This guide is about using the webinar feature of Zoom to host a large number of attendees and one or more panelists. Currently, we are sharing one webinar permission amongst all leadrship who want to host webinars (up to 1000 attendees and up to 300 panelists).
Do I need to use Zoom Meeting or Zoom Webinar?
- If you have a need to simply share information, we recommend using a pre-recorded video that can be viewed by people at a time that is convenient for them. These can even be released at a certain time and run like live streaming. You can learn more on the Recording or Live Streaming Guide.
- Please use a Zoom meeting rather than a webinar unless:
- you have more than 300 attendees (since Meetings can be run for up to 300 people), or
- if the attendees must be anonymous from each other (not see each other’s video and not be heard).
- Here is a Zoom page explaining the differences between meeting and webinar.
Process for Hosting a Webinar
- Decide on a date to practice the webinar, if needed. Inform Mini of the date so she can keep track of all webinars (and ensure no overlaps).
- Decide on a date when you want to host your webinar. Inform Mini of the dateso she can keep track of all webinars (and ensure no overlaps).
- As usual, inform Mini at least two weeks in advance so the announcement can be made via the Community Learning Hub newsletter (sent each Monday). Then, Mini will announce via CLH Newsletter via VC Composer.
- Mini will get parents to register in Veracross and answer questions as they register (recommend to get them to submit questions in advance).
- Mini will send any submitted questions by registrants/attendees to you two days before the meeting.
- Make a slideshow using NIST template to introduced the panelists.
- Mini will share the attendee webinar link to only registered people or all parents at a consistent time in advance of the webinar.
Settings and Protocols for NIST Webinars
- Mini will open the webinar 15 mins early for a practice during which time panelists can join and get set. Mini will start the broadcast at the webinar start time (which admits the attendees). Use this practice.
- Meeting attendees video is always off, mics always off (unless host/co-host allows a person to speak).
- One presenter/panelist should have a slideshow shared (but this is optional) and mic on. (Note: The host who is sharing their slides for attendees is able to view their notes on the same screen without them appearing to attendees.)
- Other presenters/panelists can have video ON and mic off except when speaking. (Note: Only the person speaking appears to the attendees. The other co-hosts/panelists do not show up if they are not speaking.)
- Q&A is handled by presenters/panelists. Questions are not visible until panelists answer them. Questions can also be dismissed or responded to privately.
- Attendees can also be asked to raise hand as an informal way to get audience feedback/participation.
- Polling is a great way to increase audience participation and feedback. Please contact Mini in advance if you would like to include so that it can be created in advance.
- Pro Tip: You can have another device logged in as an attendee to see what attendees are seeing.
Description of Roles and Recommendations
- The Host controls the whole meeting/webinar. They can:
- do everything that a panelist can do plus…
- open the webinar on time
- set chat settings. (recommend attendees can chat with No one). Zoom info on Webinar Chat.
- promote an attendee to be a panelist (can be with video)
- allow an attendee to speak (no video)
- run a poll and share results. (Zoom info on Polling for Webinars)
- Managing Participants in Webinar (Zoom page)
- Panelists are the speakers/presenters. They can:
- join the webinar using a separate link.
- turn on/off their video/mic
- share screen (e.g. slide show, etc.). We recommend that the host or a panelist share a slideshow.
- see attendee names
- run the Q&A by answering questions. Zoom guide on Getting Started with Question & Answer.
- Attendees are viewers of a meeting. They can:
- hear and see panelists when they speak
- submit questions, but not see other attendee questions until they are answered by panelists
- This link can be sent to attendees if they need help. Joining and participating in a webinar (attendee). How to Raise Hand In Webinar.
- Here is a Zoom page about Roles in a webinar.