Zoom streaming SAL events from NYC CW 

(updated August 27, 2023)

SAL events at NYC Climate Week will be offered remotely on Zoom to the RC Community, but in a limited way.  The leader of the event will be focused only on the in-person workshop, but the full presentation can be watched on Zoom.  When the in-person event breaks for mini-sessions, the Zoomers will also break for mini-sessions.  

There will be a Zoom liaison (host) who will act as “MC” for the remote people on Zoom. (They will need several people on their team to handle all the roles.)  RCers will join the Zoom 15 or 20 minutes before the live event starts to do mini-sessions and prepare to join the live event.  There will not be interpretation, unless the original event is interpreted.

The in-person team will coordinate with the Zoom liaison but will largely act as the program feed to the workshop. In addition, recording of the event will be made in the cloud, initiated by the in-person tech, in order to provide daily excerpts for posting.

There may be a chance immediately after the event for those on Zoom to ask questions of one of the leaders or organizers of the event in NYC. This would be accomplished during the last part of the presentation with questions sent by chat and read aloud by the in-person tech or assistant.

Tech notes

The event will be recorded and Zoomed using a USB attached camera on a tripod, with a wireless microphone placed near the speaker.

The in-person tech will operate the computer—recording and communicating with the remote Zoom host.

The event will not be projected onto the video screen in NYC, and the presenter will not see those participating via Zoom.  If there are slides shared as part of the presentation, they will be shared separately by the event team and the Zoom host.  

 

Equipment and logistics in NYC

The setup in NYC requires the following items:

  1. 2 x Laptops (main and backup) w/ wifi and bluetooth networks, and USB ports.
  2. 1 x USB-A and USB-C hub for connectivity, power and charging.
  3. 1 x 20’ USB extender cable.
  4. 2 x USB video cameras or webcams (1080p OK) w/ USB connectors.
  5. 2 x zoom-compatible wireless microphones w/ USB connectors.
  6. 1 x tripod.
  7. 2 x extension cords w/ power strip.
  8. 1 x headphones w/ mic.
  9. 1 x Gaffers tape or Duct tape (to secure floor cables)
  10.  Spare batteries for wireless mics

Audio Hardware needed:

The Røde mics provide the most flexibility given their size, ability to attach to clothing, and ability to sit on a table or portable container. Note the following:

  • Mic transmitters have a 7 hour battery life. Ensure that each transmitter is charged overnight and during the day when not in use.
  • Turn on the receiver first, followed by the transmitter(s) that will be used.

 

In-person staffing will include the following roles:

  1. Laptop operator and zoom liaison.
  2. Camera operator / videographer.
  3. Assistant / backup.

 

Zoom Hosting -- Handled away from NYC

Each remote event will have the following Zoom team:  

  • Remote Zoom Host/Liaison to coordinate with NYC tech lead and troubleshoot any Zoom issues from the in-person event feed.
  • Remote Zoom team to set up breakout rooms for mini sessions, post in the chat, spotlight, mute, provide tech support, etc.

The Zoom Host is responsible for the Zoom event and coordinating their team remotely. They will also be in contact with the onsite tech lead to ensure the presentation and remote participants are coordinated even though there will be no interaction with the live presenters other than questions at the end.

The Zoom Host will provide the Zoom link for the event and send that to the tech lead as well as the Zoom participants. The Zoom Host will also make the tech lead Co-Host during the event, but will manage all other usual aspects of a Zoom workshop including:

  • Breakout room assignments, timing, etc.
  • Chat management (announcements, muting)
  • Waiting room management (if needed)
  • Tech support

The SAL event leader will be unaffected by the workings of the Zoom event.

 

Setup for each event

Signal will be used for back channel communications between the in-person tech and assistant, and the Zoom host / liaison and team.

At least 45 minutes prior to each event, the teams will coordinate the following:

  • Establish contact via Signal for the in-person tech and Zoom liaison.
  • Set up a separate communication channel for the Zoom team.
  • Ensure the network bandwidth is sufficient at both the in-person site and the Zoom liaison site, changing to alternatives (eg: hotspot) if required.
  • Ensure that Zoom is operational.
  • Ensure that the in-person site can convey audio and video from the presenters.
  • Test the video framing and focus.
  • Test the audio feed and sound from both presenters and others around them. If problems, consider using dial-in audio to the Zoom using the cellphone as microphone.
  • Ensure other sound and video feeds are isolated or turned off.

During each event, the in-person tech and Zoom liaison will:

  • Remain in contact via Signal.
  • Start and stop the recording.
  • Coordinate breaks and mini sessions.
  • Communicate questions from the Zoom audience and convey to presenters.
  • Cleanly terminate the feed at the conclusion of the event.

 

Questions

Alan Epstein <aepstein.rc2@pm.me> 617-966-7674 will be in-person tech lead and will coordinate the Zoom feed for all events.

 

Last modified: 2023-08-27 18:24:43+00