Prepare for an Online Meeting
Joining Live Meeting Broadcasts
(PLEASE READ THESE INSTRUCTIONS CAREFULLY.)
This document provides instructions on how to connect to the live meeting with the Rhine Research Center. Please enter the meeting at least 15 minutes before the it begins to ensure that you do not miss any of the important information that will be provided.
Preparing for the Meeting
Meetings are broadcast using Zoom Meeting software. Zoom is a web-based service, so you can use it from any computer (Windows, Mac, Linux, or Solaris) - as well as your iPhone, Android, or any other Wi-Fi or 3G-enabled mobile device. Participants do not need to be Zoom subscribers to take part in online meetings.
Be aware that you will be attending a live meeting where other participants will see and hear everything in your environment. Your microphone will be muted when you first enter the meeting. Please choose a quiet location away from distracting noises like music, pets, or children. Also recognize that you may be on camera, and other people in the meeting will see things in your room and in your background.
Viewing the meeting
As a meeting observer, follow the instructions below. You only need a computer and an internet connection. Faster internet speeds will improve the experience. Zoom will work on a phone, but for the best experience, it is recommended that you use a desktop/laptop computer or a tablet.
Participating in the meeting
To interact with the leaders of the meeting, you may use the chat feature in Zoom. If you would like to be a full participant, you will need a microphone at a minimum, and a web camera on your computer if you want to be seen in the meeting. Your microphone will be muted when you first enter the meeting, and your camera will be turned off. You will have to turn your camera on to become visible to the other meeting participants. The meeting moderator is the only one able to turn your microphone on and off.(see notes below)
Joining a Meeting Using Zoom Software
It is very easy to use the Zoom software to join a meeting from the Rhine. The software runs well on Windows, Apple, and many mobile platforms. To fully participate in the meeting, Zoom works best on a computer or tablet. It will work on a phone, but you will not have an optimal experience.
To join the meeting, just follow these simple steps:
1. Go to the Rhine website (www.rhine.org), login to the website, and locate the link at the top that says: Join a Live Meeting or Event
2. If you are not a Rhine member, you will be given the opportunity to make a small contribution to join the meeting. Click on the link to join the meeting you prefer, then select the button that says:
Enter The Meeting
3. The first time you click this link, you will be asked to install a very small client from Zoom. If you are prompted, choose the option to run the installation software. This installation is very safe, well tested, and is in use on thousands of machines around the world.
The installation will take a few minutes depending on the speed of your internet connection.
The first time you install zoom, you may have to click the link again to join the meeting. Don’t be discouraged if you have to do it twice.
4. After Zoom is installed, you will be asked to enter a Screen Name for the meeting. Please use a name that is similar to your actual name so that the meeting leader will know who is in the meeting.
5. As you join the meeting, you will be asked if you want to join the audio conference. Select the option to join the computer audio conference.
6. When you join the meeting, your microphone will be muted and your video will be off. If you move your mouse over the screen, you will see a menu appear near the bottom. On the left side, you will see items for Unmute and Start Video.
7. You can turn on your video. If you choose not to turn on video, you will be seen as a black rectangle to other participants. You can also turn on your audio or unmute your microphone. Next to the Unmute button, you will see a small arrow. If you click this arrow, you will see other options for your microphone and speakers.
8. Check the volume level of the music playing, and verify that you can hear the music and see the screen. In some cases, your meeting leader may also use video. If the video is slowing down your system, you can turn off the video and just listen to the meeting.
That’s it! Now you can be part of the meeting.