Preparing for the Online Event

Below is some important information to help you prepare for the event. You’ll need to ensure that you are running and have access to the correct programmes to enable your meetings to take place

Starting your meetings

  1. Log in your Appointment Scheduling account account at least 5 minutes before your first meeting begins
  2. Click on the video icon next to your meeting (the video icon will only become live prior to the next meeting start time)
  3. Zoom video preview box opens
  4. Click on the “Join with Video” button
  5. Click on the “Join with Computer Audio” button
  6. You will be able to see and hear the other participant when they also join the meeting
  7. Each meeting is timed to last for 15 minutes and there is a break of 5 minutes between each

During your meeting

  1. A timer displayed on your schedule will let you know when your current meeting ends and the next one starts
  2. The Appointment system will also alert you 3 minutes before your meeting ends via a text message displayed on your schedule and a gong sound
  3. A message and a gong will also alert you when your next meeting begins

When your meeting ends

  1. At the end of your meeting, click on “Leave” in the Zoom window
  2. You can now click on your next scheduled meeting

Meeting Gong – start/end sound

  • If you do not hear the gong, check the sound settings on your device/computer
  • If you are using Firefox, make sure you grant media autoplay permission to the website. You can find more information on how to do so on here
  • If you are using Safari on Mac, go to Safari > Preferences > Websites > Auto-Play and select the relevant setting. More information here

Keep your schedule visible and open at all times

  1. A new tab/window opens when you click on the link/icon that launches your meeting. Close that tab/window so that it doesn’t cover up your schedule
  2. For the same reason, do not display the Zoom window in Full screen

Check your times zone

When selecting a time zone in the appointment scheduling system, make sure it matches your device clock – otherwise you risk missing your meetings!

Installing Zoom

  1. We recommend using Google Chrome as your preferred web browser
  2. Go to
  3. Download the “Zoom client for meetings”. It should be the first item at the top of the page
  4. You do NOT need a paid account

Testing Zoom

  1. When Zoom is installed, open your web browser and go to
  2. Click on “Join”
  3. Depending on your web browser and how Zoom is installed on your system, Zoom opens directly or you will need to click on a button inviting you to do so
  4. Follow the instructions shown on screen to test your audio and video settings
  5. When you are done, you can click on “Leave” to close the Zoom meeting window
  6. You are now ready for your meetings

Zoom features

  • Click the view button in the upper right corner of the Zoom window to switch to Gallery View (all meeting attendees are shown in thumbnails) or to Speaker View (your video is shown at the top and the other participant’s video below)
  • Please be aware recording is disabled during meetings.
  • You can use the chat function during your meeting to share links with your contact



If you need any help or support, please get in touch with our dedicated events team or +44 (0) 20 8669 1444