Zoom Video Session - Instructor Checklist

Use the following checklist as a timeline to prepare for your live Zoom video session.

One Week Before

  • Schedule the live session (i.e., Zoom meeting).
  • Post an announcement to the course website and send an individual email inviting students to join the meeting.
  • Add poll questions as needed and consider some planted questions (in case you have a shy audience).
  • Finalize presentation with panellists (if you have students or guest speakers presenting during the meeting).

One Hour Before

  • Contact the panellists to confirm they are prepared and answer any questions.

30 Minutes Before

  • Start the Zoom meeting via your host calendar appointment on CourseLink.
  • Enable Practice Session upon scheduling so that only the host and panellists can join; as your panellists join, confirm their audio and video are running smoothly (ideally, they are using a wired connection).
  • Set up and manage meeting tools
    • Chat: Click the More menu at the bottom to allow/disable attendee chat (can chat with panellists by default).
    • Participants: Click the More menu at the bottom to allow panellists to start the video, mute on entry, and so forth.
    • Q&A: Click the Options menu at the top to allow/disable anonymous questions (enabled by default).
  • Greet panellists and review roles and tools to be used, such as Polling and Q/A.

15 Minutes Before

  • Run final audio, webcam video, and content sharing test.

5 Minutes Before

  • Mute all panellists - panellists will remain muted until the presentation starts.
  • Use the broadcast button to move from practice to start mode and allow attendees to join.
  • Attendees will join muted and cannot share but will be able to see and hear panellists.
  • Moderator (i.e., TA or instructor) periodically welcomes the attendees and lets them know you’ll be getting started soon.

Live Session Start Time

  • Start recording.
  • Moderator unmutes and starts the video.
  • Moderator begins the presentation with welcome and housekeeping.
  • Confirm other presenters are ready to be unmuted and video is on.
  • Monitor Q&A for any technical concerns from attendees.

After Your Webinar

  • Send a follow-up emails to students; be sure to let them know about the recorded meeting and a call to action (what you want them to do next).