Categories
Setup

Zoom Setup for the National Conference

Contents

  1. Security Recommendations
  2. Profile Settings
  3. App Settings

Due to a new trend known as “Zoom bombing” (Zoom raiding / Zoom trolling), the Zoom team has shifted resources to combating harassment and improving security features in the app.

So, following the recommendations of this New York Times article, here are some recommendations for better security during the conference. (Note: most of the following settings may be accessed from your profile on the Zoom website at https://zoom.us/profile/setting)


Security Recommendations

  1. * Make sure you’re running the Latest Version of Zoom. I’ve personally updated the app 2-3 times in the last week or two after Zoom meetings. These updates include multiple fixes and additional security features.
  2. * DO NOT share your Zoom link / code publicly. Instead, share it only with the Conference organizers who will make it public to registered Conference attendees on THIS site (and the Slack chat) 10 minutes before you go LIVE.
  3. (Optional): Set a Meeting password. Actually, this step is not necessary because your Zoom link will be hidden behind a login screen on the Conference website.
  4. (Optional): Create a Waiting Room to screen attendees before allowing them in. (This can be managed by your helper / session manager / co-presenter if necessary).
  5. Restrict Features as needed in Host controls:
    1. * Set Screen-sharing to “Host only”. If someone were trying to Zoom bomb you, they could try to share anything (including inappropriate or derogatory materials, images, or Desktop wallpapers). So it is recommended to enable this.
    2. * Turn OFF the Annotation feature. Again, if participants are allowed to make Annotations on your screen share, trolls may try to write or draw inappropriate things.
    3. (Optional): Block private chats. This option disallows participants from contacting you directly / privately in chat.
    4. Turn OFF File transfers. If File Transfers are enabled, participants may be able to share files with the whole group.
    5. Restrict custom backgrounds. Again, if there are trolls in the group, some may try to set their custom backgrounds to inappropriate pictures. Enabling this option will fix that, and although some people may complain about showing the background of their home, you can just ask them to turn off their video cameras.
  6. * Disable “Allow removed participants to rejoin” to prevent people (trolls) you remove from the Meeting to rejoin.

Profile Settings (Web)

Many of the above settings can be controlled from the Zoom website (NOT the app) after you sign in. Go to https://zoom.us/profile/setting to manage them.

You may want to check the following settings online:

1. Meeting

  • Schedule Meeting
    • Mute participants upon entry
  • In Meeting (Basic)
    • Chat (Allow meeting participants to send a message visible to all participants)
      • Prevent participants from saving chat
    • Private chat
    • File Transfer
    • Screen sharing
      • Who can share? (Host / All Participants)
      • Who can start sharing when someone else is sharing?
    • Disable desktop / screen share for users
    • Annotation
    • White board (similar to Annotation)
    • Allow removed participants to rejoin
  • In Meeting (Advanced)
    • Breakout Room (allow small groups)
    • Virtual background
    • Waiting Room

2. Recording

  • Local Recording (Allow hosts and participants to record the meeting to a local file)
    • Hosts can give participants the permission to record locally

If you want to record, you may check the following options.

Note: recording your Zoom talk is NOT recommended as it requires express permission from all participants. Additionally, you must give participants a chance to exit the room if they do not wish to be recorded or you may be in violation of various privacy laws.

  • Recording Disclaimer (Show a customizable disclaimer to participants before a recording starts)
  • Multiple audio notifications of recorded meeting

App Settings

Find your App Settings in the upper-right corner of the Zoom app (Gear wheel). The following list will go through most of the Setting screens and give recommendations to apply during the conference.

1. General Settings

One interesting setting here is “Dual Monitors.” If you have dual monitors:

  • Monitor 1 (main): Open your screen sharing, PPT, or main window
  • Monitor 2 (side): Open the list of meeting participants

2. Video Settings

  • Enable HD = higher quality image
  • Mirror my video = de-select to show text through your webcam
  • Touch up my appearance = uses filters to soften facial features and blemishes
  • Hide non-video participants = may be useful for large groups to give more space to people who are using their webcams

3. Audio Settings

Please setup, double-check, and TEST your Audio settings here before the Zoom meeting to be sure participants will be able to see and hear you.

4. Share Screen

Deselect the following if you don’t want to be forced into full screen mode when someone shares their screen.

  • Enter full screen when a participant share screen
  • Maximize Zoom window when a participant share screen

Select the following to avoid interruptions while screen sharing.

  • Silence system notifications when sharing desktop

5. Chat Settings

There are many options available here, but the defaults are probably fine. Still, you may wish to read through some of them yourself to see if there is anything you want to change.

6. Virtual Background Settings

Note: Only computers with a powerful enough processor will be able to use custom backgrounds anyway. But, it’s still recommended to disallow this feature for participants.

7. Recording Settings

Note: Recording your session is NOT recommended as you would need to get express permission from each of the participants to record them on video or risk violating various privacy laws.

That being said, the following options may be useful in other circumstances:

  • Record a separate audio file for each participant – this option would be useful if you were going to edit the recording later and wanted to control audio levels separately for each participant.
  • Place video next to the shared screen in the recording – this option would keep your webcam image beside the screen share in the video.

8. Profile Settings

This tab mostly has to do with your own profile. Feel free to take a look and edit it as you see fit.

9. Statistics Settings

This would be a good place to check on the stream statistics themselves as you are in the meeting. If your video or audio is lagging for some reason, you may be able to detect the cause or reason for the issue here.

10. Keyboard Shortcuts Settings

If you plan to do extensive Zoom meetings in the future, it might be worth your time to investigate the Keyboard shortcuts or set up some of your own to simplify repetitive tasks.

11. Accessibility Settings

These settings have to do more with accessibility features for users with disabilities. These settings would include things like High Contrast, helpers for blind or visually impaired users, and so on.

Categories
Setup

YouTube Live Setup for the National Conference

Contents:

Some things to keep in mind up front:

Limitations:

  1. Live Streaming MUST be enabled at least 24 hours in advance
  2. Live Streaming from your phone (via the YouTube app) is only available to channels with 1,000+ subscribers. Therefore, if your channel does NOT currently have 1,000+ subscribers, you will be limited to streaming video from your computer + webcam

Reasons for choosing YouTube Live:

  1. YouTube is a massive platform and not limited by the number of participants simultaneously taking part in a (live) video. Zoom is limited to 100 maximum participants at once.
  2. YouTube also provides interactive tools like Chat and Comments that can provide a forum for Q&A either during, or at any time after the presentation.

Reasons for NOT choosing YouTube Live:

  1. Live Streaming = “Live” which means you will be limited by your own setup / ability. There are ways to create a very dynamic Live presentations with multiple video clips, transitions, video layers, and so on, but without practice (and help), it will be more difficult. If you want to create a very dynamic video presentation on your own, you might also consider pre-recording your session which would give you the ability to edit things as you like before making it “Live.”

How to Enable YouTube Live Streaming

  1. Sign into YouTube.com with your Google account
  2. Go to https://youtube.com/features to check if you have Live Streaming enabled already
  3. If not, click “Enable”
  4. On the next page, verify your phone number by having YouTube send you a PIN number
  5. Return to https://youtube.com/features to verify your Live Streaming status is “On Hold”

How to Create a Live Streaming Event

  1. After 24ish hours, your account should be ready for Live Streaming. Verify this by (signing in first and) checking https://youtube.com/features to verify your Live Streaming status is “Enabled”
  2. In the upper-right corner of the YouTube website, point the mouse at the video camera icon, then click “Go Live” from the menu that pops up
  3. In the new YouTube Studio window that pops up, you will see your video and streaming options in a menu on the left

Live Streaming Event Options

1. Webcam

YouTube will automatically take you to “Webcam” where your web browser will either prompt you to access your webcam / microphone or alert you that one is not yet connected.

  • Make sure your webcam / microphone is connected and “Allow” access to your web browser.

The next screen will give you Live Stream settings that look very similar to uploading or creating a new YouTube video.

  1. Title: Your Presentation Title
  2. Listing: choose “Unlisted”
    1. Public (anyone can search for it on YouTube)
    2. Unlisted (only those with the link can view)
    3. Private (only those you invite can view)
  3. Schedule: Set the time at least 5-10 minutes BEFORE your session start time
  4. Audience: No, it’s not made for kids
  5. Age Restriction: ignore
  6. More Options:
    1. Description: Your Presentation Abstract (or Summary)
    2. Category: Education
    3. Camera: your webcam
    4. Microphone: your microphone (select your best mic if you have more than one)
    5. Advanced Settings: Allow chat (up to you “on” or “off”)

After clicking “Next,” YouTube will give you 3 seconds to pose for a webcam selfie. Say “cheese!”

  • If you don’t like your image, hover over the instant image, and select “Retake Thumbnail.”
  • You will also have the option to “Upload Custom Thumbnail” if you have a custom graphic to upload.

You can now “Go Live” or “Share” your stream.

2. Stream

Creating a new stream in the “Stream” tab is very similar. The only real difference in the setup is the order of options. But you can still follow the above guidelines.

The main advantage to a “Stream” over the “Webcam” is that using a Stream will allow you to grab the secret stream key from the bottom of the Stream Dashboard and insert that into a third-party software like OBS Studio to create far more dynamic live streams. More information on hooking up OBS Studio in this way follows in the next section.

3. Manage

The third tab in the left sidebar is “Manage” and it is here that you can manage and update any of your upcoming live streams.


How to show PPTs and screen-share in YouTube Live Events

  • Q: How can you show PPTs or do screen-sharing on YouTube Live?
  • A: Through a third-party software called OBS Studio.

Pros:

  • You can create a very dynamic Live presentation on par with the kind of things you see from The Daily Show or other late night and news shows.

Cons:

  • It means learning how to use and setup another piece of technology.

OBS Studio Setup

To create dynamic live streaming presentations, install OBS Studio and hook it up to record various “scenes”. For example:

  1. One with only you on the webcam
  2. One that shows only the PPT
  3. One that shows your whole Desktop
  4. One with an image overlay (like The Daily Show)
  5. One with a text overlay (like your name, or a headline)

Next, create a YouTube Live Streaming event (see above).

Then, scroll to the bottom of the YouTube Live options page and copy the secret key.

Return to OBS Studio.

  1. Open the OBS Options (Preferences)
  2. In Streaming Options, select “YouTube Live” as your streaming service, and input the secret key you copied from your YouTube Live Event
  3. Be sure that your “scenes” are setup properly
  4. Then click “Start Streaming” on the OBS Dashboard

Return to YouTube Live.

  1. Now, take your event “live” from there.
  2. You should be able to open a window with your live stream, and if everything is working properly, then whatever OBS Studio is set to record will be streaming to your YouTube Live event.
  3. Click to your different scenes in OBS Studio to be sure it’s working correctly. (Note that there will be a slight delay in what you do on the computer and what appears in the stream.)

Recommendations:

  • Practice makes perfect. Practice, practice, practice.
  • A second monitor would be beneficial:
    • First monitor: do your presentation, show your PPT and files.
    • Second monitor: run OBS Studio and switch between scenes
  • It’s possible to pre-record your session, edit it as you want, show slides as you want, and then “take it live” via OBS Studio (in the same way as described above) by playing it on your computer in a video player.
    • Then you could also watch the comments / chat as it comes in.
  • It’s also possible that KOTESOL might be able to “take it live” on the KOTESOL channel in this same way.

Resources: