Zoom FAQ

In this article:

• What is the benefit of the property having control over the Zoom Account for the event?
• Can I give out the Zoom account details to the customer?
• What is the difference between a Zoom meeting and Zoom Webinar?
• Can the customer create polling questions themselves?
• What happens if I make account settings changes after an event has started?
• Can I enable registration close to the event?
• Can I turn a meeting into a webinar and vice versa?
• Should I offer the waiting room feature?
• Can I make changes to the account settings after the meeting has started?
• Should I hide the names of the participants in the Zoom cloud recording?
• What Meeting Duration should I set?
• When should I schedule rehearsals?
• Do I have to Update Zoom?

What is the benefit of the property having control over the Zoom Account for the event?

With control over the Zoom account for the duration of your event the property team can:

• Control their own meeting settings (within guidelines)
• Make last-minute changes (within guidelines)
• Access Recordings and Reports quickly and send them to their clients.

Can I give out the Zoom account details to the customer?

You CANNOT give out Zoom account details to the client. With those details, they would be able to view recordings of other customers' events.

What is the difference between a Zoom meeting and Zoom Webinar?

• Zoom Meetings are like sitting around a boardroom table.
• Webinars are like presenting in a large auditorium.
• Breakouts are not available in a webinar.
• The Q&A function is not available in a meeting

Can the customer create polling questions themselves?

The customer cannot create polling questions as this must be done in the web interface which required the Zoom account credentials which we are NEVER ALLOWED TO PROVIDE TO THE CUSTOMER.

What happens if I make account settings changes after an event has started?

• I will have to end the meeting and re-start it for the changes to take effect.
• All the participants will have to leave the meeting and join it again.
• For the changes to take effect, you will have to restart the meeting and all the participants will have to leave and rejoin the meeting.

Can I enable registration close to the event?

• Ideally no!
• Enabling registration will generate a new link for participants to register with.
• Enabling registration will render the original meeting link useless.
• Customers often send out the meeting link well in advance of the meeting and they will have to send a different link which may confuse the participants.
• Enabling registration close to the event can cause confusion.

Can I turn a meeting into a webinar and vice versa?

• Yes, you can turn a meeting into a webinar and vice versa without redoing everything. It pops up at the bottom after it is created. You just click it and it converts it to the other.

Should I offer the waiting room feature?

From experience, the VES team generally doesn't mention the waiting room feature to the client unless they ask for it for the reasons below.

• If you create a meeting with a Waiting Room and you have to log into the account page and start it from there.
• You have to wait for the customer to join and manually assign the host privilege to them.
• If you don't have WR then anyone can join it at any time and claim host with the host key.

If you feel that you have this covered then you can offer the feature.

Can I make changes to the account settings after the meeting has started?

Almost all the changes you will be making in Account Settings should be done before the start of the meeting.

• Making account changes after the meeting has started will require you to end the meeting FOR EVERYONE and restart it for the changes to take effect.
• All the participants will have to join the meeting again.
• This is confusing and disruptive for the users, especially in a Webinar.

Should I hide the names of the participants in the Zoom cloud recording?

Many people don't rename themselves in a Zoom meeting so you may get unusual names show up in a recording if you don't take this into account.

• chillinachos67
• mywifesname
• myhusbandsname

If you choose to have names on the video recording then they cannot be removed.

What Meeting Duration should I set?

If you set the exact time, you will get warnings as the meeting time draws to a close. This can help the meeting and prompt people to wrap up or can cause concern that the meeting will just cut off (which it won't).

Unlikely but possible: If someone starts another scheduled meeting (in the SAME Zoom account you are using for your event) and you are over time then it will end your meeting. If you have the meeting set to 24 hours and it is running then someone can't start a meeting and end yours. This is unlikely because Encore has over 200 Zoom accounts and an account will be booked to you for the duration of your event.

When should I schedule rehearsals?

It is best to schedule your rehearsals not more than a week in advance of the event or Zoom Operator and the client will probably forget the show details or the requirements will change.

Do I have to Update Zoom?

ALWAYS update zoom to make sure you are running at the most up-to-date version. ALWAYS mention this to clients as well. If someone is running on an older version certain features may not work or work incorrectly.

For more information on running Venue Managed Zoom events, we recommend watching the Amp Up August: Venue-Managed Zoom LLE Recording in Encore University.