# Hosting meetings
If you have an Amazon Chime Pro account, you can schedule meetings in Amazon Chime. When you schedule a meeting, you automatically become the *host*. Hosts can use a set of meeting management tools that aren't available to attendees.
When you schedule a meeting, you can also appoint moderators and delegates, and they can also use the management tools. The tools available to hosts, moderators, and delegates vary, depending on whether you join the meeting as an authenticated user, meaning you use your Amazon Chime credentials to join the meeting. Authenticated hosts, moderators, and delegates can take the following actions:
+ Add attendees.
+ Admit attendees from the waiting room.
+ Remove attendees. (Only the host can remove themselves, moderators, and delegates from a meeting.)
+ Lock and unlock meetings.
+ Record meetings.
+ Start and stop Event Mode.
+ Turn meeting notifications on or off.
+ Mute all attendees.
+ Turn off attendees' ability to unmute themselves.
+ End the meeting for all attendees.
Unauthenticated hosts, moderators, and delegates can take the following actions:
+ Lock and unlock meetings.
+ Record meetings.
+ Mute all attendees.
+ End the meeting for all attendees.
For more information about moderated meetings, see [Scheduling moderated meetings](moderate-meeting.md).
**Topics**
+ [How meetings change when you turn on Event Mode](event-mode-changes.md)
+ [Adding attendees](add-attendees.md)
+ [Using the Waiting Room](waiting-room.md)
+ [Removing attendees](remove-actions.md)
+ [Locking a meeting](lock-actions.md)
+ [Recording meetings](record-actions.md)
+ [Using Event Mode](event-actions.md)
+ [Using meeting event notifications](notify-for-events.md)
+ [Muting all attendees](mute-actions.md)
+ [Managing attendee unmute](disable-unmute.md)
+ [Ending a meeting for all attendees](end-mtg-for-all.md)
+ [Using the large meeting settings](large-meeting-settings.md)
# How meetings change when you turn on Event Mode
When you turn on Event Mode, the meeting changes in the following ways:
+ Hosts, delegates, or moderators automatically receive presenter permissions when they join the meeting.
+ The system mutes any attendees already in the meeting.
+ The system mutes attendees who join the meeting after you turn on Event Mode unless they join from an in-room video conference system. Attendees who join from a conference system can use their video conference device to mute themselves. Other attendees can also mute them in the Amazon Chime client.
+ Only presenters can share their screens, turn on their video, or mute other presenters.
+ Notifications don't appear for the following roster changes:
+ Attendees who join the meeting.
+ Attendees who leave the meeting.
+ Attendees who drop from the meeting.
+ Attendees who try to perform a restricted task receive a message that the host turned off the chosen action.
+ If attendees join from an in-room conference system with Event Mode on, Amazon Chime blocks content sharing and video. Other attendees can view videos only from presenters or from in-room conference systems that join before you turn Event Mode on.
To let new conference rooms join with video or present, turn off Event Mode before the new room joins. If a room joins before you turn off Event Mode and wants to share media or video, they must leave and rejoin the meeting after you turn off Event Mode.
**Note**
If attendees join from an in-room conference system before you turn on Event Mode, they can use the conference system to share media and video.
# Adding attendees
Hosts, delegates, and moderators can add attendees to a meeting after it starts. For example, you can add an attendee who wasn't invited to the meeting but has expertise that you or other attendees need.
**To add attendees**
1. In the left control bar, open the **More options** menu (![\[An icon showing a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)), then choose **Add attendees**.
1. In the **Add attendees** dialog box, select the attendees that you want to add, then, choose **Add**.
# Using the Waiting Room
When anonymous users try to join an Amazon Chime meeting, they automatically go to the Waiting Room, and the **Waiting Room** section appears in the **Attendees** panel.
You become an anonymous user when:
+ You don't have an Amazon Chime account.
+ You have an Amazon Chime account, but you don't use your account credentials to sign in.
External users who are registered and signed in but not part of the meeting organizers Amazon Chime group also go to the Waiting Room. However, the meeting organizer can choose to let external users skip the Waiting Room. For more information about doing that, see [Allowing external attendees](understand-mtg-options.md#allow-external), in this guide.
Authenticated users always join Amazon Chime meetings without going to the Waiting Room. You become an authenticated user when:
+ You use your Amazon Chime credentials to sign in to the meeting and you belong to the same Amazon Chime group as the organizer.
+ The organizer includes `meet@chime.aws` in the meeting invitation and adds you to the attendee list.
+ The organizer makes you a delegate or a moderator.
+ You're the organizer.
For more information about delegates and moderators, see [Creating delegates](delegates.md) and [Scheduling moderated meetings](moderate-meeting.md), in this guide.
**Topics**
+ [Visual quick start guide](wr-quick-start.md)
+ [Admitting or denying anonymous users](admit-deny-anonymous.md)
+ [Turning the Waiting Room off or on](turn-off-waiting-room.md)
+ [Leaving the Waiting Room](leave-waiting-room.md)
# Visual quick start guide
When anonymous users try to join a meeting, the **Waiting Room** section appears in the **Attendees** panel. The following image shows the section. Numbers in the image correspond to the numbered text below.
![\[A list of names with Xs and checkmarks next to them, plus three numbered call outs.\]](http://docs.aws.amazon.com/chime/latest/ug/images/waiting-room-basic.png)
In the image:
1. The red oval displays the number of users in the Waiting Room. Under **Apply to all**, choose the **X** to deny all users, or select the checkmark to admit all users.
1. To deny or admit individual users, select the **X** or checkmark next to that user's name, phone number, or conference room ID.
1. Users that you admit to the meeting appear in the **Present** section. The brackets (**< >**) indicate anonymous users.
# Admitting or denying anonymous users
Meeting hosts, moderators, delegates, and authorized attendees can admit anonymous users or prevent them from attending.
You're an authorized attendee when:
+ You use your Amazon Chime credentials to sign in to the meeting.
—and—
You belong to the same Amazon Chime account as the meeting organizer.
The following sets of steps explain how to do both tasks.
**To admit an attendee from the Waiting Room**
+ In the **Waiting Room** section of the **Attendees** panel, select the checkmark next to the attendee that you want to admit.
—or—
To admit everyone in the Waiting Room, select the checkmark under **Apply to all**.
**To deny an attendee in the Waiting Room**
+ In the **Waiting Room** section of the **Attendees** panel, select the X next to the attendee that you want to deny.
—or—
To deny admission to everyone in the Waiting Room, select the X under **Apply to all**.
# Turning the Waiting Room off or on
The steps in this section explain how to turn the Waiting Room off and on during a meeting. You can also turn the waiting room off for external attendees. For more information about doing that, see [Setting meeting options](understand-mtg-options.md), in this guide.
**Important**
You must be a meeting host, delegate, or moderator to turn the Waiting Room off or on.
When you turn the Waiting Room off, all current and future anonymous attendees can join the meeting directly.
If you subsequently turn the waiting room on, new anonymous or restricted users must wait to be admitted
Hosts, moderators, and delegates can also lock meetings to prevent unauthorized attendees from joining. When you lock a meeting, only current and invited attendees can join. For more information, see [Locking a meeting](lock-actions.md), in this guide.
**Note**
You must have at least one person in the waiting room in order to turn it off.
**To turn off the Waiting Room**
1. On the left control bar, open the More menu (**...**).
1. Choose **Turn off Waiting Room**.
![\[An ellipsis menu and the Turn off Waiting Room menu command.\]](http://docs.aws.amazon.com/chime/latest/ug/images/waiting-room-off.png)
To turn the Waiting Room on, repeat the steps listed above.
# Leaving the Waiting Room
If you find yourself in the Waiting Room, you can leave at any time.
**To leave the Waiting Room**
1. Choose **Leave meeting**.
1. In the **Are you sure you want to leave this meeting** dialog box, choose **Leave meeting**.
**Note**
The dialog box does not appear when you leave a moderated meeting.
# Removing attendees
Hosts, moderators, and delegates can remove other attendees from a meeting unless the other attendees are also hosts, moderators, or delegates. If you remove an attendee that you invited to the meeting, Amazon Chime also removes them from the meeting invitation and removes the meeting from their Amazon Chime home screen.
**To remove an attendee**
1. In the meeting roster, choose the horizontal ellipsis next to the attendee's name.
1. In the attendee options menu, choose **Remove from meeting**.
# Locking a meeting
Hosts, moderators, and delegates can lock meetings. When you lock a meeting, removed attendees can't rejoin the meeting. Also, uninvited and unauthenticated users can't join a locked meeting.
**To lock a meeting**
1. In the left control bar, choose the **More options** menu (![\[An icon of a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)).
1. Choose **Lock meeting**
The following rules apply to your meeting when you lock the meeting:
+ If an attendee doesn't have an Amazon Chime account, or wasn't invited to the meeting, they receive a message that the meeting is locked if they try to join.
+ If an invited attendee signs into their Amazon Chime account, they can join the locked meeting. They can also drop and reconnect after you lock the meeting.
+ An attendee can join a locked meeting from an in-room conference system, or with the **Dial-in** or **Switch to dial-in** options. However, they must enter the 13-digit meeting ID from the Amazon Chime desktop or mobile client, or from the Amazon Chime web app.
# Recording meetings
A meeting host, moderator, or delegate can record meetings. When you record a meeting, Amazon Chime records the audio and, if you share media during the meeting, the content of any media tiles. The host, moderator, or delegate who turns on recording receives the recording in a chat message once the meeting ends.
**Note**
Amazon Chime only records video when someone shares their screen. Any parts of a meeting without a screen share are blank during playback. Meeting recordings don't include attendee video tiles.
Recording files appear in the regular Amazon Chime chat window, not the meeting window. The recording files appear in the navigation pane under **Recent Messages**. This image shows a typical recording message.
![\[A recording file message in the Chime chat window.\]](http://docs.aws.amazon.com/chime/latest/ug/images/recording-in-chat.png)
**To start or stop meeting recording**
1. To start recording, do one of the following:
+ In the left control bar, choose the **Record meeting** icon (![\[Icon of a record button.\]](http://docs.aws.amazon.com/chime/latest/ug/images/icon-record-meeting.png)).
+ In the left control bar, choose the **More options** menu (![\[An icon showing a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)), then choose **Record meeting**.
+ If you joined the meeting from a phone or in-room conference system, press \$12.
1. To stop recording, do one of the following:
+ In the left control bar, choose the **Record meeting** icon, located at the bottom of the bar.
+ Open the **More options** menu (![\[An icon showing a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)) and choose **Record meeting**.
+ From a phone or in-room video system, press \$12.
When meeting attendees join a meeting that you record, Amazon Chime notifies them that you've started recording. When you stop recording, the attendees receive an update that you've stopped recording. Recording automatically stops when the meeting ends.
The meeting host, moderator, or delegate that started the recording receives the recording in a regular Amazon Chime chat message, not the meeting window. However, if a moderator or delegate starts the meeting from their phone or a conference system, only the host receives the recording. The host also receives the recording if the moderator or delegate who started recording isn't signed in to Amazon Chime.
Amazon Chime sends M4A files for recordings that only include audio. If a presenter uses screen share during a recorded meeting, Amazon Chime sends an MP4 file. Any portions of the meeting that don't include screen sharing are blank during video playback.
**Note**
Recorded meeting files can be large. To share them with attendees, we recommend that you upload them to a file-sharing service. Once uploaded, you can share the file link with attendees.
# Using Event Mode
You use Event Mode to minimize background noise, control who presents their screen, and control who starts their video. Only meeting hosts, moderators, and delegates can turn on Event Mode after a meeting starts. Event Mode changes a meeting in several ways:
+ Hosts, moderators and delegates must sign in with their Amazon Chime credentials in order to start Event Mode.
+ Only hosts, moderators, and delegates can present during a meeting.
+ Event Mode doesn't automatically mute in-room conference systems. Attendees must use the mute button on the in-room hardware. Hosts, delegates, moderators, or other presenters can use the meeting roster to mute and unmute the conference room, but the in-room hardware mute overrides muting from the Amazon Chime roster.
+ If an in-room conference system joins a meeting with Event Mode already on, the attendees in the room can't start video or share content.
+ To allow an in-room system to start video and share content, meeting hosts can wait for the rooms to join before they enable Event Mode. As needed, hosts, delegates, moderators, and presenters can disable Event Mode, then have the room join.
**Topics**
+ [Starting and stopping event mode](#turn-on-event-mode)
+ [Adding and removing presenters](#promote-attendee)
## Starting and stopping event mode
To manage Event Mode, do the following:
**To start Event Mode**
1. Open the **More options** menu (![\[An icon of a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)), then choose **Start event mode**.
1. In the **Start event mode** dialog box, review the information about Event mode, then choose **Start event mode**.
**To stop Event Mode**
+ Open the **More options** menu (![\[An icon of a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)), then choose **Stop event mode**.
## Adding and removing presenters
By default in Event Mode, only hosts, moderators, and delegates can act as presenters. However, hosts, moderators, and delegates who sign in to their Amazon Chime account can grant presenter status to other attendees.
**To promote an attendee to presenter**
1. In the left control bar, open the **More options** menu (![\[An icon of a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)). Then, choose **Add event mode presenters**.
1. In the dialog box that appears, select one or more attendees and choose **Add**.
The selected attendees receive a notification, and the event mode icon (![\[An icon of a stick figure at a podium.\]](http://docs.aws.amazon.com/chime/latest/ug/images/event-mode-icon.png)) appears next to their names in the roster.
**To demote an attendee from presenter**
1. In the meeting roster, open the horizontal ellipsis menu next to the attendee you want to demote.
1. Choose **Remove from presenters**.
Meeting hosts, moderators, or delegates who sign in to the Amazon Chime app can also perform the following actions in Event Mode:
+ To remove an attendee from the presenters list, choose their name on the roster, then choose **Remove from Presenters**.
+ To turn off Event Mode, open the **More options** menu (![\[An icon showing a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)), then choose **Disable Event Mode**. Once you turn off Event Mode, attendees can mute and unmute themselves, share their screens, and turn their video off or on.
# Using meeting event notifications
By default, Amazon Chime displays notifications for a variety of meeting events. For example, attendees see notifications when others join or leave a meeting. Meeting hosts, moderators, and delegates can turn off all notifications. We recommend that you turn off meeting notifications when you run a meeting where large numbers of attendees may join or leave.
To turn off notifications for all attendees, do the following:
1. In the left control bar, open the **More options** menu (![\[An icon showing a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)).
1. Choose **Notify for all meeting events** to clear the check mark.
# Muting all attendees
Meeting hosts, moderators, and delegates can mute all attendees. This gives hosts, moderators, and delegate more control over who can speak during a meeting. We recommend that you turn off meeting notifications while this feature is on when you host a large meeting.
**To mute all attendees**
1. In the left control bar, open the **More options** menu (![\[An icon showing a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)).
1. Choose **Mute all others**.
To unmute all attendees, repeat the previous steps.
# Managing attendee unmute
Meeting hosts, moderators, and delegates can prevent attendees from unmuting themselves. When you control who can unmute their microphone, you have more control over who can speak during a meeting. We recommend that you turn on this feature when you host a large meeting.
**To turn off attendee unmute**
1. In the left control bar, open the **More options** menu (![\[An icon showing a horizontal ellipsis.\]](http://docs.aws.amazon.com/chime/latest/ug/images/left-control-6.png)).
1. Choose **Disable attendee unmute**.
To turn on attendee unmute, repeat the previous steps and choose **Enable attendee unmute**.
# Ending a meeting for all attendees
Meeting hosts, moderators, and delegates can end a meeting for all attendees.
**To end a meeting for all attendees**
+ In the call control bar below the meeting window, choose **End**. In the **End this meeting** dialog box, choose **End meeting for all**.
# Using the large meeting settings
When you host a meeting with more than 25 invitees, Amazon Chime does the following when the meeting starts:
+ Mutes attendees when they join the meeting unless they join from an in-room conference system.
+ Turns off notifications when attendees join, leave, drop, or decline the meeting.
+ Turns off join and leave tones.
+ Displays a message in the meeting chat about these changes.
Hosts, moderators, and delegates can turn off large meeting experience settings. To do that, use the desktop or web app. The procedure varies depending on which client you use.
**To turn off large meeting settings in the desktop client**
1. Open the **File** menu, then choose **Settings**.
1. Choose **Meetings**.
1. Under **Large meetings**, clear the check box for **Mute new attendees, turn off join and leave tones, and suppress roster notifications**.
1. Close the **Settings** pane to return to the Home window.
**To turn off large meeting settings in the web app**
1. Choose your profile icon. The profile icon in the web app is the gray circle that contains your initials.
1. Choose **Settings**.
1. Choose **Meetings**.
1. Under **Large meetings**, clear the check box for **Mute new attendees, turn off join and leave tones, and suppress roster notifications**.
1. Close the **Settings** pane to return to the Home window.
To turn on large meeting settings, repeat the steps for the client you choose and select **Mute new attendees, turn off join and leave tones, and suppress roster notifications**.