RLUK uses the Zoom platform for virtual meetings. Instructions for joining a call will be sent out to participants ahead of any meeting.

You can join a zoom meeting via your web browser or by telephone .

If you have not used the Zoom app before you may wish to familiarise yourself with it by running a test meeting, or by reading Zoomā€™s getting started guides.

 

Code of conduct

Delegates of RLUK’s virtual events will be asked to follow our general code of conduct for events:

RLUK is dedicated to providing a harassment-free event experience for everyone, regardless of sex, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, or religion (or lack thereof).

We do not tolerate harassment of meeting participants in any form. Sexual language and imagery is not appropriate. Meeting participants violating these rules may be sanctioned or expelled from RLUK events at the discretion of the organisers. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please bring this to the attention of RLUK staff immediately.

 

Zoom etiquette

  • To ensure that we are able to start the meeting on time please join us at least five minutes before the published start time. For some meetings you may be held in a waiting room initially.
  • To help keep background noise to a minimum please make sure your mic is muted when you are not speaking. Attendee microphones and video and may be muted by default depending on the type of meeting taking place.
  • If there is an open discussion we utilise a raised hand system. Click on the participants button on the bottom of the navigation bar, which will open a window on the right side of the zoom window.

  • If you wish to speak please click on the raise hand button at the bottom of the participants window and wait for the host to call on you. Remember to unmute your mic when you are ready to speak.

  • Once you have finished please uncheck the raise hand button, and mute your microphone.
  • Participants may also add comments to the chat window where appropriate.

Breakout rooms

  • Some meetings may have breakout rooms for group working. Participants will usually be asked ahead of any meeting as to their preference for a particular breakout session.
  • During the meeting hosts will assign participants to breakout rooms. There will be a slight pause as participants transition to different rooms.

Webinars

By default the mic and video of participants will be disabled for webinars. However, participants can submit questions via the Q&A box – click Q&A on the bottom navigation bar and enter your question in the pop up box. If open discussion is introduced then this will follow the raised hand system (as detailed above).

 

Resizing screens

Zoom windows may go to full screen, especially if a host or panelist shares their screen. If you wish to resize the window so that you still have access to other applications on your desktop go to the top navigation bar, click on ‘view options’ and click on exit full screen.

 

 

Changing your name

It is helpful for attendees to have their full names showing for meetings. If you need to change your name open the participants box (click on participants on the bottom navigation bar).

 

 

Hover over your name, click ā€˜moreā€™Ā and then ā€˜renameā€™ in the dropdown box. This will open a pop up box in your zoom window where you will be able to change your name.

 

Join a meeting via web browser

  1. You can click on the link provided to you, which will look like https://zoom.us/j/XXXXXXXXX – or you can…
  2. Go to the Zoom website and click on ‘join a meeting’ on the top navigation bar, enter the meeting ID (normally nine digits) in the box provided and click join. You will also be prompted to enter a password, which should have been sent to you in the joining instructions
  3. Depending on your browser you may be prompted to download the Zoom client.
  4. The chat window will open. You will be prompted to join ‘join with computer audio’.
  5. You can click on the buttons at the bottom left corner of the screen to mute or activate your microphone. Or to turn your webcam on or off.
  6. There are two view options, which can be changed at the top right hand corner. The default view is active speaker with the main video automatically switching to whoever is speaking.
    Gallery view will show all speakers at once.

 

Further information can be found on the Zoom website:

Joining a meeting
Joining a meeting by phone