This article walks you through all the options involved in scheduling a Zoom Meeting. You will see Pro Tips from our Virtual Event Specialist (VES) team and links to Zoom's own help resources. This article explains all the key features that are generally relevant to Encore events but not every single setting as they are either not used, self-explanatory, or covered in detail in Zoom's online help.
In this article
Meeting vs Webinar
The Meeting and Webinar platforms offer similar features and functionality but have some key differences.
Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance.
Webinars are designed so that the host and any designated panelists can share their video, audio and screen. The host can also unmute attendees. Webinars allow view-only attendees, who have the ability to interact via Q&A, Chat, and answer polling questions. Webinar attendees can't rename themselves.
In general, you cannot change meeting settings after a meeting has started. It is possible but you would have to stop the meeting, remove all the people, make the changes and have everyone log in again. This is very confusing for the users and should be avoided. It is the equivalent of making all the attendees leave the ballroom while you make some changes to the stage, then getting them to all come back in again.
Zoom Resources
- Creating and Scheduling Meetings (resources list)
- Scheduling meetings
- Scheduling recurring meetings
- Scheduling a meeting with registration
Schedule a Meeting
Topic
Description is not normally used.
When
Set the start time to midnight (12:00 AM) on the day of the event.
Duration
Set the duration to 24 hours.
If you set the start time to midnight and the duration to 24 hours, if the meeting runs over time then no warnings will pop up for the participants.
Example: If you set the meeting to start at 2pm with a duration of 1 hour, close to 3pm everyone will get a warning that time is almost up. Going past 3pm will not stop the webinar.
Time Zone
For a single day
For multiple days
If you are using the account multiple days in for the same customer and the meeting requirements don't change between days then you can set this as a recurring meeting.
Registration
Scheduling a meeting with registration requires your registrants to complete a brief form before receiving the link to join your meeting. This allows you to collect the names, email addresses, and other information from the registrants. You can choose to automatically approve anyone who registers or manually approve attendees.
Registration can either have automatic approval or manual approval. There is no way to let the customer do manual approval as they do not and cannot have access to the account. You would have to log in at regular intervals, download a registration report and get the customer to approve them. This is time-consuming and can be frustrating for the customer.
Adding registration close to the event is not ideal as the customer will usually have sent out the link to the meeting. Enabling registration will make the link unusable.
Template Not generally used
Security
Waiting Room:
The waiting room is a great security feature, it requires the host or co-host to manually let people into the meeting.
Note that enabling the waiting room disables the claim host function.
Authentication: We do not use authentication unless the client insists. this option requires that you have a Zoom account to access the meeting. Many people will not necessarily have a registered Zoom account and will not be able to get into the meeting. This problem gets worse if you use both registration and authentication. You can manually promote a participant to a panelist, in fact, it is probably best that you keep as few panelists as possible, promoting them to a panelist in time for them to present but demoting them afterward when their contribution is complete.
Video
Audio
Options
Click [Show] to see the options
Allow participants to join anytime - Enable
Mute participants upon entry - Enabled - Locked at group account level
Automatically record meeting- Enabled - Locked at group account level
Approve or block entry to users from specific regions/countries - Not generally used
Breakout Room pre-assign - normally only used on production-managed events, not venue-managed events.
Compass Opp Not generally used
Scheduler Name Not generally used
Interpretation
Check to reveal options
Zoom Help: Using Language Interpretation in your meeting or webinar
After a meeting is Scheduled
Copy Meeting Invitation
The meeting invitation contains the password so you can just click it to get into the meeting. You can also log in with the meeting ID and password.
Polls
Polls can only be created via a web browser and only with the account login details. They can be created during the meeting but it is safer to do it beforehand.
Do not give account login details to the customer.
Live Streaming
You can stream directly from Zoom but it puts a "Powered by Zoom" logo in the corner of the screen which customers often don't like. Encore offers streaming hardware to avoid this and the stream can be delivered by Encore's content delivery network (CDN) or streamed to a third-party CDN.
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