CCC Convention 2026 will be a hybrid multi-site convention with groups of couples gathering across the country and joining the online portions of the program as a group.
This guide provides tips for setting up and using technology at a group site. The goal is to provide your group with the best possible experience during the Zoom portions of the convention.
Basic Setup for Group Participation
The basic setup for participating in Zoom as a group requires a computer connected to the internet, a large screen so you can all see the presenters and shared content, a webcam so your group can be seen by other participants, a microphone so that you can be heard when you share or ask questions, and speakers loud enough that everyone in your group can here what’s being shared. Below are some more details to consider when planning your setup.
The Hub: Internet-Connected Computer or Laptop
- A Hub: Your computer needs the appropriate ports to connect to your webcam (usually a USB port), your screen or projector (typically an HDMI port), a microphone (if separate from your webcam), and speakers (if separate from your screen/projector or microphone). If you plan to connect to the internet via a wired connection, you may also need an Ethernet port.
- Wired Connection: When available, use a wired Ethernet cable instead of Wi-Fi to prevent lag or signal drops.
- Wi-Fi Connection: When Wi-Fi is the only available option, ensure the computer has a strong Wi-Fi signal and the Wi-Fi network has a stable, fast enough connectionto stream video and audio. Avoid or minimize connecting devices other than the computer to the Wi-Fi network to reduce lag or signal drops.
- Power: Keep the laptop plugged in at all times during the event.
- Optimization: Close any unnecessary applications (email, browser tabs) on your computer to ensure the best video and audio experience.
Seeing the Event: Screen & Projector or Large TV
- Size Guide: Use a display at least 50 inches for smaller rooms, or a projector for larger groups. A general rule is that the diagonal screen size should be about half the room’s length so people in the back can read text clearly.
- Eye Level: Position the screen so the middle is roughly at eye level for the seated participants.
- Lighting: Turn off lights directly above the screen to prevent glare, but keep the seating area well-lit.
Being Seen: Suitable Webcam
- Wide-Angle Lens: A standard laptop camera is too narrow. Use an external webcam with at least a 90° to 120° field of view to fit the whole group into the frame.
- Placement: Place the camera at eye level, and as near to the middle of the large screen as possible, so when you look at the screen, you appear to be making eye contact with the online participants.
Being Heard: Appropriate Microphone
- 360° Pickup: Use a boundary microphone or a “spider” conference mic placed in the center of the group table. It should have 360° omnidirectional pickup to capture voices from all directions.
- Pickup Range: Ensure the mic has a “pickup radius” of at least 10–15 feet.
Hearing the Event: External Speakers
- Volume: Laptop speakers are insufficient for more than a handful of listeners. Use dedicated external speakers or a soundbar connected to the TV/Projector.
- Echo Prevention: Ensure your microphone and speakers are far enough apart (or use an all-in-one “speakerphone” device) to prevent the “echo” effect where the mic picks up the speaker’s audio.
Pro-Tips for the Group Technology Facilitator
- Mute Discipline: Stay muted unless your group is invited to speak to prevent background noise from your room from disrupting the event.
- Rename Your Site: Rename your Zoom connection to your location (e.g., “Chicago Group Site”) so the host can easily identify and call on you.
- Hot seats for sharing: Designate chairs in front of the camera and near the microphone for those who want to share with the audience on Zoom.
Specific Equipment Recommendations: (coming soon)
Start by asking among those attending to see if you already have all the necessary gear for a good Zoom group room setup. If you are considering buying equipment for your setup, below are a list of options that would work well for this purpose.
All-in-One Webcam, Mic, Speaker systems:
Conference Speaker/Microphone options:
Projector Options:
Pre-Convention Setup Checklist
To ensure your group site is ready for the convention, follow this Day-of-Event Checklist. Assign one person as the Site Tech Lead to walk through these steps at least 60 minutes before the event starts.
- Hardware Connection & Power
- Power Check: Ensure the laptop is plugged into a wall outlet. Do not rely on battery power.
- Display Connection: Connect the laptop to the large TV or projector. Verify that the image is visible to everyone in the room.
- Cable Security: Tape down any cables crossing walkways to prevent tripping or accidental disconnection.
- Network Stability
- Internet Source: Plug in a wired Ethernet cable if available. If using Wi-Fi, ensure no one else in the building is streaming high-bandwidth video on the same network.
- Speed Test: Run a quick test (e.g., Fast.com) to ensure you have at least 5–10 Mbps of upload/download speed.
- Audio Configuration (The Most Critical Step)
- Select Devices: In Zoom’s audio settings, manually select your External Microphone and External Speakers.
- Test Speaker: Click “Test Speaker” in Zoom. Confirm the sound is loud and clear for the person sitting furthest away.
- Test Microphone: Click “Test Mic” in Zoom. Have a person in the back of your room speak at a normal volume to ensure they are picked up.
- Noise Suppression: Set Zoom’s “Background Noise Suppression” to Low or Medium so it doesn’t accidentally cut out quiet group members.
- Video & Lighting
- Camera Selection: Select the External Wide-Angle Webcam in Zoom settings.
- Frame the Room: Ensure the camera angle captures all 10–30 participants. If needed, move chairs or the camera tripod.
- Lighting Check: Ensure there is no bright window or light directly behind the group, which will turn participants into silhouettes.
- Software & Settings
- Update Zoom: Ensure you are running the latest version of the Zoom Desktop Client to access all stability fixes.
- Disable Notifications: Turn on “Do Not Disturb” on the laptop to prevent email pings or calendar alerts from being heard by the whole group.
- Close Other Apps: Close any unnecessary programs (Web browsers, Slack, Outlook) to maximize computer performance.
- Final 15 Minutes
- Join Early: Log in 15 minutes before the start time to verify your connection with the host.
- Rename Your Site: Right-click your video tile and select “Rename” to show your location (e.g., “CCC – Dallas Site”).
- Initial Mute: Set your microphone to Mute immediately upon joining until the event begins.
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Last updated 2/22/2026