For basic Grenadine/Zoom information, see “Information for CoNZealand Attendees"

The most important thing you can do is to practice logging in using the Virtual CoNZealand portal a few days before your first panel. Information about the new log in has been sent to all CoNZealand 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.

Participating in a Webinar

If your Programme item is in Programme Room 1-4, the item is in webinar format. If your item is in any other Zoom space, see “Participating in a Meeting” below. Items in a webinar open for panelists about 30 minutes before the panel starts, and may be open for about 15 minutes after the top of the hour for informal chat.

A webinar is a space for an audience of more than 100 attendees. As a result, you will not see or hear the audience, but they will see and hear you.

To participate in a webinar:

  1. Silence your phone, close the door to your room (if you can).

  2. Log in through the portal if you have not already about 20 minutes before your Webinar starts.

  3. Go to the Grenadine online schedule (https://sites.grenadine.co/sites/conzealand/en/conzealand/schedule).

  4. Click on "My Profile" and then "My Schedule".

  5. Then click on the programme item you want to join. Look for the “Note from organizer” section. There should be links there for each programme participant to access directly into the item as a panelist. Click on your assigned link.This takes you to Practice Session for the webinar.

    If you do not see a link with your name, you will not be able to join early. Send email to programme-ops@conzealand.nz and we will generate a link for you.

  6. Be sure you are unmuted and your microphone and video camera work. The host will tell you if you need to adjust your sound/lighting so you can be heard and seen by the attendees.

  7. Click on the "Participants" icon at the bottom of the screen to display the names of the panelists and the attendees in a window to the right of the screen.

  8. Although you can click on Q&A and Chat icons at the bottom of the screen, they can be distracting to you during the panel. We recommend that you not display the Q&A or Chat windows till later in the item, when the moderator is ready for questions.

  9. The host will start the webinar, which will let the attendees in and start the recording. Zoom will announce that the session is being recorded. Panelists and attendees will see a pop-up announcing this. Press the "Continue" button on the screen to stay in the webinar.

  10. Do not start the panel until the host signals the attendees are in by taking down the title card. Some informal chat is fine when the audience is coming in but do not start the panel until everyone is in.

  11. Participate in the discussion with your panelists. Do not get lost in Chat or Q&A.

  12. About 30 minutes into the webinar, the moderator selects some attendee questions from the Q&A window to discuss with the panelists.

  13. 45 minutes into the webinar, the host gives a 5 minute warning. The moderator should let the panel have final remarks over the next 5 minutes. At this point, you might want to paste your links into the Chat window. Let the attendees know if you can stay for some post-webinar chat.

  14. If the panel is still going on after 50 minutes, the host will say, "I'm sorry, we have to end the panel now. If you want to stay here and chat for a few minutes." The host stops the recording of the item before the informal chat starts. The webinar is open at the host's discretion and is closed so it can be "re-set" for the next item.

Additional Steps for the Moderator

It's helpful to review Janice Gelb's Tips for Moderators, keeping in mind it is focused on in-person panels.

  1. Arrive at the room about 25-30 minutes early.

  2. The host will make you the co-host. This is done so that if the host’s device crashes or loses connectivity, the webinar remains open.

  3. You will have received a short introductory script, but if you don't have it, you can ask the host for it and they will get one for you.

  4. Talk to the host about what you would like to handle the Q&A.

  5. At the start of the panel, read the brief introduction from CoNZealand. It will include reminders that the Code of Conduct is in effect and that the audience should post all questions in the Q&A window, not the Chat window. The Chat window is for conversation among the audience members.

  6. Read the brief introduction about panels using Zoom, introduce the topic of the panel and ask the panelists to introduce themselves.

  7. Begin the panel. Be sure to direct some questions to the panelists who may be quieter than most.

  8. About 30 minutes into the item, look at the Q&A window to see if there are any questions that you would like the panel to address.You can delegate choosing and reading questions to the host if you want.

  9. At 5 minutes before the end of the panel, the host will remind you to wrap up the panel. Give the panelists some time to make concluding remarks. If the panel is still going on after 50 minutes, the host will say you can stay for a few more minutes.The host stops the recording of the item before the informal chat starts. The webinar can stay at the host's discretion and is closed to "re-set" for the next item.

Participating in a Meeting

If your Programme item is in any other virtual Zoom spaces, the item is in meeting format (the format you may be used to if you make Zoom calls with friends). If your item is in Programme Rooms 1-4, see “Participating in a Webinar” above.

Remember, a meeting is a space for an audience of 10-100. They are meant to be more interactive so you will see and hear the audience.

To participate in a meeting:

  1. Silence your phone, close the door to your room (if you can).

  2. Log in through the portal if you haven't already about 10 minutes before your meeting starts. If you are available more than 15 minutes before the item, you may also want to visit the Green Room https://conzealand-nz.zoom.us/j/82252589190?pwd=S0N5RkxrQ2dLWFBqRGpmYWROcTZhQT09 to talk to fellow participants or check your equipment.

  3. Go to the Grenadine online schedule (https://sites.grenadine.co/sites/conzealand/en/conzealand/schedule) and click on the Zoom link for the item there.

  4. Be sure you are unmuted and your microphone and video camera work. The host will tell you if you need to adjust your sound/lighting so you can be heard and seen by the attendees.

  5. Click on the Participants icon at the bottom of the screen to display the names of the panelists and the attendees in a window to the right of the screen.

  6. Although you can click on Chat at the bottom of the screen, it can be distracting to you during the panel. We recommend that you not display the Chat until later, when you are ready for questions. Note that unlike webinars, meetings do not have a separate Q&A window, so the only way to ask questions is through the Chat window.

  7. The host will notify you when it is time to start.

  8. The host will press the Record button (if your session is being recorded), which causes Zoom to say "This meeting is being recorded." Press the "Continue" button on the screen to stay in the Meeting.

  9. About 30 minutes into the meeting, the moderator selects some attendee questions from the Chat window. Not all of the questions will be used as not all of them are always relevant. Be sure you open your Chat window about 30 minutes into the meeting.

  10. 45 minutes into the meeting, the Zoom Host sends a chat message to the panelists reminding them it’s time for the 5 minute warning. The Moderator should let the panel have final remarks, but if the Moderator doesn’t do this within a minute, any panelist can say, "It's time to wrap up." At this point, you might want to enter your Website URL and if you have a Facebook account into the Chat window. Let the attendees know if you will attend any post-meeting discussion on Discord.

  11. If the panel is still going on at 10 to the hour, the Zoom Room host will say, "I'm sorry, we have to close down now." and they will close down the meeting, removing you and the attendees from the meeting. You can go to the chat room for the item over in Discord if you want to continue the discussion.


Additional Steps for the Moderator:

  1. The Zoom Host will make you a co-host. This is done so that if the Host’s device crashes or loses connectivity, the Zoom session remains open.

  2. Tell the audience to post all questions or comments in the Chat.

  3. Read the brief introduction about panels using Zoom, introduce the topic, ask the panelists to introduce themselves.

  4. Begin the conversation. Be sure to direct some questions to the panelists who may be quieter than most.

  5. About 30-40 minutes into the item, look at the Chat window to see if there are any questions that you would like the panel to address. Share a few relevant questions with the panelists and discuss them.

  6. 15 minutes before the end of the panel, the Zoom Host will send the panelists a chat message reminding you to wrap up the panel. Ask the panelists to make concluding remarks. If you do not wrap up, panelists have permission to remind the panel that it’s time to wrap up. If the panel is still in progress at 10 minutes before the hour, the Zoom Host will announce that it’s time to close the panel, and the panel will end. We need to end the panel promptly at 10 before the hour so the Zoom Host can get the next panelists prepared for their panel. You can go to the chat room for the item over in Discord if you want to continue the discussion.

Participating in a Kaffeeklatsch

If you are leading a kaffeeklatsch:

  1. Go to the kaffeeklatsch meeting room at least 5 minutes early

  2. The host will move you to a breakout room "under" the meeting room. Initially, you will be alone, but, over the next few minutes, the host will move the people who signed up for your kaffeeklatsch into your room.

  3. Chat with the folks in your room; it should be fairly free-flowing as kaffeeklatche usually are.

  4. If you have any at all, do not hesitate to press the "Ask for Help" icon at the bottom of the screen. That signals the room host to come into the breakout room and lend a hand or answer a question.

  5. 45 minutes into the kaffeeklatsch, the host will broadcast a message reminding you to wrap up the item in the next 5 minutes.

  6. At 50 minutes into the kaffeeklatsch, the host will end it so the breakouts can be "re-set" for the next item.

Displaying Videos/Presentations During Items by Sharing Computer Screens


Test your video file before you try to play it during a presentation. You will be asked to upload your finished presentation before Worldcon, so if your Internet connection goes out when you are giving your presentation, the host can give your presentation or play your video.

  1. Launch the presentation from your computer

  2. Press the green "Share Screen" button at the bottom of the window.

  3. Check the “Share computer sound” box that appears after you press the “Share Screen” button at the bottom of the window.


  4. Zoom displays your Desktop, including your presentation. Select the presentation to share it through Zoom.
  5. The presentation or video should appear on the Zoom screen.

You may wish to review some of the Zoom videos on sharing the screen during presentations.

https://support.zoom.us/hc/en-us/sections/201740106-Screen-Sharing

Getting Feedback

Zoom Polls


Zoom offers polling so we could get instant responses from people rather than making people go to another application.

https://support.zoom.us/hc/en-us/articles/203749865


Note the panel moderator should email programme-ops@conzealand.nz about setting up a poll before the panel itself. Programme ops can set the poll up if the moderator requests the poll 24 hours in advance.

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). Remember that each item in Grenadine has a discussion area, where audience members or panelists could add comments/information about the Programme item.