Zoom Meeting and Webinar Service

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

The University offers temporary Zoom webinar licenses, which can host up to 10,000 attendees, to accommodate the need for large-format Zoom meetings and webinars. In addition to providing a temporary license for your event, University of Miami Information Technology's (UMIT's) Zoom Meeting and Webinar (ZMW) Service team can assist with hosting Zoom events, including: meeting/webinar training, day of event support, and technical assistance.

Please note: if a virtual event takes place after business hours, the ZMW Service team will provide extensive technical training so you're able to successfully manage your Zoom event. 

To access the most popular Zoom tips, click here. If you have any questions, or if you need assistance setting up your meeting or webinar, contact the ZMW team.

Documentation

• 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.

• Can I request a temporary webinar 500 license assigned to my Zoom account?

  Yes! If available, we can assign you a temporary webinar 500 license which will be enabled on your Zoom account for the duration of your event. This enables you to manage event registration and download reports/videos after the webinar is complete.

  To get started, submit your request using this online form and please note in the "additional comments" section that you'd like a temporary webinar 500 license assigned to your Zoom account. A member of the ZMW team will connect with you as soon as possible to confirm if a license is available.

• How do I request a license capacity increase if I already have a temporary webinar 500 license assigned to my Zoom account?

  We kindly ask that you submit a license capacity increase request using this online form at least 3 business days in advance of your event. Please keep in mind that there are a limited number of large licenses in the ZMW license pool. To that end, license increase requests will be assigned on a first come, first served basis.

• How many attendees can join a webinar?

  Up to 10,000 people can be invited to join a webinar, depending on license availability.

• 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.

  Zoom’s default settings passcode-protect the webinar recordings’ share links; however, you can turn passcode protection off and customize your recording’s sharing settings by clicking on the Share… button to the right of your webinar recording title and toggling on your preferred options.

• 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.

• How do I transfer Zoom meeting/webinar ownership to another person?

  If you need to transfer ownership of your Zoom meetings and/or webinars to another person so they can continue to use these meetings and webinars without any URL changes, please follow the steps below: 

  New owner steps:

  1. Go to Zoom and log in with your University of Miami credentials.
  2. Locate and click on Settings (either in left navigation or at the top).
  3. Scroll to the very bottom and locate Schedule Privilege.
  4. Click the + next to Assign Scheduling Privilege.
  5. Enter the person's University of Miami email that you want to pass ownership to and allow their name to appear.
  6. Select their name and click Assign.
     

   

  The person you assigned must now go into Zoom and change the room ownership to you.

  1. Go to Zoom and log in with their University of Miami credentials.
  2. Locate and click on Meeting or Webinar to pass ownership to.
  3. Edit this Meeting or Webinar.
  4. The very first option is Schedule For.
  5. Select the new owners name from the drop-down list.
  6. Scroll to the bottom and click Save.
  7. Repeat as needed for each Meeting or Webinar.

   

  If switching ownership of a Zoom webinar, please ensure that both parties have webinar licenses assigned to their accounts.

• 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 three to four 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 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:

  Documentation

  • Getting Started
    • FAQs
    • FAQs for Students
    • Get Started with Zoom at the U
    • Getting Started with Zoom on Windows and Mac
    • Zoom for Higher Education
    • Zoom Help Center
    • Zoombombing Resources
    • Home Wi-Fi FAQs and Tips
    • How to Create the Best All-Hands Meeting Experience With Zoom
  • Join or Schedule a Meeting
    • Join a Zoom Meeting
    • Scheduling a Zoom Meeting using Outlook
    • Scheduling a Zoom Meeting using Outlook on the Web
    • Scheduling a Zoom Meeting using Zoom
    • Scheduling a Zoom Meeting for Someone Else
    • Invite Others to Join Your Meeting in Progress
    • Roles in a Meeting
    • Assigning an Alternative Host
  • Meeting Features and Settings
    • Resource Guide for Zoom Meetings
    • Enabling and Adding a Co-host
    • Enabling and using Live Automatic Transcription
    • Enabling Group HD Video in Zoom
    • Managing Cloud Recordings
    • Managing Local Recordings
    • Meeting Hosts Controls and Settings
    • Meeting Settings and Controls
    • Recording a Meeting Locally
    • Recording a Meeting to the Cloud
    • Sharing a Whiteboard
    • Sharing Your Screen
  • Mobile Devices
    • Zoom for Android
    • Zoom for iOS
  • Other Resources
    • Automatically Transcribe Cloud Recordings
    • Training Resources during the COVID-19 Pandemic
    • UM Zoom Backgrounds
    • Additional UM Campus Zoom Backgrounds
    • About Virtual Backgrounds
  • Teaching and Classes
    • Student Tips for Participating in Online Learning
    • Tips and Tricks for Teachers Educating on Zoom
    • Tips and Tricks for Administrators and Staff
    • Video Conferencing Tips and Suggestions for Faculty
    • Hardware Solutions to Upgrade the Online Learning Experience
  • Webinars
    • Recommended Settings for a Zoom Webinar
    • Creating a Zoom Webinar
    • Running a Zoom Webinar
    • Tips for Hosting Your Zoom Graduation via Webinar
    • Zoom Livestream Tips for Hosts
    • Zoom Webinar Tips for Panelists/Speakers
    • Zoom Video Webinar Help

  Training

  • General
    • How to Zoom YouTube Playlist
    • Live Training Webinars
    • Recorded Zoom Training
    • Zoom 101: In Meeting Controls (Basic)
    • Zoom Video Tutorials
    • Zoom for Education Training
  • Using Zoom in Blackboard
    • Overview: How to Use Zoom in Blackboard
    • Step-by-Step Video Tutorials: How to Use Zoom in Blackboard
  • Webinars
    • Meeting and Webinar Best Practices and Resources
    • Webinar Sign Ups for Various Platform Trainings

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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