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Meeting FAQs and Zoom Technical Resources

Quick Downloadable Resources


Before the Meeting

  • Virtual Meeting Tips
  • Check Yor Tech
  • Registration Questions
  • Delegate Pre-HOD/caucus meetings

During the Meeting

  • Logging In
  • Meeting Functionality
  • In-Meeting Technical Support
  • HOD Attendance/Request for Additional Assistance

After the Meeting

  • Final House Votes
  • Continuing Medical Education/Feedback

Before the Meeting

Virtual Meeting Tips

Check Your Tech

If you are a Zoom novice, have watched the videos we provided on the FAQ page but still have some questions and would like some assistance, please consider signing up for one of our Zoom “Check Your Tech” sessions. These sessions are being offered by appointment only. There may be two members signed up per 20 minute block of time. Please come prepared with your questions and we will try to assist you in using Zoom to fully participate in the House of Delegate sessions. Session dates: 20 minute appointments on Wednesday, April 21st, Monday, May 3rd, Wednesday, May 5th from 7:00 to 8:20 pm. Click here to sign up: https://bit.ly/3vUXSha. If these times do not work for you, e-mail your tech question to annual@mms.org.

Registration Questions

How do I register?
Registration will be open in mid/late March.

What if I lose my confirmation email?
Your email confirmation will come from sender "Massachusetts Medical Society" from email address "annual@mms.org." The subject line will be "Registration Confirmation – MMS 2021 Annual Meeting." Use these search terms in your email to relocate your email confirmation.

You will also receive a meeting reminder email prior to the meeting with your confirmation and Zoom details for the sessions you have registered for. Each session you pre-registered for will have a unique Zoom link and password and will be included on your meeting reminder.

Who can I contact if I have questions about my registration?
Please email MMS staff at annual@mms.org for assistance or call 800-322-2303, ext. 7316.

How late can I register?
We encourage you to pre-register well in advance of the meeting to allow you time for any unforeseen issues at the last minute. However, you may submit your registration as late as an hour prior to the session start time. If you do register late and very close to the start time of a session, Zoom details will come to you via email within 15 minutes or so.

What is the meeting registration cancellation policy for my meeting registration?
You may cancel any time prior to the start of Annual Meeting.

Delegate Pre-HOD/Caucus Meetings

How do I get information about my Delegates’ Handbook Review Meetings and District/Regional Caucus Meetings?
Please visit this section to learn more about Delegates' Handbook Review Meetings and district/regional caucus meetings.


During the Meeting

Logging In

When should I log on?
Approximately 10 minutes before your session is scheduled to begin, please login. If you do not receive a confirmation, please check your spam folders. If you still can’t find your confirmation, contact annual@mms.org or call 800-322-2303, ext. 7316.

The meeting will begin at the scheduled time and you will be in a virtual “waiting room” until that time. Use this time to familiarize yourself with any features you may need to use for the meeting.

If you are asked to enter your name, please enter your first and last name for attendance reporting.

Once, you’ve logged in, you will see this Zoom Control Bar at the bottom of the screen:

Zoom Control Bar

If your Zoom Control Bar seems to disappear, drag your mouse to the bottom of your Zoom screen to make it come back.

If Zoom seems to disappear entirely from your screen at anytime, look for this icon and click on it.

Zoom Icon

Is the HOD meeting a meeting or a webinar? What is the difference?
The HOD sessions and educational programming will be held via Zoom Webinar. The Annual Meeting of the Society/Presidential Inauguration will be held via Zoom Meeting.

Do I need to have my video on and will everyone be able to hear/see me?
As this is a Zoom webinar, as opposed to a Zoom meeting, attendees will not have their camera on and will not be able to see the other attendees. You will only be able to see and hear the speaker/s. You will be able to speak by raising your hand and being invited to unmute.

All attendees enter the meeting automatically on mute.

Meeting Functionality

How will the HOD conduct policymaking in a virtual setting?
Please visit the Annual Meeting HOD page for complete information on the HOD virtual policymaking process. To prepare, access the Delegates’ Handbook, (posted on Monday, April 5), submit online testimony (deadline for testimony: Friday, November 6, 5:00 p.m.), and view the final reference committee reports (posted on Tuesday, May 4, 12:00 p.m.).

How do I address/speak at the House of Delegates?
For the HOD, you will initially be muted.

You may use the Raise Hand feature to alert the Speaker(s) that you would like to speak, wait to be called on and then you will be able to unmute yourself.

Zoom Raise Hand

You may use the Q&A feature to make an interrupting motion.

Zoom QA

Prior to the meeting, delegates will be provided a PDF to reference for HOD Parliamentary /Delegate Virtual Participation Guidance.

How will HOD votes be handled?
Votes will be taken via the “Polling” feature in Zoom. The poll will appear on your zoom screen, you will cast your vote and submit. You will need to be on a computer or the Zoom app on a smartphone to vote.

Will I be able to speak during the Educational sessions?
No. All attendees will be muted but can use the Q&A option in Zoom to communicate with the hosts to ask a question.

In-Meeting Technical Support

Will there be live technical support during the meeting if I need help?
Yes, please stay tuned for more information.

HOD Attendance/Request for Additional Assistance 

Does attendance at virtual HOD sessions count towards the delegate attendance requirement?
Yes. Attending on Friday, May 7 OR Saturday, May 8 "counts" as one session and delegates may participate in both or one or the other. Delegates are encouraged to participate in all HOD Sessions.

What accommodations are made for people with disabilities?
Closed captioning will be provided during all virtual sessions. If you require additional special assistance, please contact us at annual@mms.org.


After the Meeting

Final House Votes 

What happens to the resolutions/reports after the HOD meeting?
The Board of Trustees (BOT) assigns policies/directives to the appropriate committee(s) for implementation or for report back to the HOD. If the HOD voted to refer a resolution/report to the BOT for decision or a report back to the HOD, the BOT will refer it to the appropriate committee(s) for analysis.

Final House votes and referrals are posted on the MMS website under Annual and Interim Meetings. If you need additional information, or have questions related to the House of Delegates meeting, please contact houseofdelegates@mms.org.

Continuing Medical Education/Feedback

How many CME credits can I earn at the Interim Meeting?
Please stay tuned for more details regarding CME credits.

How do I get my CME certificate?
Registered attendees will receive an email 7-10 business days following the 2021 Annual Meeting, which ends on Saturday, May 8, 2021. The email will include a link to the online evaluation. Once you complete the online evaluation, you will receive instructions on how to claim your CME credit and receive your certificate.

Will I be able to provide feedback about the meeting?
Yes. Please feel free to send additional feedback about the meeting to annual@mms.org.

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Register

The 2021 Annual Meeting will be held virtually on April 26, May 7, and May 8. Click here to register.

House of Delegates

Learn more about the MMS’ policy-making body, the House of Delegates.

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