Zoom Guidelines for WWW

If you are conducting your World Wide Wrap virtually, be sure to plan for the cyber security of your event.  Here are some tips:

a) Vet attendees before they enter the meeting:  Zoom gives two methods for this. 
     Method 1:  Setup the meeting with Zoom option Registration Required/Manually Approve
     You will distribute a registration link for people to sign up for the event, and as you review and approve them, zoom will automatically send each a personalized link to join the meeting. 
     Method 2:  Setup the meeting with the Zoom option Waiting Room enabled
     The host will be notified when attendees enter the waiting room and can review and admit attendees to the meeting or remove them. 
Either method requires the host to recognize who is a legitimate attendee.

b) Host should enter meeting first to validate meeting security settings before others join:  Setup the meeting with Zoom option "Alllow participants to join anytime" disabled.
     Attendees will not be able to enter meeting until Host joins and starts the meeting.

c) Mute Participants Upon Entry:  Setup the meeting with this option enabled.

d) Disable participant screen share:  This prevents inappropriate content from being displayed. 
    When entering the meeting, disable the Security/Allow Participants to: Share Screen option.

e) Disable participant chat:  This prevents inappropriate messages from being chatted. 
     When entering the meeting, disable the Security/Allow Participants to: Chat option.

f) Disable renaming:  This prevents attendees from changing their screen name, which can be used to impersonate legitimate attendees or to display inappropriate messages.
    When entering the meeting, disable the Security/Allow Participants to: Rename Themselves option. 
    Note that a host can rename a participant if they enter the meeting with an unrecognizable screen name.

g) Disable unmuting:  This prevents attendees from unmuting themselves and intentionally or unintentionally disrupting the program. 
    When entering the meeting, disable the Security/Allow Participants to: UnmuteThemselves option.  
    Note the host can make specific participants co-hosts so they can unmute themselves, or can invite a specific attendee to unmute, if needed.

h) Designate Co-Hosts:  Attendees designated as co-hosts can perform the activities disabled above, so making participants with a role to play in the program co-hosts will streamline the flow of the meeting.  

i) Designate meeting Security Monitor(s):  Depending on the number of attendees, one or more individuals should be designated and prepared to act as security monitors to watch different areas of the meeting (i.e. waiting room, chat, muting, etc.) and take action if needed.  These roles should be solely focused on monitoring meeting security and so that individuals leading the program can focus on the program, and vice versa.

j) Disable Participant Annotation:  This prevents attendees from annotating on shared screen content with inappropriate messages. 

When a host starts screen sharing, be sure to disable the Security/Allow Participants to: Annotate Shared Content option.  Note this should be disabled by default, but be sure to check it is disabled.

Thanks to Mike Keats, NNJR VP Communications, for these Zoom tips.