Presenters Instructions for Health Ethics Trust Zoom Events

Please also read the Attendees and the General instructions.

You will have been provided with a event schedule which will list the date and time of your presentation(s). Please double-check that your details are correct.



16th Oct., 2020

Joining the event
  • Join the event at least 5 minutes before your presentation is due to begin.
  • You must have the application open (e.g. MS-PowerPoint) and ready before you can share the application and present
  • The host will wrap up the previous presentation or break.
  • The host will introduce you and your presentation.
  • The host will verbally hand over the event to you to present (see below on presenting methods).
Presenting & presentation material
  • The host will introduce you and your presentation.
  • The host will verbally hand over the event to you to present (see below on presenting methods).
  • As with any presentations, physical or virtual, introduce yourself and your presentation.
  • Explain how your wish the attendees to interact with your presentation (see below).
  • At the end of your presentation, indicate clearly to the host that so they can switch back and manage the next break/presentation.


Presenting methods

There are 3 methods to present your material (slides):

  1. Present the material yourself via the share function within Zoom.
  2. Enable the host to control and present your material on your PC remotely (This requires prior arrangement with the host; not suitable on OS X).
  3. The host presents your material on your behalf while you talk and prompt the host when to advance and/or change the material.

Option 1 of presenting your own material is the preferred option, but we know that this may not be always possible.

Options 2 & 3 require prior arrangement with the event host. The preferred format of the material is MS-PowerPoint or PDF.

As a precaution, it is preferred that all presentation material is provided to the event host before the event. This enables the host to present on your behalf if necessary.

Presentation format

You may wish to present with no interruptions or offer a more interactive presentation with the attendees able to interrupt and ask questions.

  1. Explain to the attendees at the beginning of the presentation what type of feedback and involvement you require.
  2. If you wish to not be interrupted; ask the host to mute everyone’s mic. remembering to unmute your own before you start.
  3. You may wish for the attendees to use the hand raising function to enable to stop and answer questions.

If you wish to use the hand raising function, either you and/or the host have to watch for the hand-raising icon next to each attendees name in the Participants screen. The host or attendee can lower the hand icon after the question has been answered.


To share your presentation material, the application (e.g. MS-PowerPoint) must be started before you select Share.

  • The Share button is at the bottom of the screen.
  • You will be prompted to share either the complete desktop (not recommended) or an open application e.g. MS-PowerPoint
  • Select the appropriate application. If you are using a browser, you will also need to select the correct tab.
  • Sharing will start.
  • Start the slideshow.
  • Click on the Stop Sharing button at the top of the screen when done.


Sharing an additional video or browser tab

If you are sharing your PowerPoint and click on a link which opens a browser window/tab which you want to show to the attendees then:

  • Stop sharing
  • Start sharing again and select the new browser window/tab or video player
  • If the browser tab is to show a video or you are directly showing a video then enable the
  • When finished with the browser or video stop sharing and
  • Start sharing again and select the PowerPoint app


Accessing Chat while Presenting/Sharing

While screen sharing, click More in the meeting controls. Choose Chat. A floating chat window will appear.

Please check out help on this simple operation.

Sharing SNAFU's


When sharing your screen or application (in-particular browsers) make sure that all other applications and browser tabs are closed. Also consider if your PC desktop background is suitable for viewing by other people.

Remember that the attendee’s (everyone) can see what you have on your desktop and what you have open in your browsers other tabs. Therefore remove any files with important names from your desktop.

Breakout Rooms

Note: Breakout rooms are managed by the host and arrangements must be made before the event if you wish to use breakout rooms.

Breakout rooms allow you to split your Zoom event in up to 50 separate sessions. The event host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time.



Note: Polling must be arranged beforehand with the event host as they are setup as the same time as the event is scheduled.

The polling feature for events allows you to create single choice or multiple choice polling questions for your events. You will be able to launch the poll during your presentation and gather the responses from your attendees. You also have the ability to download a report of polling after the event. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results.

  1. A poll consist of multiple questions with up to 10 answer choices; single or multi-choice answers are available
  2. Email the poll to the host(s) at least 2 days prior to your presentation
  3. Create a placeholder slide for the poll
  4. Use a ‘unique’ name on the placeholder slide which matches the poll name so the host can quickly identify the correct poll to start
  5. When the poll is finished, the host will privately send you a summary of the poll results in your chat
  6. The detailed poll results will be emailed later if required


General Instructions for Health Ethics Trust Zoom Events