Logging into the VIrtual CoNZealand

CoNZealand is emailing information on how to log into the virtual CoNZealand to all attending members. The most important thing you can do is to practice logging in using the Virtual CoNZealand portal a few days before the convention starts. Information about the new log in has been sent to all CoNZealand attending members. The title of this email is "Experience a Taste of CoNZealand Now;" be sure to search through all of your mail for it. If you do not have it, write to info@conzealand.nz as soon as possible.

Here are some things to check before you log in

  • Be sure you know what email address you used to buy your CoNZealand membership. If you're not sure, go to https://members.conzealand.nz/ and Registration will help you.
  • Be sure anyone in your household with a young adult or adult attending membership has a unique email address. Registration can help you fix that as well.
  • Be sure you can receive email from conzealand.nz and grenadine.co.
  • If you already have a Discord account, be sure your Discord account uses the same email address as your CoNZealand membership. If you do not have a Discord account, it is not mandatory but it is helpful you you plan to go to a chat channel. If you set up a new Discord account (https://discord.com/new/download), create it using the same email you registered for CoNZealand with.
The most important thing you can do is to practice logging in using the Virtual CoNZealand portal a few days before you attend the con. 


If you have checked these things and are still having trouble logging in, write to logon-helpdesk@conzealand.nz

Hardware & Software


To access CoNZealand, in addition to a CoNZealand attending membership, you will need at a minimum:


  • Windows 7 (or a more recent release)

  • Mac Sierra (or a more recent release)

  • Linux (recent releases)

  • Tablet

  • Smart Phone

Grenadine, Zoom, Discord, YouTube & Twitch will run on any of these devices.

If you are going to be a panelist or a moderator, or attend Zoom meetings, you also need:

  • A microphone

  • A video camera

If you plan to use Discord and do not have a Discord account, set one p using the same email address as the email you registered for CoNZealand with.

To get the best CoNZealand experience, your device should be able to:

To test your own device(s), try the WebRTC Troubleshooter (https://test.webrtc.org/). It provides a good check. Click the “Start” button. If you get ticks on everything except IPV6 and Reflexive Connectivity, your device(s) should be fine for attending the Virtual Worldcon. Noet that you may not get complete results for Apple devices, but any recent Apple device should be fine for attending the Virtual CoNZealand.

Internet Usage

Over the five days of Virtual CoNZealand, you will probably use between one and three megabits per second (Mb/s). If you join for 10 hours per day you could use 60 Gigabytes or more of internet capacity. You should confirm that your Internet plan is suitable. We recommend having an unlimited data plan for the duration of CoNZealand. Ideally you should be able to stream at 10Mb/s or more. You can test this with https://speedtest.net.

If you have any bandwidth limitations, try the following to reduce bandwidth use:

  • When you attend Zoom webinars, turn off your computer's camera and microphone in Zoom. Webinars are not interactive the way the meetings are, so you do not need your camera or microphone to be active. You can watch/listen to programme items in webinar, and use Zoom text chat or Q&A.
  • When you attend Zoom meetings, instead of using your video camera, upload a profile photo. Keep your microphone turned off unless you are speaking.
  • Do not use the HD option for your camera.
  • When you use Discord, use text-based chat rather than video chat.

Remembering Time Zones

For ConZealand, all times in the daily schedule are in New Zealand Time. If you need quick time zone conversions, go to: https://www.timeanddate.com/worldclock/converter.html?iso=20200729T000000&p1=264 While the convention will start on Wednesday, 29 July at 11am NZT in New Zealand, the Virtual CoNZealand will start on Tuesday, 28 July for North and South America, Europe and Africa.

Setting Your Time Zone

Once you are able to log into Grenadine for CoNZealand, you will be able to set your time zone so, on the programme item detail page, both NZT & your time will appear.

On the main schedule pages, such as the list of items by day, only NZT time is displayed.



Once you have set your local time zone, although the local time is not displayed on the schedule pages, every programme item detail page shows both NZT and your local time.

To set your local time zone:

1. Log in to the CoNZealand schedule, and select the "My Account" option to display this menu on the left-hand side of the page:


2. Select the "My Settings" option to display this screen:



3. To display your local time zone on programme item detail pages, click on the "Home time zone" field to list the time zones. Click on your time zone. If you are a panelist and want to display your schedule on the speakers page, slide the "My Schedule is Private" button to make it turn green and read "Show My Schedule." If you are an attendee and want to make your social media information and profile picture public,




4. Click the Save button to save your settings.

The next time you redisplay a programme item detail page, your local time appears beneath NZT time.




Since the your time zone cannot be viewed on the schedule pages (unless you live in New Zealand), keep the Time Zone Converter handy.

The scroll list of time zones shows GMT +/- hours and a major city/country in that zone. If you live in the UK, and select "(GMT +00.00) London" as your local time zone, on the next detail programme item page you display, your local time appears as BST.

Email Addresses

Your email address for CoNZealand registration, Grenadine, Zoom and Discord must match. Your email address for CoNZealand registration is the email address where you have been receiving convention information, Hugo voting information and site selection voting information.

The most common problem with log in to Grenadine (the schedule) is that you registered for Dublin under one email address and used the Grenadine Guide in Dublin, but you registered for CoNZealand under another email address. Grenadine will prompt you with your old address and ask “Is it you?” Confirm that it is, and Grenadine will send a message to your current address.

Each CoNZealand attending member needs a unique email address. If a household shares an email address, they need a unique address for each attending member. Check the Members area of the CoNZealand website to confirm your email address and add new email addresses for any other household member who will be attending.

Accessing Your Schedule with Grenadine Grenadine

If you have attended a recent Worldcon such as last year’s in Dublin, you are already familiar with the Grenadine Guide. The Grenadine Guide contains the schedule for and access to the Virtual CoNZealand.

Modifying Your CNZ-PreCoNZ Profile

If you had to verify your email address, your profile graphic or name appears in the upper right-hand corner of the screen when you log back into Grenadine. You can also display your profile by selecting the “My Account” link at the top of the screen.



You do not have to fill in your profile, but check to make sure your “First Name” and “Last Name” are correct. Your Grenadine name should match your Zoom name. You can also upload a profile picture if you want. If you marked your profile as “Public profile” and “Show my schedule” you will appear on the “Attendees” page and, if you are a session leader or a programme participant, it will also appear on the “Speakers” page.

Viewing CoNZealand Information

At the top of every CoNZealand page are the following links:

"Event Information:" Displays files to help you attend the Virtual ConZealand.

“Schedule:” Displays the CoNZealand schedule day by day.

“Speakers:” Displays a page of programme participants with public schedules and profiles.

“Attendees:” Displays a page of attendees with public profiles.

“My Account:” Displays your profile information and gives you easy access to your schedule.

Attending an Item

Review the Grenadine schedule (and remember, the times in the schedule for CNZ-PreCoNZ are in New Zealand Time (to quickly convert NZT to your time zone, see Time Zone Converter). A few minutes before the item is due to begin, select a Programme item from the Grenadine schedule to display the item window:


After you select a specific item, the detailpage for hat item appears:



Remember, if you reach the detail window for a programme item and do not see a “Join on Zoom” button, that means you are not properly registered, or it is an item you need to sign up for and have not. If it is a sign up item, you will see information on how to sign up later in this file. If you are having a registration problem, write to programme-ops@conzealand.nz so we can update your registration record.

If you see a password under the “Join on Zoom” button, copy the password (without the word “Password:”). Then click on the “Join on Zoom” button.

Various Zoom-related windows appear. When you are prompted to Open Zoom, click the “Open zoom.us.app” button.

If a small window labelled “Enter meeting password” appears, paste the password you have just copied from the item window to the password window and press the “Join Meeting” button.

“Join Meeting” puts you in a “waiting room” for the programme item. The room manager or host will let you in when the meeting starts.

Signing Up for an Item

You can attend most programme items by clicking on the “Join on Zoom” button for that programme item in its detail window. That will take you to the virtual space (meeting or webinar) for the item.

Some items, such as kaffeeklatsche and most workshops, require sign up as they have limited capacity. These items are labeled “Signup Required.” If you have already signed up for an item, the schedule includes the word “Registered” under the item title. Here is a sample schedule window.


To sign up for a programme item, select the item on the schedule. It will take you to the detail page for that item:


Click the “Sign Up” button in the “Sign Up Status” box on the right. A small window appears:

Check the “Please also send me a confirmation email” checkbox, then click the “Register” button on the lower right of the window. If your sign up was successful, Grenadine displays a “Success” window and sends you a confirmation email.

If you try to attend an item that requires signup that you have not signed up for, the “Join on Zoom” button does not appear in the Grenadine Guide detail page for that item.

It is good practice to use your real name as your Zoom name. However, it is very important to define your real name as your Zoom name before you try to attend a workshop, kaffeeklatsch, or literary beer. The host has to move people from a waiting room into a meeting room or breakout room. If you define your Zoom name as something other than the name you registered for CoNZealand with, we might not be able to move you into the item you signed up for.

Note:If you have favorited an item that will have sign up attached shortly (as kaffeeklatches & most workshops will), remember that you still need to sign up for it once the new log in is enabled and sign ups have been added.

Sending Feedback Via Grenadine

In the Grenadine schedule, there are two types of built-in feedback options for each item in the schedule:

  • Thumb up/Thumb down icons - from individual item page, by default

  • “Send Feedback to the Event Organizer” button - from individual item page, by default

After you attend an item, you can use either way to provide feedback (or both).

Note also that each item has a "Discussion" box near the bottom of the detail page in Grenadine. Use the “Discussion” box if you want to make more comments about the item, or if you were a panelist on that item and would like to add additional information such as a Website URL. Comments made using the “Discussion” box may be moderated if necessary.

Zoom

From the Zoom FAQ

Do you need an account to use Zoom?
A Zoom account is not required if you are strictly joining Zoom Meetings as a participant. If someone invites you to their meeting, you can join as a participant without creating an account.

A Zoom account is only required if you need to create your own meetings and send invitations to participants. Having a Zoom account allows you to create your own Instant Meetings or Schedule Meetings. An account also allows you to access your personal settings, where you can update your profile or upgrade your plan at any time.

https://zoom.us/download

https://support.zoom.us/hc/en-us/articles/201362023-System-Requirements-for-PC-Mac-and-Linux

https://support.zoom.us/hc/en-us/articles/206175806-Frequently-Asked-Question

You are not required to download Zoom for attending a panel or being a panelist. Even if you have never used Zoom before, you can access Zoom as soon as someone sends a Zoom link to you. Once the new log in system is in place, when you access the Grenadine schedule, every detail page will contain a "Join on Zoom" link which you select to enter a Zoom space for the item.

If you do not want to appear live on camera, upload a photo of yourself or a graphic you like to represent yourself on your Zoom profile. If you are a panelist or a moderator, keep yourself live on camera when you are on a programme item.

When you are attending an event or programme item in a webinar as an audience member, do not turn on your microphone or camera. However, when you’re attending a small interactive group such as a kaffeeklatsch, workshop, or discussion group, be sure the microphone and video at the bottom left of the Zoom screen are active (do not have the red line through them).


Attending a Zoom Item

From the Grenadine schedule, find an item you want to attend and click on the “Join Zoom” button. Depending on whether or not you have downloaded Zoom you may be prompted to "Open zoom.com.us" or you may be brought straight to the waiting room. When the panel is about to start, the next screen you see is the Zoom space for the programme item.

Audience Features

Zoom has two types of meeting spaces, webinars and meetings.

Webinars are items designed for an audience with over 100 attendees. The only videos you see at a webinar are the videos of the panelists. Attendees can chat with the entire audience through the Chat window; they cannot chat with specific attendees. A Webinar has a separate Q&A icon; click on it to display the Q&A window. If you have a relevant question for the panel, enter it in the Q&A window

Most of our panels and all the events will be Webinars.

Meetings are typically used for small programme items with under 100 attendees. You see small videos of up to 49 other attendees at a time. Zoom meetings are good for interactive items--discussion groups, small panels, workshops and the like. Zoom meetings let the individual attendees send chat messages to each other during the item. During meetings, attendees can display their profile picture rather than turning on their video. If you have a question for the panel, enter it in the Chat window, so the moderator or host can more easily find it.

The features available to the attendees are slightly different.

Webinars

When you are admitted into a webinar, you will see the members of the panel on the screen only.

Most Zoom user controls are across the bottom of the screen:

Audio Settings Icon: (far left-hand side) Your microphone is turned off during a webinar item by default.

“Chat:” Displays a chat window for webinar participants in a window to the right of the Zoom window. In a webinar, you will not be able to chat with individual attendees, you can chat to the audience or the panel as a whole.

“Raise Hand:” Indicates you would like to be acknowledged by the moderator, but due to the size of the audience, this may frequently by ignored by the panelists. Reserve questions/comments for the end of the item.

“Q&A:” Displays a Q&A window so you can submit questions to the panelists. If you want to submit a question to the panelists, do so about a half hour into the panel. Q&A time will be during the last few minutes of the panel. Not all questions will be used.

“End:” Press to leave the webinar.

If you press the Chat icon, the Chat window appears to the right of the Zoom screen. The Chat icon is at the bottom of the window, and you can Chat to the audience as a whole or to the panel as a whole (but not to any individuals). If you press the Q&A icon, the Q&A window “floats” on the screen. Enter a question for the panelists, and it may be selected to be answered near the end of the panel.

Meetings

When you join a meeting, and the host lets you into the meeting, your screen will contain videos of the panelists as well as the audience. Up to 49 videos can appear on the screen at a time.

Most Zoom user controls are across the bottom of the screen:

Microphone Icon: (far left side) If it has a red slash through it, you are muted. We recommend you keep your microphone muted for panels, and live for discussion groups and kaffeeklatsches when you are talking. You can adjust your microphone and speakers by selecting the caret to the right of the microphone icon to display various features you can test.

Video Icon: If it has a red slash through it, your video is suppressed. Your profile graphic will appear when the video is suppressed if you have defined a profile graphic for yourself. You can adjust your video camera or select a virtual background (if your computer supports this feature) by selecting the caret (^) to the right of the video icon. If you click on the caret beside the Video icon, you will see many other features you can use to customize your Zoom experience. Remember to check yourself on the video to ensure there is enough lighting near your computer so people can see you.

“Participants:” Displays the names and number of participants (panelists and attendees) at the meeting in a window to the right of the Zoom window.

“Chat:” Displays a chat window for participants in a window to the right of the Zoom window. In a Meeting, you may chat with anyone in the meeting but we recommend that you not chat with the panelists as it may interrupt them.

“Record:” Gives you the option to record the Webinar to your hard drive. This option is usually suppressed.

“Reactions:” Will display a thumbs up or a clapping hand beside your name in the Participants window.

“End:” Press to leave the panel.

At top of the screen, you'll see “Share Screen:” The capability to share a screen is generally reserved for panelists but may be open to all attendees of a workshop. If you are going to be sharing anything be sure it is open and on your desktop before you press "Share Screen."

Breakout Rooms

Breakout rooms can only be created by room hosts "under" a meeting room. They will normally be used for kaffeeklatches and may be used for some workshops. They may be used for icebreaker socials and parties leading up to and during CoNZealand.

Recording does not work in breakout rooms - when you go to a breakout room, the recording goes off but Zoom does not announce this. By default, neither kaffeecklatches nor workshops will be recorded.

The room host either moves specific people into breakout rooms individually (as they would for kaffeeklastches/literary beers), or, sometimes, may have Zoom place people randomly into breakout rooms. You can always leave a breakout room but you cannot enter one unless the room host puts you there.

Breakout rooms have an additional icon at the bottom of the screen - "Ask for Help." That's a way to send an alert to the host in the "parent" meeting room that there is a problem. The host can let you either leave the breakout room (which takes you to the parent meeting) or leave the meeting completely.

Speaker View vs. Gallery View

When you attend a meeting, you can view the attendees in two ways, "Speaker View" or "Gallery View." This value can be set at the top right of your screen. "Speaker View" displays the person talking prominently on the screen, with a yellow-green line around the video box. The other people attending the meeting appear in small boxes at the top of the screen:

"Gallery View" shows everyone attending the discussion group/small panel in equal-sized video boxes, with the speaker’s video box highlighted by a yellow-green box.


In webinars, the panelists are the only people who appear on the screen. The current speaker is highlighted by a yellow-green line around their video box.

Zoom on Smartphones

You can run Zoom on smartphones, but it can be problematic, at least on iPhones. The Zoom controls are at the bottom of the screen and they can be tricky to display. You can only mute Zoom with the “Join Audio” icon that sometimes appears on the left; if you turn off the audio from the phone (and not the Zoom app) the Zoom audio does not turn off.

Zoom Roles for Programme

Participants -- Zoom refers to panelists and attendees jointly as Zoom participants. This can be confusing if you have been to SF conventions as participants typically means panelists, presenters and workshop leaders.

Attendees -- Audience members

Panelists -- Panelists for each item. In addition to participating in the panel, panelists can chat with individual panelists or with the entire audience (during webinars) or individual members of the audience (during meetings).

Moderator -- Moderator for each item, or the presenter/reader/workshop leader for solo items. They oversee each panel/reading/KK/lit beer/workshop, can chat individually with a Zoom host or other panelist, may lead the Q&A session at the end. The host typically makes the moderator the item's co-host.

Host (AKA Room Manager) -- A host from programme operations will oversee each Zoom space. They are responsible for:

  • setting up and opening the Zoom space

  • interacting with the panelists before the panel

  • helping panelists test their microphone and their camera

  • adding/removing breakout rooms

  • opening the space to the audience

  • monitoring the Chat and Q&A windows during the item

  • removing Zoombombers attempting to disrupt the item

  • chatting with attendees who may be breaking the Code of Conduct (https://conzealand.nz/about/explore-conzealand/policies-and-expectations/code-of-conduct)

  • helping the moderator with the Q&A questions

  • giving the 5 minute warning

  • closing the Zoom space promptly at 10 minutes before the hour (to give time to clear out the current item and let the next host open the space for the next item).

In addition to a hosts, each item will have at least one co-host, who is typically the panel moderator. Having a co-host means that if the host's Internet or computer fail, the Zoom space will stay open. Co-hosts can visit all of the breakout rooms but the attendees are limited to visiting one breakout room.

Code of Conduct

The CoNZealand Code of Conduct is in force during the CNZ-PreCoNZ & Worldcon

https://conzealand.nz/about/explore-conzealand/policies-and-expectations/code-of-conduct

The Code of Conduct applies to all attendees, including panelists and hosts. Anyone who breaks the Code of Conduct may be removed from an item by a host and spoken to about what they did. The person may be allowed back into the item. Any Zoombombing will result in an attendee’s instant expulsion from the item which may also include losing their CoNZealand membership rights and being reported to Zoom.

Giving Feedback for a Programme Item

Zoom Polling

Some panels may have a Zoom poll; if one is available, the Moderator will enter the poll URL into the Chat window near the end of the item.

Grenadine Feedback

In the Grenadine schedule, there are two types of built-in feedback options:

  • Thumbs up/Thumbs down Icons -- from item page, by default

  • Send Feedback to the Event Organizer Button -- from item page, by default

After you attend an item, you can use either way to provide feedback (or both)

The detail page for each item in Grenadine has a "Discussion" box, where attendees or panelists can add comments/information about the programme item.

Using Discord for Chat

Important: Before you log into Discord for CoNZealand, be sure you have logged out of any Discord accounts you already have. When you log into CoNZealand (using the new system we should have up by July 21), the new log in will automatically pick up the Discord account that uses the same address you registered for CoNZealand and Grenadine for.

If you want to engage in informal chats during the Virtual CoNZealand, you will need to register for a Discord account to use their chat channels. If you have not used Discord before (or do not have a Discord ID) then follow these steps:

  • Go to https://discord.com

  • Click the blue “Open Discord” button

  • Discord will offer a user ID, but you should tailor your user ID:

    • Click the “Settings” cog (lower left next to the headphones)

    • In “My Account” pick a username (or accept the default), add the email address you used to register for CoNZealand, and select a password.

    • Click “Save.”

You can use Discord from a browser, but many users find that the experience is significantly better in the app. We recommend that you install the app from the Download tab on a discord.com page.

Because your online name is the primary way for people to recognise you, you should create a user ID that will be recognizable by people who know you.

There will be a CoNZealand server on Discord; search for it and join it.

DIscord offers many features including text chat and voice chat. The name of a text chat room starts with a hashtag (#). The name of a voice chat room starts with an audio symbol () You can move easily between text chat rooms by selecting another room to enter.

Voice chat rooms are trickier to move between. When you want to go into a voice chat room, select a room that begins with an audio symbol:


Select Video to turn on your camera.

When you are done visiting a voice chat room, it is important to disconnect from the room. You can either select the red phone button under your video to disconnect, or the small phone symbol on the left side of the screen. If you do not click the one of the phone icons, you can leave “ghosts” of your Discord user in multiple rooms. Also, if you do not press Disconnect before you leave a Discord voice chat, you can wind up sending personal conversations or Zoom items over your connection to the Discord voice chat.



For more information on Discord, see [[]]

YouTube

Access it from the Web (www.youtube.com) or access it via a Google account. CoNZealand may be using YouTube for Events, and possibly for smaller items. The Hugo Award Ceremony will also be live-streamed on YouTube and may be viewed by people who are not attending members of CoNZealand.


Twitch

Access it from the Web (www.twitch.tv).