NUCLEAR TRUTH PROJECT SAFETY CHECKLIST FOR ONLINE MEETINGS – July 2024
The Nuclear Truth Project advocates that we prepare ourselves and our spaces through our Protocols. As part of this process, recognising the nature of much of the international work for nuclear justice is taking place online, we offer the following checklist for safety tips when holding online meetings or webinars.
NUCLEAR TRUTH PROJECT Checklist for Online Events and Meetings
Ahead of an Event Where Participants Register:
- Firstly, consider whether a webinar (with limited access between audience and panellists/guests) or a meeting (with greater options for interaction) is most appropriate. Set up your registered meeting/webinar
- Always use a unique meeting code
- Consider privacy settings around recordings, protecting data, etc
- Always set up the waiting room where people come in before being admitted to a meeting
- Consider if you want to enable measures to restrict meeting participants and webinar attendees to signed-in users only
- Download the registered user lists from zoom in the hours before the meeting
When Hosts Join the Meeting before Guests:
- Assign co-host/s
- Confirm who is monitoring chat and checking the list of registered participants before allowing people into the meeting (all participants need to be admitted from the waiting room). Even if disrupters come in, this means organisers can quickly identify and manage them
- Check how you have set up participant sharing options through host tools on screen ahead of opening the meeting (for example, disable share screen, mute all microphones, etc but consider allowing chat if you want an interactive meeting)
- Revisit how to deal with disrupters (see tips for suspending participant activities and removing participants)
- Close registration for the meeting before it starts so no last minute registrants can join to disrupt while organisers are focused on the multiple tasks of running a meeting or webinar. Last minute registration seems to be a common practice for disrupters.
- Remember that the vast majority of those who come to us come with goodwill
As Guests are Being Let in for Meeting:
- Check names for those entering the waiting room against the registered list and only let in those registered
- Consider locking the meeting once it has started (see under Host Tools on the screen)
- If disruptive people are in the meeting, under Host Tools you can “suspend participants activities.” This allows all activities to stop to deal with the situation (throwing them out, etc) if needed
- If you need to throw someone out of the meeting, you can click on the three dots next to their name on the participants panel (right hand side) and there is a link to “remove participant” – click and go!
- You can report any participant removed from the meetings. Zoom offers this option to help trace any disrupters.
FURTHER TOOLS
- Zoom Safety Center: Zoom Safety Center
- Tips on security in zoom meetings: Securing Your Meetings
- Learn how to utilize our safety features to help keep your meetings safe and manage how your guests communicate: Zoom Security Basics
- Where possible, protect online accounts with two factor authentication
- Change passwords regularly
- Review community led cyber security resources such as “Digital Security for Everyone” from ActionSkills
- Seek cyber security information in your region: (such as this for Australian not-for-profits/charities)