Using Zoom for Webinars
Zoom is a video conferencing tool that is often used as a virtual meeting space, working in concert with, or taking the place of, face-to-face meetings and gatherings in a variety of settings. One way Zoom can be utilized is in a webinar-style format for webinars, conferences, or presentations. While Zoom Webinars and Zoom Meetings are two different products, this training will discuss how to create your Zoom Meeting effectively to approximate the webinar experience.
Step 1 鈥� Scheduling Your Meeting
When scheduling the meeting, it is recommended that the Registration option be unchecked as the default registration form is not customizable. If you prefer using a registration form for your webinar, consider using an alternative program, such as Qualtrics.
Next, ensure that your Meeting ID is set to generate automatically, and that the Password option is checked.
You can set the Video option for the Host to 鈥淥n鈥� and for Participants to 鈥淥ff鈥�.
Audio should be set to 鈥淭elephone and Computer Audio鈥� as well.
Choose the calendar option you would like to use; Outlook is often the best option.
Under the Advanced Options, be sure to select 鈥淢ute Participants on entry鈥� so that when participants join the webinar, their audio does not interrupt the speaker. You may also choose to use the 鈥淎utomatically record meeting on the local computer鈥� option if recording is desired;
and the 鈥淓nable waiting room鈥� option鈥攅specially if using a co-host/moderator鈥攁s it allows you to only let in people when you are ready.
Lastly, if you are using a co-host/moderator, be sure to add their email address(es) to give them access to the needed tools and features in the webinar.
Step 2 鈥� Before the Meeting
To include more interactive elements to your webinar, consider the use of Polling Questions which should be set up in advance of the meeting through the web portal.
It is also highly recommended that PowerPoint slides be created for conveying any Webinar or 鈥渉ousekeeping鈥� information, even if no other PowerPoint slides will be used.
Do not forget to Send Participants the Calendar Invite language鈥攊ncluding the link, code, phone numbers, and time/date. While other information in the Zoom invite may be changed as needed, it is crucial that the link, passcode, and telephone numbers not be edited.
Lastly, if your event is open to the public, arrange for Closed Captioning Service for your webinar. For assistance with this process, contact the Media Resources Center.
Step 3 鈥� During the Meeting
On the day of your webinar, it is recommended that you join/begin your meeting a few minutes ahead of schedule to Set Up and Pre-load your 鈥渉ousekeeping鈥� and/or information slides for participants to view as they enter the meeting.
Consider including information on the following: Submitting questions for Q&A via the chat; Viewing the Session in 鈥淎ctive Speaker鈥� view; Hiding non-video participants; Using the 鈥淩aise Hand鈥� feature and other reactions such as, 鈥淵es,鈥� 鈥淣o,鈥� and 鈥淪lower鈥�; and any other prudent information for participants to have prior to the session starting.
If your webinar contains 2 or more participants, you can also use the Spotlight feature on the main presenter鈥檚 video or on other participants that you want to ensure stay 鈥渦p front and center鈥� during the webinar, such as an interpreter or co-presenter. Currently, Zoom allows you to Spotlight up to 9 users in the meeting.
Consider utilizing Focus Mode which enables only the host to see participants鈥� videos or profile pictures when the video is off. Only hosts can view participant screen sharing, switch between multiple shared screens, and allow participants to view others鈥� shared screens.
It is also recommended that you enlist a co-host or moderator in the meeting with you to manage participants鈥� audio, video, waiting room, etc., as well as to monitor and respond to the chat. This allows the presenter to focus on their content and field questions and comments only as needed.
If you are using a moderator, it is recommended that you Change the Moderator鈥檚 name to 鈥淨&A鈥� (if you plan to have a Q&A), and then modify your Chat settings so that participants can only chat with Host.
Remember to also Set your Screen Sharing Options to 鈥淥nly Host鈥� and 鈥淥nly one participant can share at a time鈥�. This will ensure that no participants accidentally share their screens during the presentation.
All mics should also be set to muted, except the main presenter.
Lastly, it is essential that you double check your Security settings prior to your webinar to ensure the session runs smoothly.
- Make sure that the 鈥淎llow participants to unmute themselves鈥� option is unchecked so that only those you want to speak in the session can do so.
- The 鈥淪tart Video鈥� option listed under 鈥淎llow participants to:鈥�, should also remain unchecked to avoid participants sharing video without authorization.
- From the security settings area, you can also Check the Hide Profile Pictures option and Uncheck the 鈥淩ename Themselves鈥� option as well.
- Finally, if you need someone else to speak on camera, you can click the 鈥淢ore鈥� icon next to their name in the participants window and click on 鈥淎sk to start video鈥� which will enable the user to share.