Zoom: Hosting Shared Meetings for Events Quick Guide

At Emerson College, Zoom meetings are frequently used for campus-wide events, department meetings, and various collaborative sessions. This guide is intended for faculty and staff who plan to host large meetings, organize shared department events, or manage recurring sessions with additional support from alternative hosts.

Overview of Meeting Types and Capacity

• Meetings: Standard Zoom meetings support up to 300 participants and allow interactive features like screen sharing, video, and audio for all participants.
• Webinars: For larger, presentation-style events, licenses are available for 500 or 1000 participants. If you expect attendance above 300 and require limited interaction (no participant video or audio), email the IT Help Desk at helpdesk@emerson.edu. See our Zoom Webinar guide for more.
• Shared Accounts: We frequently receive requests to create shared accounts for departments to host Zoom meetings. However, we do not support this practice due to the security risks associated with password sharing. Instead, the following section explains how using alternative hosts effectively addresses this issue.

Scheduling a Meeting

1. Log in: Visit https://emerson.zoom.us and click "Sign In" and log in with Duo. Once in, click the blue “+ Schedule a Meeting” button on the top right.
2. Naming and Scheduling: Enter a name for the meeting and schedule the time. Allow a buffer (e.g., if the meeting is 9 to 10, set the end time as 11) to prevent early termination.
3. Security Settings: Default settings require participants to be logged into their Zoom account, which prevents unauthorized access. Avoid disabling this unless necessary for specific guest access, and if you do, do not post to the Internet. See more details on our Zoom security guide.
4. Options: Under “Options,” select “Show” to access additional settings:
   • Alternative Hosts: Assign co-hosts who can manage the meeting if you are unavailable. They receive a notification and link to start the meeting. Alternative hosts can manage breakout rooms, recording, and participant control but cannot access cloud recordings unless shared with them by the primary host.
5. Inviting Attendees:
   • For large groups or campus-wide events: Copy the meeting URL from the confirmation page and email it to all participants. This is ideal for open, accessible meetings. 
   • For smaller groups using Google Calendar: You can schedule the meeting directly through Google Calendar (instructions below), which includes Zoom meeting details in the calendar invite.

Create and Customize with Google Calendar

If you want your attendees to be able to access the Zoom link in the calendar invite:

1. 1. Open Google Calendar, create the event, and select “Add video conferencing”, choosing Zoom as the type.
   2. Save the event. This automatically generates a Zoom link that is attached to the calendar event for all invitees. If you are not yet ready to send the calendar event to invitees, you can simply save the event to generate the Zoom meeting, and add invitees to the calendar event later.
   3. Log into https://emerson.zoom.us, and you will now see the meeting you created in Google Calendar under Meetings > Upcoming. Click “Edit” to adjust settings, add alternative hosts, and review security as described above. Alternatively, if you click the meeting title instead of "Edit," you’ll see the URL, which you can easily copy and distribute through other channels.

Tips for Managing Large Meetings

Consider the following configuration and practices:

• Mute Participants on Entry: This helps reduce noise, especially in large meetings.
• Enable Waiting Room: This adds a layer of security, allowing you to admit each participant individually.
• Assign Alternative Hosts for Support: Alternative hosts can start the meeting, manage participant controls, and ensure smooth transitions if the primary host must leave.
• Recording Options: Only the primary host can access cloud recordings. Recordings will be saved in your account and can be shared post-meeting if needed.