Zoom Room Management Guidelines
Important notes:
*Please use laptop or computer for the event. Phones and tablets only offer limited functions.
Updates:
- Co-host doesn’t have to screen share the program. But please send the link to the chat, so participants could view it in the browser.
- Host & Co-host will hear the sound of participants entering and leaving the meeting room. Please check if there are any participants waiting in the meeting room from time to time.
- All participants’ video function would be on upon entry. Please pay extra attention to see if there’s any unwelcomed guests.
- Host & Co-host can choose to turn on your video during the event.
Host:
- Please sign out from your own Zoom account, and sign in zoom with the email and password we provided.
- Please enter the scheduled meeting. You DO NOT have to start a new meeting. The meeting has already been created.
Co-host:
- Please join the zoom meeting with your own Zoom account.
July 1
| Duties | Host | Co-host |
| Send meeting room link and password to participants | ✓ | |
| Log in to the meeting room and host the meeting | ✓ | |
| Assign Co-host | ✓ | |
| Check if the listed functions are enabled or disable | ✓ | ✓ |
| Allow participants into the room | ✓ | ✓ |
| Welcome participants and explain the program | ✓ | |
| Unmute and mute participants | ✓ | ✓ |
| Ask participants to start video | ✓ | ✓ |
| Reply chat room messages | ✓ | ✓ |
| Share the link to the live stream program | ✓ | |
| Remove unwelcomed participants | ✓ | ✓ |
| July 1 – Event Day | ||
| Time | Task | Remarks & Link |
| 8:50:00 | Host: Send out the invitation to all participants
(List and template to be provided) |
Host: Please log out from your zoom account, and log in to the zoom meeting room with the email and password provided.
Click here for Zoom login email and password Login – Shaw Webmail: Co-host: Please log in to the zoom meeting room with your own zoom account. Click here for Zoom meeting link and password
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| 9:00:00 | Participants should have received the link and password to the meeting | |
| 9:40:00 |
Refer to In meeting security options
Refer to Enabling and adding a co-host |
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| 9:50:00 | Meeting Room Open, Participants logging in
1) Allow participants to enter the room Refer to Mute and unmute participants, please noted the “Unmute All” function has been disabled by Zoom. 3) Switch Gallery View |
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| 9:55:00 |
Script: Hello everyone. Happy Canada Day. My name is [Your Name] and I am the host of this meeting. On behalf of the Legacy 150 Celebrations Society, I would like to welcome you to the Canada Day Drumming Virtual Celebration. Our program starting in 5 mins. You could click the link included in the meeting guideline or the one in the chat to watch our program live. Please DO NOT leave the meeting when watching our program on the browser. Even if you switch to a browser or other applications, if you didn’t leave the meeting, you will still be in the meeting room with us. Our chat room is open and if you have any questions, please let us know through the chat. We encourage you to send us a private message instead of sending a message to everyone, so other participants could still enjoy the program while we are chatting. There will be a rehearsal in 30 mins and official drumming in an hour [11 am (PDT)]. I will make an announcement during those times, please switch back to the zoom application and join us in the meeting room at that time. We hope you have a wonderful time at our event. |
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| 10:00:00 | Participants will move to another platform to watch the program.
Some participants might not know how to do that, if so, please explain it to them in the chat room. |
Switch apps on your iPhone, iPad, or iPod touch How to Quickly Switch Apps on Your Android Phone How to quickly switch between windows and apps on Mac How to Switch Between Open Computer Programs
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| 10:15:00 | Let us know how many participants are in the meeting room | |
| 10:25:00
(Subject to room no.) |
Script:
Dear drummers, sorry for interrupting. The rehearsal will begin in 5 mins. I will start unmuting everyone and ask you to start video if you haven’t done so. Please switch back to the zoom meeting app. During the rehearsal, please drum / clap / cheer etc. to make noise just as the 7pm cheering for frontline workers. I will signal the start and end of the rehearsal.
Refer to this article |
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| 10:30:00 | Rehearsal (Room 1 – 10)
Script: Hello everyone, the rehearsal starts now, please start drumming and cheering. Don’t forget to look at the camera and stay a bit away from the camera so that we can see your hands drumming.
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| 10:33:00 | Rehearsal completed
Script: Thank you very much for joining the rehearsal. I believe this will go really well at our official simultaneous drumming. Now, please feel free to switch back to the browser to continue with our event program. |
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| 10:34:00 | Rehearsal (Room 11 – 15)
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| 10:37:00 | Rehearsal completed
Script: Thank you very much for joining the rehearsal. I believe this will go really well at our official simultaneous drumming. Now, please feel free to switch back to the browser to continue with our event program. |
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| 10:38:00 | Rehearsal (Room 15 – 20)
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| 10:41:00 | Rehearsal completed
Script: Thank you very much for joining the rehearsal. I believe this will go really well at our official simultaneous drumming. Now, please feel free to switch back to the browser to continue with our event program. |
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| 10:42:00 |
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| 10:55:00 | Remind participants simultaneous drumming will being in 5 mins
Script: Dear drummers, sorry for interrupting again. Please switch back to the zoom meeting app. The official simultaneous drumming will begin in 5 mins. I will start unmuting everyone and ask you to start video if you haven’t done so. At [Local time], please start to drum / clap / cheer etc. I will signal the start and we will drum for 6 mins in total.
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| 10:59:50 | Encourage everyone to drum together and enjoy the time
Script: Are you ready Canada? Now please join us in the countdown! 10 – 9 – 8 – 7 – 6 – 5 – 4 – 3 – 2 – 1 |
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| 11:00:00 | Simultaneous Drumming for 6 mins | |
| 11:06:00 | Thank you participants for drumming with us
Script: What an incredible achievement everyone! We just drummed simultaneously from 28 Canadian cities across 6 time zones! Let’s give everyone another round of applause for setting our own Canadian all-inclusive simultaneous drumming celebration record! To mark this memorable moment, please look towards your camera, let’s take a very special group photo. Don’t forget to wave and smile!
Script: Now, please feel free to switch back to the browser to enjoy the last multicultural drumming performance of the day.
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| 11:15:00 | Thank you participants for joining us today
Script: And this marks the end of today’s event. Don’t forget to show your support to The Frontline Fund and to Canadian healthcare workers. For more information, please visit our website www.canadadaydrumming.com Thank you everyone for being part of this special Canada Day celebration. Please stay safe and we look forward to seeing you again next year! |
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