As our delegates know, SWCHSMUN 2020 will be completely online due to the current global pandemic. This means that our conference this year will fully take place on Zoom. Opening ceremonies, committee sessions, moderated caucuses, unmoderated caucuses, and closing ceremonies will all be on this platform. While that may be great news to delegates who are familiar with Zoom, we understand that for many students participating, Zoom is a very new application to use. That is why we have compiled some info and tips on how to efficiently navigate Zoom. Please keep in mind that your chairs will go over many of these functions in more detail when the committee starts. Also be aware that all these tips are under the assumption that you are using Zoom on a laptop, which is what I recommend you do.
Testing your equipment ahead of time
We strongly suggest that delegates test their microphone, speakers, and camera ahead of time to ensure that they are working properly. You can check your technology by opening Zoom and clicking into the settings tab. Here, you can toggle to either “Video” or “Audio”, which allows you to test if your camera, microphone, and speakers are properly functioning.
Muting/Unmuting, Starting/Stopping Video
Other than when speaking, we require all delegates to keep themselves muted in order to eliminate any background noise. You can do this by clicking into the bottom left-hand corner of the zoom screen, where there is a microphone icon. Immediately to the left of the icon is a camera button, which allows you to turn on or off your camera (referred to as “Video” by Zoom).
In place of notes this year, we have the public and private chat. In order to access the chat, click the textbox located at the centre of the bottom of your screen. It should be labelled “Chat”. Any messages you send here will be public and accessible to all delegates and staff in the call. In order to send someone a private note, click into chat, and click the dropdown menu to switch from “Everyone” to the person you want to private message. Private messages are useful when you want to communicate with other delegates to establish diplomatic relationships, or messaging the chairs for any issues or concerns.
Your chair will likely ask you to rename yourself to your country name. You can do this by clicking the three dots next to your video, and click “Rename”.
Raising your hand
A big part of our conference this year relies on the Raise Hand function on zoom. In place of raising placards to indicate that you would like to make a speech or motion, we ask you to digitally raise your hand. You can do this by clicking on the “Participants” icon, which is at the bottom next to the chat button. Once here, you will see the button to raise your hand. Click it once to raise your hand, and again in order to lower it. Please remember to lower your hand after you are picked, or the chairs have moved on.
You will have the option to switch the layout of how Zoom participants appear on your screen. You can do this by going to the top left-hand corner of your screen, where you can switch between “Speaker View” and “Gallery View”. Speaker View only shows the person who is talking at the moment, while Gallery View displays all delegates in the call. You can try both and decide which one you prefer.
Viewing Screenshared Material
During most committee sessions, the chairs will be screen sharing. When someone is screen sharing, you will have the option to view the screen share side-by-side. We strongly encourage delegates to turn on side-by-side mode to view the chairs who are screen sharing. Side-by-side allows one side of the screen to display what is being screen shared, and the other side to continue displaying the regular Zoom interface. You can switch to side-by-side mode, if you aren’t automatically launched into side-by-side, by clicking the “View Options” dropdown menu on the green bar. The green bar is the one that says you are viewing someone’s screen. By toggling to side-by-side mode, you will be able to see as many different video feeds as possible.
Still have questions? Visit the zoom troubleshooting site (https://support.zoom.us/hc/en-us/sections/200305593-Troubleshooting) to see if it is addressed there. Alternatively, you can also message me by emailing firstname.lastname@example.org.
We can’t wait to meet everyone at 2:45 P.M. (MDT)!
Under-Secretary-General of Information Services