Virtual Experiences Logistics

Getting Started 

How We Connect: Virtual Science Academy programs are two-way, interactive programs with a live educator from the Museum. We can see and hear your classroom, and you can see and hear us in real time. We can connect to your classroom using the videoconferencing program of your choice (Zoom, Google Meets, Teams, et cetera). If you indicate in your registration that you plan to use Zoom, you will receive a unique Zoom link to connect for your program via email. If you will be using a different platform, you will be asked to create an invitation for us to your group’s meeting room or call. 

• What You Need: You will need a computer connected to the Internet (wired is better than wireless) and a webcam/mic to be an interactive participant. Teachers should also be prepared to project the image on a larger screen or smart board and connect the computer audio into speakers for their classes. If you will be using H.323 hardware, please contact [email protected] to request IP connection information. 
   
• For 1:1 or fully-remote groups: simply provide the Zoom link you receive (or other platform link you create) to any students learning remotely, or have each student connect with that link on their device. For groups using Zoom on Chromebooks, please review this information from Zoom. In advance of your program, please ensure that your network bandwidth can accommodate a large number of devices at one time, and ensure each device can support a video call.   

Testing:  A connection test is not required. If you would like to schedule a test connection, please email us at [email protected] with three dates and times when you would be available for a test. A member of the Virtual Experiences team will respond to you to confirm a date and time for a test connection. You may also test your Zoom connection independently at www.zoom.us/test. 

Tips for the Best Quality: 

• Use the best network connection possible (wired is better than wireless). 
• If you are using a laptop, plug your computer into power. Avoid running on battery power to improve computer performance during the program. 
• Close all other applications to free up your computer for better performance. 

What to Expect:  

Two weeks before your program, you will receive an email from the Museum containing information about your program, links to download digital materials (also available here), and a Zoom link to connect or a reminder to invite us to your meeting on your preferred platform. Please review the information in this email and contact us at [email protected] with any questions. For more information on technology, see the section below. 

On the day of your program, your Museum educator will start the linked Zoom call or join your Meet/Teams/other platform call fifteen minutes before your first session. Plan to connect with us at that time.  

Have your printed materials and/or art materials ready for each student. 

Once the program begins, your educator will guide your group through the program and facilitate a fully interactive experience. A teacher or group leader must be present in the room or video call at all times — thank you for your assistance! 

Getting Started 

How We Connect: Scientists in Action programs are interactive events in which multiple groups join a Zoom webinar at once to meet real scientists where they work. All groups will see and hear featured scientists in real time, participate in polls, submit questions during the program via the Zoom chat. Some groups may be given the opportunity to ask questions using their webcams and microphones as on-camera panelists — these spots are given on a first-come, first-served basis to groups who indicate their eligibility in during registration, and will require a special Zoom link. 

• What You Need: You will need a computer connected to the Internet (wired is better than wireless). Groups interested in on-camera panelist spots will need a webcam and microphone. Teachers should also be prepared to project the image on a larger screen or smart board and connect the computer audio into speakers for their classes.  
   
• For 1:1 or fully-remote groups: simply provide the Zoom link you receive to any students learning remotely, or have each student connect with that link on their device. For groups using Zoom on Chromebooks, please review this information from Zoom. In advance of your program, please ensure that your network bandwidth can accommodate a large number of devices at one time, and ensure each device can support a video call.   

Testing:  A connection test is not required. You may also test your Zoom connection independently at www.zoom.us/test. 

Tips for the Best Quality: 

• Use the best network connection possible (wired is better than wireless). 

• If you are using a laptop, plug your computer into power. Avoid running on battery power to improve computer performance during the program. 
• Close all other applications to free up your computer for better performance. 

What to Expect:  

Upon registration, you will receive an automated email from Zoom (sender name ‘DMNS Virtual Experiences’) containing a unique Zoom link to connect to the event webinar. Please review the information in this email and contact us at [email protected] with any questions. If you cannot locate this email, please check your spam or junk folders and contact us at [email protected].  

If you requested an on-camera panelist spot during registration, a member of our team will contact you within a week of the event date to confirm and provide you with an updated link. Panelist spots are limited and granted on a first-come, first-served basis.  

Within a week of the program, you will receive an email from a member of our team containing additional information as well as resources to view before and after the event.  

On the day of your program, click the link you receive to join the call. If you have not previously downloaded Zoom, you will be automatically prompted to do so before being admitted to the event. Plan to join the call at least five minutes before the session begins.  

Once the program begins, the emcee and speakers will guide all groups viewing the program through an interactive tour of the earth, including facilitating Q&A. All groups will be able to submit questions via the Zoom chat to be answered live. A teacher or group leader must be present in the room or video call at all times — thank you for your assistance!