Webinars

How do I determine if a Zoom Webinar is the right platform for my event?

1. Compare the features of Zoom Webinars and Meeting Rooms using the Webinar & Meeting Room Comparison guide.
2. Learn how to use a standard Meeting Room to create a "webinar-like" environment by disabling participant audio and video and configuring chat settings. See the "Webinar-like" Meetings documentation for detailed instructions.
3. Explore how to integrate Zoom into live events for virtual attendance with the Live Events with a Virtual Audience guide.
4. For event needs beyond the scope of webinar services, check out Conference Services.

How do I request a Zoom Webinar for my event?

1. Submit a Zoom Webinar Request using the ITS Service Request form.
2. Ensure your request aligns with the timeline:
   • Submit requests 2–6 weeks before your event date.
   • Requests over 6 months in advance will not be accepted.
3. Wait for review and approval from the Webinar Review Committee, which typically takes 48 hours (Monday–Friday).
4. Upon approval, a Digital Media Services team member will contact you with details to customize your unique Zoom link for the event.

Note: Zoom Webinar requests are available only to University Faculty and Staff. Students should refer to "Webinar-like" Meetings documentation for alternatives.

How do I prepare for and run a successful Zoom Webinar?

1. Follow our recommended workflow:
   1. Review minimum requirements and participant role definitions:
      • Attendee: Audience members who cannot see or hear each other.
      • Panelist: Users with speaking roles (speakers, moderators, etc.).
      • Host: The panelist managing settings and the event environment.
      • Co-host: A panelist with similar privileges to the Host but cannot end the webinar.
   2. Enable attendee registration to simplify logistics and collect analytics. See the Zoom Registration Benefits page for details.
   3. Enable closed captioning or assign a captioner for real-time transcription. See Closed Captioning & Accessibility guide.
   4. Prepare your panelists using the Preparing for your Zoom Webinar guide. Offer resources on joining the webinar, optimizing the connection, and presenting effectively.
   5. Use a Sandbox Webinar to rehearse settings and content. Request one via the Service Request communication emails.
   6. Adjust security and settings using our Pre-Event Checklist.
   7. Follow our suggested event timeline and use Housekeeping Slides to guide attendees through the environment.

What should I do after the webinar?

1. Digital Media Services will provide reports and recordings within one business day after your event. These include:
   • Attendee Report: Details attendee usernames, join/leave times, and session duration.
   • Performance Report: Summarizes webinar metrics.
   • Q&A Report: Lists questions and responses from the event.
   • Registration Report (if applicable): Breaks down registrant details.
   • Webinar Recording Files: Includes multiple views, audio-only files, and transcripts.
2. Download and save reports/recordings within 30 days of your event to your OneDrive or local storage. Files are not retained beyond 30 days.
3. Upload your finalized recording to Panopto for sharing and communication. Set appropriate privacy settings (e.g., public, unlisted, or private).
4. Send a follow-up message to attendees and non-attendees, sharing recordings or next steps.

Additional information:

• View upcoming and past webinars on the University Webinars Calendar.
• For further support, contact Digital Media Services or refer to the resources provided in this article.