Page 50 - Enews April 2020 Edition

Solution 2 - Meetings by Conference Calls

Best Recommended Service is Free Conference Call
(Please note - with this new National Emergency, they are addressing larger traffic volumes to their site
currently, but are addressing it. Once you register for an account your conference calls are not affected
by their high site traffic.)

Features: Great service for unlimited participants of a conference call. Simply go to the website linked
above and set up an account for your Lions Club. Once you sign up you will be provided with a 'call-in'
phone number that everyone uses, along with a PIN that they will have to key to join the meeting. If you
are hosting the meeting, meaning whoever is running the meeting will also be supplied a Host PIN that
is also supplied once you register for an account. To invite people to a meeting, figure a day/time you
want to do it, then send them an email invite (or call contact them by phone and give it to those that
don't have email) with the number to call in on and PIN that they put in when prompted.

Cost - FREE - There are no restrictions to the length of time for the meeting and after the meeting, the
service will email you to tell you who was on the call and how many minutes the meeting too.

Video or Audio Conferencing Etiquette

1) The organizer and/or host of the meeting should have a specific agenda and should direct all
conversation and make sure participants have the agenda before the meeting being held.

2) When participants call-in and when they speak, make sure you identify yourself if you're not on
video as no one can see who you are.

3) If you are using the video conferencing app you can also use chat part of the app to make a point or
ask to be identified to speak.

4) Be in a place that has no background noise or music as it can be amplified over conferencing audio
equipment.

We hope this helps with setting up and maintaining your board or club meetings. Stay safe, and follow
all CDC and public health guidelines as we adapt to the new way of doing things; certainly in the
immediate.