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HOW TO SET UP A VIDEO CONFERENCE

What can you use a video conference for?

 

The guidance issued from the United Grand of England is:

 
While we will all be required to make adjustments during this period of suspension, I would also ask that members fully acquaint themselves with whether certain adjustments can co-exist with the Obligation that we all took when initiated.  It is the opinion of the Grand Registrar that it is an “Antient Landmark of the Order” that Lodge meetings and the related ceremonies can only take place with all Brethren physically present in a properly tyled Lodge Room; however, it is acceptable for members to practise such ceremonies, most particularly those aspects which make up the spoken parts of the ritual, over the internet.  

 

The security implications and pitfalls (for example the ability to record on a number of software platforms) unfortunately do not square with our Obligation to assure privacy and confidentiality of proceedings - and we therefore ask members to refrain from any demonstrations of those elements of the ceremonies covered in the Obligation, or any attempt to reproduce the ‘choreography’ online.  We have no doubt that our Directors of Ceremonies will have no difficulty in putting our Brethren right on such things when we are happily able to meet again.  For these reasons please do not try to hold a genuine Lodge or Lodge of Instruction in a virtual form, but feel free to practise those elements outlined above.

How to communicate via Zoom video messaging

First of all, you do not have to be a technical genius to get this working, so do not be scared to give it a go. Second of all, it is free, and will allow as many of you as you wish to have a video conference for a period of up to 40 minutes. You can do this primarily on your computer, or you can do it via your smart phone as well if you wish.

How do I start to host a meeting?

  1. Go to Google, and type in “Zoom”. You will see an option for “Zoom: Video Conferencing” click this and it will take you to www.zoom.us

  2. On the top right-hand side, you will see an option to “sign up, it’s free”, follow the instructions which will ask for your email.

  3. You will then receive an email, straight away, from Zoom, so check you email and click on the link, you will then enter a username and password, make sure it is one that you can remember! You are now signed up!

You will need to have one person in control, this will be the person that sets up the meeting. Everyone else will just click on a link, and enter the video conference (see last paragraph).

How do I schedule a meeting as a host?

This can be done in several ways, the easiest is probably through the web browser, so open up your browser (i.e. Google Chrome, Safari, Internet Explorer) and go to www.zoom.us, you maybe asked to sign in again.

  1. On the top right, click “schedule a meeting”

  2. You now choose the date and time of the meeting that you want

    1. Topic – Chose the name of your meeting

    2. When – Chose the date

    3. Time – Chose the time (check that it is set to UK time)

    4. Meeting ID – Leave it as it is

    5. Meeting password – This will be supplied, you can customise it or use the one given

    6. Click video host and participant to be on

    7. Audio – I suggest using computer audio only, or allow phones to dial in select “both”

    8. Meeting options – I suggest click on “enable join before host”, this will allow others to join in case you as host are late

  3. Click save

  4. On the next screen look for “Join URL”, and click on the “copy the invitation” words to the right of it. A box will appear, copy the text, and put it in an email and send to the brethren you wish to attend the conference call. You can also do this in a meeting invite from your calendar.

What do brethren do who just want to attend the video conference, but not set one up?

  1. Send them the email as stated above.

  2. Suggest that they click the link that you will have sent them a few minutes before the start time, as if this is the first time they have used it, they will need to download a small piece of software, this will be done automatically once they click the link.

  3. That’s is all they have to do!

When you are in the conference, you will see that you can mute yourself (the host can also mute others), and you can do things such as share screen.

Use this YouTube guide for further information: https://youtu.be/mWpBt1jmkbg

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