Zoom Meetings
Introducing Zoom Meetings with GetQuorum! Meetings are an option if you're looking to more closely mimic an in-person meeting where all attendees can turn on their video at any point. You still get the same functionalities as you would with the Zoom Webinar, including the automated owner registration.
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Zoom Meetings through GetQuorum's platform
Many of you use Zoom Meetings on a daily basis to conduct business virtually. Zoom Meetings is a simpler, yet just as a effective option when running an AGM!
How is Zoom Meetings different than Webinars?
- Everyone, except the host and co-hosts, joins as a participant
- There are no panelists
- Everyone can turn on their video or mic as they wish
- There is no Q&A button
- Participants join the meeting through a waiting room; the host can let them in as they wish
- Access to break-out rooms
- This is useful for the Dress Rehearsal as only the main session is recorded
- There is no practice mode; the recording begins as soon as your start the meeting
What stays the same?
- The host still has full control over the meeting
- You can still set up and run a Dress Rehearsal with a "panel" prior to the meeting
- Participants can raise their hands through the reactions button
- The host can still run polls for motions if they would like to do so
- Chat can be limited based on your needs
When is it advantageous to use Meetings?
- If there is a smaller meeting attendance
- When you really want to focus on that "in-person" feel
- The host can be more hands-off on controlling the meeting, making it easier for one host who is also chairing
Hosting the Meeting
How to Start the Meeting
- Login to the GetQuorum dashboard to access the meeting card
- Under the Webcast tab from the left-side menu, click on "Start as Host" next to the meeting ID
- Zoom will open on your device with the meeting started
- The meeting recording also will begin with the waiting room enabled
- The host can allow participants into the meeting as needed (i.e. board members for rehearsal)
Dress Rehearsal
- You can run the dress rehearsal by creating a breakout room
- Once you have allowed rehearsal attendees into the main session, create a breakout room and manually assign each person
- As the host you can also join the breakout room for rehearsal
- The recording will continue in the main session
- The recording will not capture the breakout room
How to Access the Meeting Recording
- The meeting recording will start as soon as the meeting is launched from the Dashboard
How to Run Motions
- Movers and seconders can be indicated through a hand raise (hand raise button under reactions)
- All in favour or all opposed can be counted via hand raises
- Polls can also be used to complete motions
- Note: the host and co-host cannot answer polls
How to Conduct Q&A Periods
- There is no Q&A button and no Q&A report after the meeting
- Oral questions (via the hand raise button) are recommended for all questions
Recommended Meeting Settings
Chat
- You can set chat based on your needs but chatting with hosts and co-hosts is recommended
- If you give your panelists co-host permissions you can ensure that participants can only send hosts and co-hosts messages
- Chat can still be used to send a private voting link if required
Polls
- Polls are enabled, but it is recommended to use hand raises for all in favour if you want your board members to be co-hosts
Allow Participants to Unmute
- This setting can be disabled if you don't want anyone to interrupt speakers and disrupt the meeting
- This setting can be enabled if you are OK with all participants jumping in as they wish
Co-hosts
- You could promote panelists to co-hosts so that they can unmute themselves and other participants as they wish
- Co-hosts cannot respond to polls
Share Screen
- Only allow hosts/co-hosts to share their screen (otherwise a participant could override the screen share)
Waiting Room
- Can be useful for rehearsal time
- Automatically enabled, but you can turn off the waiting room once the meeting starts if you don't wish for late joiners to wait there
FAQ
1. How do I know which meeting type to choose (webinar vs. meeting)?
GetQuorum recommends Meetings for smaller corporations or if you want to highlight a more "in-person" feel at your AGM. Webinars are best if you want to just your board to have access to cameras and if you require a written QA report after the meeting.
2. Will the owners have access to the integrate portal with meetings?
Yes, the integrated voting portal is available with both the webinar and meetings option.
3. Does attendance work the same with Meetings and Webinars?
Yes! You will still refresh the GetQuorum Dashboard and see owners marked as in attendance as they join the meeting or webinar!
4. How do I indicate that I would like to set up my meeting as a Zoom meeting?
You can indicate this at the time of booking. If you have already booked your meeting, please reach out to your virtual meeting manager (support@getquorum.com) who can convert the meeting for you.