Emerson IT Help Desk

Zoom Webinar Setup

Setting up a virtual event? There's a lot to consider! As you prepare for your upcoming event, please consider the following information to choose the Zoom format that will work best for you. If you have any additional questions or would like to try out these formats for yourself, please reach out to Media Services at media_services@emerson.edu or by putting in a ticket at it.emerson.edu

 

Should it be a Webinar, or a regular Zoom meeting?

 

Meeting

Webinar

Description

Zoom meetings are ideal for hosting more interactive sessions where you’ll want to have lots of audience participation or break your session into smaller groups.

Think of webinars like a virtual lecture hall or auditorium. Webinars are ideal for large audiences or events that are open to the public. Typically, webinar attendees do not interact with one another. Though Zoom provides options for you to get more social with your attendees, your average webinar has one or a few people speaking to an audience.

Use Case

Small to large groups (2+ participants) for:

  • Classroom session
  • Team/department meetings
  • Training session

Large events and public broadcasts (50+ attendees) such as:

  • Faculty Assembly
  • Staff Forum
  • Educational lectures

Users

  • Faculties and students
  • Staff
  • Individuals
  • Event hosts


Side-by-side feature comparison

Feature

Meeting

Webinar

Participant Roles

Audio Sharing 

  • All participants can mute/unmute their own audio
  • Host can mute/request to unmute participants
  • The Host can set all participants to mute upon entry
  • Only the Host and panelists can mute/unmute their own audio 
  • Attendees join in listen-only mode*
  • The Host can unmute one or more attendees 

Video Sharing

All Participants 

Hosts and Panelists 

Screen Sharing 

Capacity

Up to 300

Up to 100-500 participants

Participants List 

Visible to all participants  

Visible to Host and Panelist 

Email Reminders 

--

If registration is enabled

Chat

In-Meeting Chat

Webinar Chat 

Q&A 

-- 

✔ 

File Transfer 

✔ 

--

Whiteboard

Annotation

Polling

Polling for Meetings

Polling for Webinars

Livestream

Facebook, YouTube, Workplace by Facebook, Custom Streaming Service 

Facebook, YouTube, Workplace by Facebook, Custom Streaming Service

Registration

Registration for Meetings

Registration for Webinars

Closed Captioning 

✔ 

Recording

✔ 

Breakout Rooms 

✔ 

-- 

Require Password to Join

International Dial-in Numbers

Closed Captioning

*Note: If the host or co-host enables 'Allow to Talk' for an attendee, they will be able to enable their microphone as well as mute and unmute themselves.

 

How to Request a Webinar License

To setup a Webinar, you’ll first have to contact Media Services at media_services@emerson.edu to request a license. We’ll need the following information to process your request:

  • Date of the Webinar event.
  • The number of attendees you expect.
  • Name of Emerson staff/faculty that is setting up the Webinar (one person only).
  • Whether the event is public or private (Optional. This helps give us determine what level of security you need).
  • If this is a recurring Webinar.

If a Webinar license is available for you, we’ll confirm the booking to you for the day(s) of your request.

*If confirmed, you’ll need to book at least 1-2 more days to setup and test the Webinar, which includes creating, scheduling, configuring, sending out invites to attendees, and holding a practice session with your staff. We’ll provide you a list of available days to do that. We recommend doing this at least two weeks in advance of the event.

 

Webinar Preparation

  • When is the webinar event?
  • How many attendees do you expect? Currently we have 100 and 500-person Webinar licenses available. A regular Zoom Education meetings can hold up to 300 participants.
  • To setup a Webinar, due to limited access, you'll need to book a day or two to setup the Webinar in preparation of the event, so please book a those days with us ahead of time. Once setup is done, we'll remove the license until the day of your event, or if you need to make adjustments to your Webinar. Setup includes:
    • Creating and scheduling the Webinar.
    • Inviting attendees.
    • Inviting alternative-hosts and panelists.
    • Applying the necessary security measures.
    • Adding branding and other features.

 

Recommended Settings for your Webinar

  • Set an alternative host, or two just to be safe.
  • Assign a chat moderator and participant moderator. This can be one person if they are able.
  • Enable Practice Session and schedule a practice session with your organizers and staff to practice your roles and agenda of the event.
  • For presenters/panelists, practice and get familiar with using Zoom, muting and un-muting audio, showing video, and screen-sharing (Link to Zoom tutorials here).
  • For Hosts and Co-hosts, familiarize yourself with Webinar host controls and setup (Link to Zoom tutorial here).
  • Use "Spotlight video" to make a screen the focus of the Webinar, and turn off when turning the focus to other people.
  • Determine if you want the following for your Webinar:
    • Q&A
    • Record Webinar (make sure to get approval).
    • Polling
    • Only allow authenticated users (meaning only those with Zoom accounts can join. Everyone at Emerson has a Zoom account, but they'll need to sign in to join).
    • Registration; this is default for Webinars, but there's two kinds of registration to consider:
      • Auto-Approval: Anybody who registers can join the Webinar.
      • Manual-Approval: All registrants must be vetted for approval.
  • Make an instruction guide for attendees on how to register, how to save the Webinar to their calendar for easy access, how to join the Webinar, and what to expect for their in-Webinar controls and limits.
  • Start a little early to get everyone ready and make last-minute configurations or changes.

 

Running a Webinar

  • What roles will everyone have?
    • Who are co-hosts? Who's an alternative host?
    • Who’s presenting?
    • Who’s moderating the chat? 
    • Do you need a separate moderator for managing attendees?
    • Will attendees need to be allowed to talk and show video at any point?
  • What will the program look like?
    • Presentation only? Audio, video, and screen-share? Perhaps just screen-share?
    • Q&A?
    • Panelist discussion?
    • Polling?
    • Time for attendees to chime in with answers or questions?
  • Registration?
    • Vetted registration (Manual Approval)?
  • Do they want to live-stream the event as well? You'll need to provide a 3rd party live-streaming service, such as Facebook Live, Youtube Live or Livestream.
  • Do you want closed captioning? You'll need to provide a 3rd party captioning service.
  • Is this a recurring Webinar?

 

For questions or requests, such as booking a webinar license, please contact media_services@emerson.edu, or call us at 617-824-8676.

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