Organiser & Presenter Resources

Digital Tools


  1. Use the Deanery Zoom account (will allow sessions over 40mins). Account login details are available from Julie Flowers. Do not share these credentials.

  2. Schedule each session as a separate meeting. This will allow you to easily record and download the video and limit the file size.

  3. To schedule a meeting, open the desktop app and choose the “home” menu.

    1. Select Schedule

    2. Type in your topic name (include the speaker’s name)

    3. Select a Date, Time & Duration.

    4. Ensure “recurring meeting” is NOT selected.

    5. Under Meeting ID Select “generate automatically”

    6. Under Password Select “Require meeting password”

    7. Under Video Select Host: On

    8. Under Audio Select “Telephone and computer audio”

    9. Open the Advanced Options menu

    10. Select “Mute participants upon entry”

    11. Select “Automatically Record meeting” and then Select “In the Cloud”

    12. Select the “Schedule” button

    13. Copy the invitation text to a word document

    14. Repeat these steps for each of your planned sessions

  4. On the day

    1. On starting each session the facilitator should be logged in as the host with a copy of the speaker’s slides/content available as “plan B” if screen sharing fails.

    2. Facilitator: With the session running, Select the arrow button next to “share screen”

    3. Facilitator: Select “advanced sharing options”

    4. Facilitator: Under Who can Share Select “All participants”

    5. This will permit the speaker to share their screen.

    6. Once attendees arrive copy the link to the  T-L-R ( feedback form into the text chat-box.

    7. Facilitator: Remind speaker & participants that session will be recorded.  If no objections – ensure the record function is activated (you should see the universal red circle symbol to confirm this).

    8. If the session over-runs remember to contact your next speaker to inform them of the delay.

  5. After the sessions

    1. Unless you have a NHS Trust Computer-compatible USB flash drive to save files to, do not use an NHS computer for this step.  This is because NHS firewalls may block access to Vimeo – you will need access to this later to upload the videos for trainees to watch later.

    2. Access the zoom website or desktop application.  Login using the credentials you hosted the sessions with.

    3. Access the “recordings” section.  Find your sessions and download the associated MP4 files only to your computer/USB flash drive.

    4. Ensure you rename each file with the identifiable session title – this makes the next step with Vimeo smoother.

Trimming video (optional but recommended)

Simple editing: trimming to tidy the video.

Can be done simply by using free online software such as

  1. Go to online "cutting" website

  2. Drag video from computer to online editor

  3. Cut unwanted material from start and end of video

  4. Download trimmed video to your computer


This is an online video hosting platform similar to YouTube.  Vimeo offers password protection.

  1. To upload a video; login using regional teaching Vimeo credentials - available from Julie Flowers or Do not share these credentials.

  2. Select New Video and then Upload.  Select / Drag & drop the video files you wish to upload.

  3. If required assign a Password to each video.

  4. Give each video a title (the session title, speaker name and date).

  5. Type in a brief description and include a link to the T-L-R feedback form (

  6. Once upload complete, copy the video links to a word document, from the Vimeo home screen .

  7. Send your word document with video links (& passwords if required) link to Julie Flowers at HESW, for distribution to trainees.

  8. NB: Do not use an NHS computer for this step as Vimeo is often blocked by NHS Trust Firewalls.



This tool allows attendees to log the learning undertaken on the South West Anaesthesia, Pain, and ICM Teaching (SWAPIT) Hub, and to receive a certificate of its completion.

In order to receive a certificate, attendees must complete this form and submit feedback regarding their learning. Attendees have the option of sharing their details with the facilitator, or can choose to remain anonymous.

As well as feedback, attendees can record a Rapid Reflection about their learning, which will be formatted and emailed back to them, ready for upload and tagging in their ePortfolio.