Online Meetings

Guidelines for Participation in DCBA Online Meetings

looking at a videoconference

DCBA will be conducting meetings online while COVID-19 is impacting large gatherings. We will be using the Zoom videoconferencing platform.

All aspects of the DCBA Participation Policy apply to participation in online meetings.

Each meeting has a registration page that is publicized before the meeting. The registration page will be publicized on our Meetings page, via the online mailing list, on our Facebook page. We also have a mailing list that will send invitations to the meeting. Click here to be added to that list.

Meeting Registration

Each meeting has a registration page that must be visited in order to receive the login information for the meeting. You may use either the meeting link, or the meeting number and password. Feel free to register for the meeting at any time after the registration page is announced. Only your name and email address are required. Your answers to the other questions will help us to customize future meetings to your interests.

Once you have submitted the registration page, you will be shown a page with the meeting connection information. You will also receive an email with the meeting connection information. Save this information until the evening of the meeting. If you decide not to join the meeting later, there is a cancellation link in the email. The meeting link is unique to you and does not require a password. If you will be calling in by telephone, you will need the meeting number and the passcode.

It is not necessary to have a Zoom account, but it will help keep your meetings organized and synchronized with your calendar.

New to Zoom?

  • If you are new to Zoom, before joining a meeting we recommend that you start a personal videoconference (not using meeting link), invite a friend, get comfortable with Zoom on your computer of choice. 
  • Meetings will be monitored for 60 minutes prior to schedule to allow time to learn/work with Zoom

How to Participate

Please log in to Zoom, at https://zoom.us up to 30 minutes before any scheduled meeting time. 

The URL for joining the meeting (on the Meetings page)  should contain everything that you need to connect. Don't click on the link more than an hour in advance of the meeting.

The DCBA Zoom Room will open 30 minutes before the scheduled agenda. We strongly recommend that new users get an early start to learn the tool and deal with glitches.

When You Log In

  1. When you click on the Meeting link, Zoom will ask you for log in information, sometimes including a username and password for secure conferences.
  2. Until DCBA starts the meeting, you will be in the "Waiting Room" ... you are not in the conference room yet. You will see a "Please wait ... soon" message. This is a good time to test your audio.
  3. The host will log in and then allow participants in from the Waiting Room.
  4. When you are admitted, a  popup will ask you to join with audio. Please click "yes"

YOUR AUDIO: When entering the room, you will see and hear the meeting host or the speaker. Your microphone will be muted. The host has the option to unmute you, you do not. In most cases, the host will unmute everyone at meeting time.

YOUR VIDEO: When entering the room, your video will be off. You have control of your video. If your video is off, we will only see your name in a box. There are other options for video: remember, everyone can see what you are doing.

TEXT CHAT will be available: the controls at the bottom of your screen. One optioon is to send chats to "Everyone." Please do not chat to "Everyone" this unless it is a question for the speaker. Repeat: do not start public sidebar conversations unless you are the speaker, the host, or one of the DCBA reps in the room with prior permission to handle chats. If you want to text chat with anyone, select a specific person from the menu, or wait until after the speaker has finished. 

RAISING YOUR HAND: You can enable a "Raise Your Hand" icon if you have a question for the speaker. If you "raise your hand" I will see it. When the speaker takes a breath, I will unmute you and let you ask your question, she will answer, and then I will mute you again.

Pre-Meeting Tech Support:

If you run into trouble, or have questions before 5:30, you may email dcba_it@fixyourbadsoftware.com. No emails will be seen or answered from one hour before the scheduled meeting.

    • If your email address does not end in (.com, .net, .org, .edu, .gov, .mil, .info or a 2-character country code), Zoom does not consider your email address valid. Use a different email address.
    • Zoom is heavily used right now and email service can be intermittent. Start early, because confirmation messages might take a while to get to you. Like maybe more than an hour.