How to Schedule Sessions in Zoom

If you are not using Event Cloud's Live Session Management support as an add-on to your event, you can schedule sessions within your own Zoom licenses by following the instructions below. 

Scheduling a Webinar within Zoom

Scheduling in Zoom:

REFERENCE: Zoom Help Desk Article: Getting started with webinar

  • Log into Zoom with your credentials
  • On the top, select Webinars, then select schedule a webinar

         mceclip0.png

  • Go into the event Event Cloud site first to find the session title within Event Cloud to make sure the webinar title in Zoom matches
  • No description needed
  • Add your date and time
    • NOTE: Set the times in the event time zone. You will need to change the dropdown.
  • Standard Settings:
    • Registration – leave the box UNCHECKED
    • Webinar passcode – Make sure this is turned on. It will add the passcode to the end of the link but makes the webinar secure.
    • Video:
      • Turn ON for both host and panelists
      • Audio – leave as both
  • Webinar Options:
    • Q&A – allows attendees to post questions for speakers/panelists during the session
    • Enable practice session – allows speakers/panelists to join before pushing the session live for attendees
    • Only authenticated users can join – NOT RECOMMENDED
    • Automatically record the webinar
    • Approve or block entry for users from specific countries/regions
  • Alternative hosts – leave blank

Inviting Panelists (speakers):

  • If you want to change the contact email for questions:
    • Select the Email Settings option from the menu on the bottom
      • Select the edit button next to where it says email contact

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  • In zoom, select the Invitations section from the menu on the bottom
  • Click Edit on the right where it says Invite Panelists

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  • Enter each name and email for your speakers as panelists

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Updating in Event Cloud:

  • Grab the link from Zoom from the Invitations section from the menu on the bottom
    • If you hover over where it says Link to Join Webinar, a copy button will appear

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  • Go into session details in Event Cloud and select All Sessions
  • Search for your session title
  • Scroll all the way to the bottom:
    • Add the link to the join online URL field
    • Also, add to Links
      • In bold text, type Join Live HERE
      • Hyperlink the word “HERE
      • Select the option to Open link in new window

Adding Polling to your Webinar:

REFERENCE: Zoom Help Center Article: Polling for webinars

Polls are available for webinars only and must be set up before the session takes place. The Host or a Co-Host must begin polling within the webinar when the session is taking place.

  • Go into the license that your session is scheduled in within Zoom. Then select Webinars and then Upcoming Webinars at the top

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  • Select the title of the Webinar you need to add Polls to

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  • At the bottom, select the Polls/Survey option, then select the Add button to the right of where it says Polls

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  • Add the questions and options that the client would like for each poll and save.

Scheduling a Meeting within Zoom

Scheduling in Zoom:

REFERENCE: Zoom Help Center Article: Scheduling meetings

  • Log into Zoom with your credentials
  • On the top, select Meetings, then select schedule a meeting

          mceclip5.png

  • Go into the event Event Cloud site first to find the session title within Event Cloud to make sure the webinar title in Zoom matches
  • Within Zoom, Add the following information to your Meeting:
    • Title – as it matches in the Event Cloud site
    • No description needed
    • The date and time for the session
      • NOTE: Set the times in the event time zone. You will need to change the dropdown.
    • Registration – leave the box UNCHECKED
    • Meeting ID
      • Generate Automatically will give a specific link for each session
      • Personal Meeting ID means that any sessions you make within this zoom license will have unique links – RECOMMENDED FOR SESSIONS
    • Security
      • Passcode – if selected, anyone who joins will need to enter that passcode to join the meeting – RECOMMENDED FOR SESSIONS
      • Waiting Room – each user will have to be admitted into the meeting by the host if selected – NOT RECOMMENDED FOR SESSIONS
      • Require authentication to join – NOT RECOMMENDED FOR SESSIONS
    • Video:
      • Host – allows the host to show their video if they choose
      • Participant – allows all attendees to show their video if they want
      • NOTE: even with these turned on, the user must turn their video on during the meeting still
    • Audio – leave as both
    • Meeting Options – check with your client as to what should be enabled:
      • Allow participants to join any time – NOT RECOMMENDED – this will allow anyone with the link to log in whenever they want, regardless of when the meeting is scheduled
      • Mute participants upon entry – RECOMMENDED
      • Breakout Room pre-assigned – this will allow you to assign breakout rooms to attendees beforehand. However, you have to have ALL attendees assigned. Those who are not, will not be able to be assigned during the meeting.
      • Automatically record the meeting
      • Approve or block entry for users from specific countries/regions
    • Alternative hosts – leave blank

Updating in Event Cloud:

  • Grab the link from Zoom from the Invite Link section of the Meeting page
    • There is a Copy Invitation button to the right of the link that you can click to copy the link        mceclip6.png
  • Go into session details in Event Cloud and select All Sessions
  • Search for your session title
  • Scroll all the way to the bottom:
    • Add the link to the join online URL field
    • Also, add to Links
      • In bold text, type Join Live HERE
      • Hyperlink the word “HERE
      • Select the option to Open link in new window

 

Best Practices for Zoom Sessions

  • With scheduling sessions that you would like Live Session Management for, there are a few best practices that we recommend:

    • Please have at least 30 minutes between the end of one timeslot and the beginning of the next.
      • NOTE: the maximum number of concurrent sessions supported is 5
    • When providing the session information to your Account Manager 4 weeks prior to the first day of session support, please try to have as much information confirmed as possible. Any of the following information that changes after this time must be confirmed and submitted no later than 2 weeks prior to the first day of session support. 
    • Prior to the day of your session, please ensure that your speakers have already received their invitation emails from Zoom and have their links readily available. It is also recommended to have them ensure that they are able to access Zoom on their device as some companies may block the use of Zoom within their network.
    • Zoom Help Center provides some great resources. Here are some that we have found to be helpful with sessions:

For more information regarding adding Live Session Management to your contract or if you should have any additional questions regarding your specific event, please feel free to contact your Account Manager. 

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