Zoom Guidelines

Please find below guidelines for using Zoom to attend our online workshops and masterclasses. Please also see our general policies and safeguarding documents.

Workshops

On the day of each workshop we will send out a link to join the workshop via Zoom. This link will be sent to you via the Telegram group that we will ask you to join as part of the project. If you decide not to join the Telegram group, we will send you the link via the email you registered onto the project with. Please click the link at least five minutes before the workshop is set to start. On clicking this link, you will join a waiting room until the meeting host/s is/are ready to begin the workshop. You will be told who your meeting host/s for the project is/are before the workshops start. When the hosts are ready, they will accept you into the workshop and you will then be greeted by the meeting hosts who will deliver the workshops.

We would encourage all participants to be on camera to improve the social interactions of the workshops, although this is not a requirement. Please keep your microphone muted during the workshops unless you would like to speak or interact with the host/s. This will help reduce noise from multiple microphones being on.

If at any point during the workshop you feel you need to take a break, you can do so by muting your video camera and microphone. If you have any issues and/or questions you would like to raise with us as an organisation regarding the workshops and the project as a whole, please get in touch with CEO/Founder, Claire Watkinson or Chair, Thomas Reaney outside of the workshops.

There will be a chat box available via Zoom for you to use to ask the host/s questions or to chat with the other members of the group throughout the workshops regarding the workshop content.

We will be utilising screen sharing where the host/s will share their computer screen to show you their PowerPoint, videos or editing software.

We may record workshops via Zoom’s built-in recording function. If we are going to record the workshop, we will let you know beforehand and ensure we obtain your consent to be included in any material produced with these recordings. If you do not consent to being included in the recording, we will ensure you are edited out of the relevant video material. We may upload the full recording as a private, password protected video to E.D.E.N. Film Productions’ Vimeo account, sharing this with workshop participants only as a learning resource. Or we may also use the recordings to create promotional material for the projects we deliver, such as a ‘behind the scenes’ video. We will include how we intend to use the recordings when asking for your consent.

Please note the following:

• The link to join the meeting will be sent via Telegram on the day of the workshop. If you did not join the Telegram group, we will send the meeting link to you via the email you used to register for the project.
• When you first join the meeting, you will be muted by default. You will be able to unmute yourself – however, please keep your microphone muted during the delivery of the workshop so the host’s/s’ audio is/are clear.
• There will be times when we would like your microphone unmuted such as during group discussions, communal editing sessions and 1-2-1 feedback.
• Please either use the chat or the ‘raise hand’ icon if you want to ask something or add any comments to what is being discussed.
• All participants must be aged 18 or over.
• Zoom’s web browser client will download automatically when you join your first Zoom meeting. Or you can manually download Zoom applications for your computer, mobile phone and other devices before the first workshop.

Masterclasses hosted via webinars on Zoom

This section is about our masterclasses that will be hosted via Zoom’s webinar feature.

If you would like to attend an online masterclass, please sign-up/register using the Zoom registration link for the masterclass you want to attend – each masterclass will have a different registration link. The registration links for each masterclass will be found and promoted on our website, social media and mailing list. Once you have registered for the masterclass you will receive a confirmation email. The confirmation email will include details of the session alongside a link to access the masterclass via Zoom.

On the day of the masterclass you can join by clicking the link included in your confirmation email – please click the link at least five minutes before the masterclass is set to start. Your camera and audio settings will be turned off for all masterclasses hosted via Zoom’s webinar feature.

There will be a Q&A feature where you can submit any questions throughout the session to the host/s delivering the masterclass. There will be an option to submit the question using your full name or anonymously. Please submit anonymously if you do not want your name read out to the rest of the group on answering your question. These questions will be answered at the end and to the rest of the group verbally. We cannot guarantee all questions will be answered but we will try to work through as many as possible.

There is a chat function, however, this will be used to share any important links or information from the hosts to attendees rather than as an interactive chat function for attendees to use.

We will be utilising screen sharing where the host/s will share their computer screen to show you their PowerPoint, videos or editing software.

We may record our masterclasses via Zoom’s built-in recording function. We may use the recordings in full and make them available via E.D.E.N. Film Productions’ Vimeo and YouTube accounts. Or we may also use the recordings to create promotional material for the projects we deliver such as a ‘behind the scenes’ video. As your video and audio is inactive, no video and audio footage of yourself will be included in any video edits, but we will make it clear on the registration form if the masterclass is being recorded and how we intend to use the footage.

Please note the following:

• Please register to attend the masterclass using Zoom’s registration system; there are different sign up links for each masterclass and the links will be found on our website, social media and newsletter.
• Your camera and audio will be inactive on joining the masterclass and throughout.
• Please use the Q&A function to submit any questions to the host. These will be answered at the end of the masterclass.
• The chat function will only be used by the hosts to share any relevant information to attendees.
• All attendees must be aged 18 or over.
• Zoom’s web browser client will download automatically when you join your first Zoom meeting. Or you can manually download Zoom applications for your computer, mobile phone and other devices before the masterclass.

Masterclasses hosted via meetings on Zoom

Please note that any masterclasses with limited numbers or focussed on group participation/interaction will most likely be hosted via Zoom’s meeting function.

This section is about our masterclasses that will be hosted via Zoom’s meeting feature.

If you would like to attend an online masterclass, please sign-up/register using the Zoom registration link for the masterclass you want to attend – each masterclass will have a different registration link. The registration links for each masterclass will be promoted on our website, social media and our mailing list. Once you have registered for the masterclass you will receive a confirmation email. The confirmation email will include details of the session alongside a link to access the masterclass via Zoom.

Please note that on some masterclasses we will manually approve your registration – this will either be to ensure numbers do not exceed capacity and/or that attendees have confirmed they are over 18. We will review these applications regularly and you will receive a confirmation email if your registration is accepted. If you are under 18, we will not be able to accept your registration. If the masterclass has reached full capacity and you are aged 18 or over, we will keep your registration on Zoom’s system that will act as a waiting list – if a place on the masterclass becomes available, and you are next in line on the waiting list, we will approve your registration. On approval you will receive an email from Zoom providing you with the required information to attend the masterclass.

For masterclasses with limited numbers we will operate on a first come first served basis.

On the day of the masterclass you can join by clicking the link included in your confirmation email – please click the link at least five minutes before the masterclass is set to start. On clicking this link, you will join a waiting room until the meeting host/s is/are ready to begin the masterclass. When the host/s is/are ready, they will accept you into the room and you will then be greeted by the meeting host/s who will deliver the masterclass.

We would encourage all participants to be on camera to improve the social interactions of the masterclasses, although this is not a requirement. Please keep your microphone muted during the masterclass unless you would like to speak or interact with the host/s. This will help reduce noise from multiple microphones being on.

There will be a chat box available via Zoom for you to use to ask the host/s questions or to chat with the other members of the group throughout the masterclass regarding the masterclass content.

We will be utilising screen sharing where the host/s will share their computer screen to show you their PowerPoint, videos or editing software.

We may record masterclasses via Zoom’s built-in recording function. If we are going to record a masterclass we will let you know beforehand and ensure we obtain your consent to be included in any material/videos produced with the recordings. If you do not consent to be included in a recording, we will ensure you are edited out of the relevant video material. We may upload full recordings of masterclasses to E.D.E.N. Film Productions’ Vimeo and YouTube accounts. Or we may use the recordings to create promotional material for the projects we deliver such as a ‘behind the scenes’ video. We will include how we intend to use the recordings when asking for your consent.

Please note the following:

• Please register to attend the masterclass using Zoom’s registration system; there are different sign up links for each masterclass and the links will be found on our website, social media and newsletter.
• When you first join the meeting, you will be muted by default. You will be able to unmute yourself – however, please keep your microphone muted during the delivery of the masterclass so the host’s/hosts’ audio is/are clear.
• There will be times when we would like your microphone unmuted such as during group discussions.
• Please either use the chat or the ‘raise hand’ icon if you want to ask something or add any comments to what is being discussed.
• All attendees must be aged 18 or over.
• Zoom’s web browser client will download automatically when you join your first Zoom meeting. Or you can manually download Zoom applications for your computer, mobile phone and other devices before the masterclass.

For more information please also check out the frequently asked questions on Zoom’s official website.

If you have any questions or would like more information on using Zoom for our online workshops and/or masterclasses, please contact us.