Zoom Meeting and Webinar Service

Whether you need to host digital events, all-hands meetings, or training sessions, a Zoom video webinar is an easy-to-use option for managing and engaging with your audience.

The University has purchased several Zoom webinar licenses, which can host up to 10,000 attendees, to accommodate the growing need for large-format Zoom meetings and webinars. In addition to providing a license for your event, the University of Miami Information Technology (UMIT) team can assist with hosting webinars, including: Zoom webinar training, communication development, marketing, run of show assistance, day of livestream management, technical assistance, enablement, and more.

Submit your request for a Zoom meeting/webinar here

Documentation

Zoom Livestream Tips (for Hosts)	Tip Sheet: for Zoom Webinar Panelists
Tip Sheet: Creating a Zoom Webinar	Tip Sheet: Running a Zoom Webinar

• How do I request a Zoom webinar?

  Submit your request using this online form and a member of the UMIT team will connect with you as soon as possible.

• How many attendees can join a webinar?

  Up to 10,000 people can be invited to join a webinar.

• What makes a webinar different than a Zoom meeting?

  Webinars are like a lecture hall or auditorium. 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 is one or few people speaking to many. Webinars are ideal for large audiences and events that are open to the public. Zoom video webinars provide you with simple tools for crowd control and engagement. You can allow an attendee to talk using computer audio or quickly promote an attendee to panelist for them to interact. Use hand raising, Q&A, and polls for quick engagement.

  Click here for a Zoom meeting and webinar comparison.

• How can I share and manage my webinar recordings?

  Zoom offers local recording to your computer and to the Zoom cloud.*

  Zoom will provide you with a link to share and you can manage its privacy settings. View your meeting settings to edit your cloud recording settings.

  Local (to your desktop or laptop computer) recording is available to all users. Note that local recording settings within the Zoom client allow you to capture separate audio tracks for each person that speaks. Using this and the option to optimize for 3rd-party video editor is useful for those that wish to edit the recording for sound bites or podcasts.

  *Please note that Zoom recently turned on a setting to require a password for recordings that are sent out.

• What's the difference between a Panelist and a Co-Host?

  Invite panelists to your webinars as guest speakers, subject matter experts, or to assist you in managing the event controls. A panelist can share their webcam, speak on audio, share their screen, and view and respond to questions in the Q&A panel. Once a panelist is joined, you can make them a co-host in the session. Essentially, the co-host can do everything the panelist can do PLUS everything the host can do except editing polling questions or end the webinar. They can help to manage audio, video, and screen sharing, and are especially important to have in larger events. If the host of the webinar disconnects suddenly (from an Internet outage, for example), the host controls will fail over to a co-host. Assign multiple co-hosts as needed.

  For more information about the different roles in a webinar, click here.

• Can I require registration for my webinar to gather viewer information?

  Yes! Not only that, Zoom provides rich customization of the webinar registration page including custom questions and appearance. You can also add up to three presenters that will show at the bottom of the registration page. Turn on webinar registration source tracking to help you discover what promotions are working best so you can optimize your efforts. Using integrations and APIs, you also have the option to take the registration process outside of Zoom.

• Quick Tips for Webinar Hosts

  The host sets the tone for the webinar. Practice and preparation beforehand will ensure your audience has the very best experience. Here are a couple of pro tips to ensure you have a successful digital event:

  • Hardwire your Internet connection: This will help you avoid any issues with an unstable Wi-Fi connection, which can affect your audio quality and the overall attendee experience. If you experience any issues with Wi-Fi at home, review our Wi-Fi FAQs and Tips for potential solutions.
  • Test the audio before your webinar begins: This will ensure your speakers and mic are working properly before the live event begins. Here's how to test your device audio.
  • Minimize background noise: Try to host your webinar in a quiet place. If you must be in a loud environment, using a headset with a mic often reduces background noise compared with your computer's built-in microphone. In fact, a headset is a general best practice for higher-quality audio than other built-in options.
  • Dress to impress: You'll be on video, so be sure to wear business attire. Solid colors are recommended, as opposed to garments with patterns. Be mindful of any accessories or jewelry if you are expressive with your hands as the noise and movement can be quite distracting.
  • Prepare to be on screen: Position yourself in front of the camera so your face is framed in the center of the video, and the background area is clear of any visual distractions. Practice looking at the camera when you are speaking (for example, if using a computer's built-in camera, the camera is usually on the top of the monitor).
  • Set proper expectations: Create a clear webinar title and description for the content that will be delivered. Make sure you deliver on the content that was promised in the promotions leading up to the digital event.
  • Start on time: We recommend you start your event 5 minutes early to allow your attendees to join before the content kicks off. The host should let attendees know when the event will begin and if the content will be recorded and shared afterward.

  
  For additional webinar best practices on designing content and creating impact, check out these webinar hosting tips from Let's Do Video founder David Maldow.

• Engaging Your Audience

  One of the main benefits of an in-person event is the interaction. Online events also can offer an informative and interactive experience while you enjoy the comfort of your home or office.

  It's important to put just as much effort into the online experience as you would for an in-person event. Here are a few tips to help you maximize engagement:

  • Set the tone: Welcome attendees as they join the webinar or meeting. Start with an icebreaker question and ask attendees to send in their answers in the chat.
  • Enable Q&A: Designate panelists or other hosts to help answer questions that come in during the event. We recommend you encourage attendees to ask questions throughout the session. This gives you a chance to collect questions as you go and decide whether to answer them live or wait until the end. There is nothing worse than dead air, so prepare a few questions in advance in case you need to fill the gap.
  • Polling is key: Create 3 to 4 polling questions that can be set up before the event. This is a great opportunity to gauge what information your audience is interested in, their level of expertise, and their current understanding or opinions on the content you are sharing.
  • Ask for feedback: With Zoom Video Webinars, you can include a post-event survey to collect feedback on the presenters, content, and audience satisfaction. All you need is the URL for your favorite survey tool. As attendees leave the webinar, the survey will automatically launch.

• Additional Resources

  Here are some additional resources to help you deliver a successful online event experience:

  • Your Top Five Online Event Questions: Answered!
  • Zoom Video Webinar Help
  • How to Create the Best All-Hands Meeting Experience With Zoom
  • Get Started with Zoom at the U
  • Home Wi-Fi FAQs and Tips
  • Zoom Livestream Tips (for Hosts)
  • Tip Sheet: for Zoom Webinar Panelists
  • Tip Sheet: Creating a Zoom Webinar
  • Tip Sheet: Running a Zoom Webinar
  • Resource Guide for Zoom Meetings

For more information about Zoom, including a list of features and benefits, visit the Zoom service page. For answers to commonly asked questions, review the Zoom FAQs.

If you have any technical issues, please contact the UMIT Service Desk at: (305) 284-6565 or help@miami.edu.

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