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- Turn on audio transcript in your Zoom account
- Go to Settings on left
- Click on Recording on top
- Under Advanced cloud recording settings, select "Audio transcript"
- Turn on live transcript in your Zoom account
- Go to Settings on the left
- Stay on "Meeting" at the top
- Under "In Meeting (Advanced)", look for the "Closed captioning" section, and make sure the switch is flipped on
- In the options under the "Closed captioning" section, select the box for "Enable live transcription service to show transcript on the side panel in-meeting"
- Create Zoom meeting with the following settings:
- passcode
- automatically record meeting → In the cloud (this is related to "turn on audio transcript" above)
- Update wiki schedule page with Zoom meeting details
- About 2 weeks before the First Wednesday, send a reminder to the five everyone lists with presentation descriptions and meeting details (both in the email body and with a .ics file as an attachment)
- Send a final reminder the day of the talks (can use Outlook to schedule this email so it goes out early on the day)
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- Make presenters co-hosts as they arrive:
Option 1: Hover over a user's video, click the ellipsis icon, click Make Co-Host.
Option 2: Using the participants window, hover over the name of the participant who is going to be a co-host, choose More, click Make Co-Host
- Turn on Live Transcript
- Look for "Live Transcript" or "Closed Caption" in the meeting controls (might be under "More")
- In the pop-up window, click on the "Enable Live Transcription" button
- Ensure that the recording has started
- Begin meeting close to the hour
- Make any necessary announcements (e.g., requests for more people to sign up to speak)
- Briefly introduce each speaker
- Monitor time of presentation and try to keep presenters close to their allotted time
- Monitor chat and repeat questions verbally when it is time for Q&A
- Monitor unmuted participants, mute as needed
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