Online event tips

Most of our online events take place on Zoom. We will always have a moderator on hand as well as the speaker/workshop leader to help with any troubleshooting on the day. Look out for the BCT staff who will have (BCT) after their name.

If you have not used Zoom before, you might like to join a test meeting to practise in advance. Click here for test meeting details.

Joining an online event

We will send you the log-in details ahead of the event. This will normally comprise a link that you can click as well as the meeting ID and password if you want to enter them manually into your app. We recommend using the link for simplicity.

You will be able to enter your name as it will appear in the session (this is done automatically if you have logged in previously - NB nicknames/team names may be carried over from previous sessions!) It is helpful if you can enter using the name that was on the event booking as this makes it easier for us to recognise you when in the waiting room and admit you sooner. You are able to amend your name once inside the session if you want.

If you are asked, we recommend selecting Join with Computer Audio

For help with logging in click here

Controls inside the Zoom session

The main toolbar/controls are usually at the bottom of the screen if you are on a computer and near the top of the screen if you are on a tablet. They will disappear if they are not being used. You can call them back by rolling your mouse over the space where they were or tapping on the tablet screen.

In meetings, you can toggle between gallery view (where you can see as many people as your screen allows) or speaker view (where the person speaking or spotlighted will be promoted to dominance on the screen). This is usually found top right on computer screens or top left on tablets.

Online event tips

Common Zoom controls

Zoom controls from left to right

Microphone - toggle to mute or unmute yourself. The arrow will offer additional options if you want to adjust your audio settings - may be useful for troubleshooting.

Video - toggle to turn your video on and. The arrow will offer additional options if you want to adjust your video settings - may be useful for troubleshooting.

Participants - this will give you a list of all the participants and will also indicate who is the host/co-host. it is also where you can find an option to raise your hand if it is available. It can be hidden or moved around the screen if you want. To close use the drop down arrow and select close.

Chat - this is usually provided to facilitate networking, provide a method for asking questions, making comments and sharing links and/or documents. The event host/workshop leader will explain how it will be used. Notification numbers will be appear as people add to the chat. Depending on the meeting settings, you can choose to send messages to Everyone or an individual such as the host. It can be hidden or moved around the screen if you want. To close use the drop down arrow and select close.

Reactions - these enable a thumbs up or applause icons to temporarily appear on your picture in the gallery.

Leave - This can be used to leave the session or if you are in a breakout room, you can choose to leave the breakout room and return to the main plenary room or leave the session entirely.

Tip: if you ever leave accidentally or lose your connection mid-session, you can use the same log-in details to rejoin as soon as you can.


Zoom etiquette

This can vary depending on the type of event and, as part of the welcome, the event host/workshop leader will explain how the session will run in terms of how the chat should used, how to raise your hand or ask questions and how to get help.

Our events are based on a culture of respect and inclusion and we aim to create an online environment where everyone feels welcome.

The host may mute everyone while a speaker is talking to reduce the background noise and make it easier for everyone to hear.

Additionally, at times when the microphones are on, we recommend muting yourself if there are background noises such as phones ringing, people talking or loud traffic or ambient sounds outside. Tip: when muted, you can hold down the space bar on a computer to temporarily unmute yourself to contribute to the discussion and then revert back to muted when it is released.

Similarly if there is a lot of activity in the background or you are having to multi-task, it would be considerate to turn off your video so it does not become a distraction for other participants.

If you are co-hosting or leading a session for us, we have additional tips on the additional Zoom controls. Contact the event organiser to ask for a copy.

Next: Event app tips