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Virtual C2C Guide

Table of Contents

What is a Virtual C2C?

Since the Call to Conversation program began, it has always been a way to connect people through meaningful dialogue. We believe genuine conversation is a gift everyone should enjoy, and with a Virtual C2C, you can join in from just about anywhere. You’ll participate in a video conference style conversation with a small group of people. The conversation will be led by one of the participants and will focus on a particular topic.

What do I need to participate?

  • Internet connection and internet browser (or the Zoom app if using mobile device)
  • Video capabilities - Either through a built in camera on your laptop, tablet or phone, or through an external webcam.
  • Audio - Either through internal speakers on your laptop, tablet or phone, or with a set of headphones. It may be helpful to have a set with a built-in microphone, like the standard issue Apple earbuds or similar.

Guidelines

Before the Virtual C2C:

  • Take into account your home internet bandwidth and consider asking your co-habitants to limit their internet use during your Virtual C2C.
  • Be on time like you would for any other Call to Conversation! Make sure your technology is working before the scheduled meeting time.
  • Sit close to the screen. Your face should fill most of it. Don’t sit with a window behind you. A little effort on lighting goes a long way.
  • If possible, use an external microphone or headset (like the standard issue Apple headphones).

During the Virtual C2C:

  • Be flexible! Give each other grace with technology issues and help each other.
  • Shouting is not necessary, and mumbling, speaking softly, and making vocal asides should also be avoided. Be aware that sensitive microphones will pick up things like background noises or typing.
  • Consider muting yourself when you’re not speaking, but don’t forget to unmute when you’re ready to speak again!
  • Speaking of using the mute function, when you’re on mute during an audio call, you can do whatever you want. But when you’re on mute on a video call, it helps to be truly engaged. Nod your head. Focus on the screen. Be fully present. Don’t get up and feed your dog.
  • Address each other by name. It can be more difficult to pick up on who is being spoken to in a video call.

And when this all starts to feel too serious, comic relief: A Conference Call in Real Life

How to join a Virtual C2C on a desktop or laptop

  • Licensed Zoom accounts are available for all Wake Forest faculty, staff and students. You can request your account and learn more on the Information Systems Website.
  • If you are not a member of the Wake Forest faculty, staff or student body and would like to create a free personal account to use Zoom for other video meetings, you can do that on the Zoom website here.
  • To join a C2C, click on the link provided in the email sent by your conversation leader. (If you have not previously downloaded Zoom, a download may begin. We highly recommend downloading Zoom as the connectivity and user experience is much better than the web-based program.)
  • You should not have to sign in or create an account to join the meeting once you have downloaded Zoom if you do not wish to have an account.

Or, go to this link, select “Join,” and enter the Meeting ID provided: https://wakeforest-university.zoom.us/

If you have downloaded Zoom for your desktop, a dialogue box will pop up. Click “Open Zoom.”

After launching or opening Zoom, click “Join a Meeting” to join the meeting. You have the option to sign in if you would like, but it is not required to join the meeting.

You will be asked for a password to join a Virtual C2C. You will find both the meeting ID number and the meeting password in an email from either your Conversation Leader or from the C2C team.

Display name:

  • Just before entering the meeting, you may be prompted to enter a display name. This name is simply to identify you in the meeting and functions like a name tag, so consider typing out your full name.
  • If you would like to change your name once you are in the meeting, simply right click on your name and select “Rename.”

Setting up audio/video:

  • You will then be prompted to select how you wish to join via video and audio. For video, select “Join Video by Computer.” For audio, simply select “Join Audio by Computer.” If for some reason you are unable to use your computer audio, you can join via computer for video and join via phone for audio by calling the telephone number provided in meeting details.

In-meeting controls:

Gallery View

  • Adjust your view: we recommend selecting “Gallery View” in the top right corner so that everyone has equal screen space. (Gallery View is not available if you join the meeting by web browser only - you need to download Zoom to use this feature.)
  • Please note that this will only change your view and does not affect the display on other users’ screens.

Audio/Video Controls

  • To mute or unmute your microphone, click on the microphone icon in the lower left hand corner.
  • To turn your camera on or off, click on the camera icon in the lower left hand corner.
  • If your video is turned on, then you will be able to see yourself! If you see a black screen with the user’s name displayed in the center, then that means their video is turned off.
  • If you see a picture of a telephone with a number listed, that means the user has called in with their phone and does not have video.

Leave Meeting

When you are ready to leave the conversation, simply click “Leave Meeting” in the lower right corner. When you leave the meeting, it will continue for other participants. Only the host can end the meeting for everyone.

How to join a Virtual C2C on a mobile device

Download the app

  • Make sure you have downloaded and installed the Zoom app beforehand. Just search “Zoom,” in the App Store or Google Play.

Join the C2C

  • Once you receive the link for your Call to Conversation, click on that link from your mobile device. It will prompt you to open the Zoom app.

The first time you use the Zoom app for a virtual meeting, it will ask your permission to use your camera and microphone. Choose “OK,” for both. You must enable these things in order for other participants to see and hear you.

Once you allow video access, you will be prompted to “Join with Video.”

You will be asked for a password to join a Virtual C2C. You will find both the meeting ID number and the meeting password in an email from either your Conversation Leader or from the C2C team.

Audio

  • When Zoom is open, it will ask for your audio connection preferences. We recommend choosing “Call using internet Audio” - this will enable the audio from your mobile device just like you were on a phone call or listening to music from this device.

Consider setting your mobile device on a level surface in front of you to minimize distracting background movement - if you turn your device sideways to set it up, Zoom will automatically adjust the view for the other participants so don’t worry, you aren’t sideways on their screen!

In-meeting controls for mobile

Gallery View

  • Adjust to Gallery View by swiping one screen to the left.
  • Please note that when using Gallery View on a mobile device, you are limited to viewing four people at one time, due to screen size limits. If you wish to see all participants at once, we recommend using a laptop or desktop.

Audio/Video Controls

  • To mute or unmute your microphone, click on the microphone icon in the lower left hand corner.
  • To turn your camera on or off, click on the camera icon in the lower left hand corner.
  • If your video is turned on, then you will be able to see yourself! If you see a black screen with the user’s name displayed in the center, then that means their video is turned off.
  • If you see a picture of a telephone with a number listed, that means the user has called in with their phone and does not have video.

Leave Meeting

  • When you are ready to leave the conversation, simply click “Leave Meeting” in the upper right corner. When you leave the meeting, it will continue for other participants. Only the host can end the meeting for everyone.
Two examples of our Virtual C2C Backgrounds you can download on our website.

FAQs

Which browsers are compatible with Zoom?

The web version of Zoom seems to function best in Google Chrome, but we really recommend downloading Zoom to your computer to avoid web-compatibility issues. Visit the Zoom website for more information.

Usually C2Cs take place over a meal. Should I have food/drink with me?

This is a casual experience, so feel free to eat or drink during the conversation if you would like; however, please be considerate and mute your mic while doing so!

Do I need to create an account?

No, you can join a meeting and/or download Zoom without creating an account; however, you can create an account for free on the Zoom Website if you would like.

I have followed all of the instructions in this guide and still cannot get Zoom to work. What should I do?

Please visit the Zoom help page. If you are concerned about using Zoom and would like to do a trial before your conversation, reach out to the C2C team at c2c@wfu.edu.

c2c@wfu.edu | 336.758.2172 | #CalltoConversation