/select omni microphone into Zoom computer so remotes can hear the sound in the room while they wait for session to begin.
8. Join extra computers to the zoom room, or put them in their own breakout room if outside the main room.
9. Have delegated remote users, when they arrive, request camera control for the computers with PTZ or 4K cameras in the room. Grant them that control from those computers.

During the Meeting

• Reconfigure Zoom views for remote and local presentations, and Q&A sessions, along with audio.
• Be ready to recreate the environment if it somehow crashes or terminates.
• If the remote camera controllers or co-hosts have to beg-off or disappear, have backup folks ready to request camera control, and be ready to grant it.