Zoom Event Booking SOP

Created by Faye for Freshworks, Modified on Fri, 30 Jan at 11:08 AM by Faye for Freshworks

Summary:

1. Schedule Meeting - venue Zoom account

If your Venue Zoom account is available please schedule a meeting on the account as early as possible, even if you don't require a license.

This is because the Support Center team will check if your venue Zoom account is already booked in use when they get a Zoom booking request from your location number.
If this is the case then a pool account will be provided.

Do this even if you need a webinar. A meeting can be converted to a webinar once the account is licensed.

Scheduled meetings and webinars show up in your meetings and webinars tabs so you can easily what is coming up.

It is the policy of Encore to use one Zoom account per concurrent meeting or webinar.

If your account is already booked skip to the next step.

Check the table below to see if your account needs licensing.

DO NOT USE venue basic Zoom accounts for paid events!

All events requiring production resources are now done via Smartsheet, initiated from Compass

For these events the “Virtual Meeting (Zoom)” box on the “Event Learning” tab would be expected to be ticked.
Once your Compass opportunity has been created and filled out, click the “Sync to Smartsheet” button (found on the “Internal Info” tab)

Your needs will be assessed by the production team.

If booking or needing production the Zoom requirements will be handled by the Production team.
If managing everything in-house then the Zoom license will be given to you by the Support Center team.

For Property Managed events, the Support Center team will:

Meeting Invitation Links

Meeting links are available in Zoom accounts as soon as a meeting is scheduled (account does not need to be licensed).
For webinar links, Support Center will confirm when your account has been licensed (convert meeting to webinar for link).
In the event a pool account is required, the credentials will be sent in advance for scheduling.

If a meeting link is needed a long time in advance or you are using registration, request it in the discovery with Support Center.

Before the event, configure the account to match the meeting/webinar requirements.

Changing account settings may affect existing meetings so wait until previous meetings/webinars have finished before changing account settings.

Once the account is configured, check (and edit where required) your meeting or webinar.

If you have been allocated a pool account you will need to schedule your meeting or webinar.

Conduct your rehearsals and show.

For more details see the section: Running a Zoom show

Download the analytics and recordings (for recordings, this must be done while the license is in place).