Zoom Events Guide

General Info About Zoom Events

  • General Notes/Suggestions About Zoom Events
  • Helpful Zoom Resources About Zoom Events
  • Assigning a Zoom Events License
  • Hub

  • What is a Hub?
  • Create a Hub
  • Edit a Hub
  • General Notes/Suggestions on Hubs
  • Conferences & Events

  • About Conferences & Events
  • Conferences
  • Events
  • Frequently Asked Questions

    General Info About Zoom Events

    General Notes/Suggestions

    • Zoom events capacity is 500 participants
    • You can create “Test” Events – which will not appear on your Hub
    • To manage the event, the user will need to log in to https://events.zoom.us/
    • Zoom Events meetings and webinars will show up for the host in their list of upcoming meetings and webinars

    Helpful Zoom Resources About Zoom Events

    Assigning a Zoom Events License

    While the Zoom Events provisioning form is in progress, please email zoom@jhu.edu regarding a Zoom Events License.

    Please Note:

  • It’s not possible to remove an Events license when a user has a published Event.
  • A user’s Event setup and history will be deleted when the license is removed from their account.
    • Only the main host needs the Zoom Event License
    • Users MUST have a Licensed account to add on a Zoom Events License
    • All attendees must have a Zoom account – this can cause some confusion with attendees – the Zoom email has to match with the email provided from the user during the registration process

    Hub

    What is a Hub?

    A Hub is a collection of upcoming, current, and past events that were created by a group of Hosts… basically, your events directory! Hubs are ideal to separate events related to a specific subject. As a Zoom Events license holder, you can create Hubs.

    • A Hub is a workspace where your events can be created, published, managed, and shared
    • You can invite hosts to join a Hub where they can create events
    • You can invite managers to join a Hub where they can help manage events, users, and settings
    • You can customize a Hub’s visibility setting (public or internal)
    • You can share a Hub with a shareable link
    • You can allow attendees to follow a Hub
    • You can show upcoming and past events on a Hub’s public profile page
    • Hubs can be based by topic/audience – i.e. cardiology hub, oncology hub, pediatrics hub

    Create a Hub

    1. Create a hub
    2. Sign in to Zoom Events
    3. In the top-right corner of the page, click Manage
    4. On the left side of the page, click ‘+’
    5. Enter the name of the Hub
    6. Click Create

    Edit a Hub

    Go to the “Manage” tab:
    Go to the “Manage” tab.

    General Notes/Suggestions on Hubs

    • The host can edit when lobby closes after event
    • Recordings are available to registered attendees in the lobby while it is open. The Event host will have access to all the cloud recordings to share or download as needed.
    • Attendees cannot download recordings – host would need to send them out
    • Hubs can be based by topic/audience, i.e. cardiology Hub, oncology Hub, pediatrics Hub, IT Hub
    • Lobbies can be open for up to 365 days
    • Chat is persistent, meaning if I register for the Event a few days after registration opens, I have the ability to review all chat messages in the lobby from the beginning

    Conferences & Events

    Once you have created a Hub, you can create a Conference or an Event:

    • When in the Hub, click hover over “Create” to see your event type options:Zoom Events Hierarchy
      Please Note:
      Don’t bother with summit, it will be disappearing because there are feature gaps between the conference and summit.
    • Conferences: Multi-track sessions across multiple day
    • Events: Single session meeting or webinar, basically same thing as a webinar

    General Notes/Suggestions on Conferences & Events

    General

    • Conference sessions can be meetings AND webinars
    • Conference is most complete – summit will roll up into conference (which is why we’re not listing it as an option)
    • Conferences can only last 5 days

    Recording

    • Recordings are only available while the lobby’s open
    • Attendees cannot download recordings – host would need to send them out

    Registration

    • There are custom registration options (user information and custom questions)
    • Registration works similarly as webinars
    • Can pre-populate questions for that session
    • Can edit when lobby closes after event
    • Lobbies can only be open for 365 days

    Ticketing

    • Special Role tickets take away from the total number – so your alternative host, and speakers count as tickets – i.e. if you have 5 alternative hosts and 5 speakers, you’ll only have 490 tickets available for your attendees.
    • Can separate tix into General admission and VIP (using guest lists)

    Conferences

  • Zoom Event Conference Articles:
  • Creating a Zoom Events Conference
  • Editing a Zoom Events Conference
  • Roles:
    • Co-Editor:
      • Co-editors can make changes to the event details. Co-editors cannot add or remove other co-editors. Co-editors will not be provided with their own tickets to the event but they can add their email as an alternate host, panelists, etc.
      • Will not see Zoom Events Webinars/Meetings on their profile
      • Being added as a co-editor doesn’t give you a speaker privilege – just allows editing, setup and management of the actual event
      • Does not need an events License – can be internal or external
      • Similar to your delegated scheduler
    • Alternative Host:
      • Alternative Hosts for sessions can start the session associated to them on the Host’s behalf; an Alternative Host ticket will be auto-assigned to Alternative Hosts.
      • Same rules as alternative host has currently: https://uis.jhu.edu/2021/07/15/new-feature-alternative-hosting-and-designated-scheduling-across-the-enterprise
      • Needs a ticket
      • Don’t need an events license
    • Speakers:
      • All need tickets (which are auto-generated)
      • Basically, same idea as a panelist
      • Primary Speaker for a session will have host capabilities
      • Conference Scheduling:
        • Entering CSV file information for Zoom Events
        • Agendas have to be in CSV format
        • If you already have an agenda uploaded and realize there’s a mistake you can export the current CSV, change the CSV, and re-upload the CSV, OR you can edit each event to make any changes
        • Zoom suggests uploading the sample CSV and making edits on the GUI
    • General Notes/Suggestions on Conferences:
      • “Conferences” support Events up to 5 days long and up to 13 concurrent sessions (meetings or webinars). This provides the broadest capabilities and is recommended as the event type.
      • Build up speaker list THEN add agenda, easier to delete than add when building out an agenda
      • Conferences can only last 5 days
      • Co-editors can’t join until they have a ticket.
      • Can’t join an event until it’s published and the lobby is open
      • Alt hosts/ primary speaker manage sessions
      • You can have a co-editor be anyone with a Zoom account
      • There’s no limit to the number of tracks a conference can hold (tested with 15 tracks)
      • There’s no limit to the number of meetings/webinars a conference can hold

      Events

    • Zoom Event Event Articles:
    • Multiple Webinars treated as one event
    • General Notes/Suggestions on Events:
      • Events – more of a one off-repetitive event
      • Pure one-off event… stick with webinar (less work)
    • Frequently Asked Questions

      Q: How is the Zoom Events max capacity determined for Meetings and Webinars?
      A: Capacity is determined as follows:

      • The Meeting capacity is determined by the users’ Zoom Meetings license capacity (300, 500 & 1,000)
      • The Webinar capacity is determined by the users’ Zoom Events license capacity (1,000, 3,000,)

      Q: What version of the Zoom client is needed for Zoom Events?
      A:Version v5.7.6 or higher is required to use Zoom Events.Please make sure you’re using the latest version of the Zoom client available.

      Q: What is the max number of Speakers you can list with Headshots/Bios?
      A: 100 Speakers

      Q: What Zoom email is used to send out emails for Zoom Events?
      A: Emails are sent from noreply-zoomevents@zoom.us

      Q: Can a Zoom Events host assign themselves as a speaker?
      A: Not directly, they will need to add themselves as the speaker by using a pseudo email. This will allow them to be featured as a speaker for the session. The host will not receive the speaker ticket, which technically is not needed since they have Host access to the event.

      Q: Why is the event lobby blank/empty when users join?
      A: Remove any apostrophes from the event name

      Q: Why is there a Default Hub?
      A: The default hub is created as the first hub in every account.

      • This allows Zoom Events license users a place to post events and end users (attendees) to have a place to land when they login
      • Every event license holder (for an account) is added as hub owner to this default hub
      • Event license holders can create their own hubs
      • The default hub is just the first hub for an account and cannot be deleted

      Q: Are Attendee Reports Available for Zoom Events too?
      A: Reports are available after the session and are largely like webinar reports separate for each session within the event.

      • You can see join and leave but if they didn’t opt-in then emails are masked
      • Each session shows up as a separate meeting/webinar within reports/dashboards

      Q: Can you pre-register participants?
      A: No, all attendees must register themselves

      Q: Can an event session have more registrants than the Zoom Events capacity purchased?
      A: No, the total number of tickets you can sell is based on the capacity of the license you purchased

      Q: Which payment method options are available?
      A: PayPal, Stripe, Non-profit, or free are options for the tickets

      Q: Does Zoom Events require attendees to have a Zoom account?
      A: Yes, attendees will need a Zoom account to register and attend events. All that is needed is a [free] Basic Meetings accounts

      Q: Do events have a meeting ID and or passcode?
      A: No, Zoom Events do not share a meeting ID or passcode. Ticketing is tied to their Zoom account and generates a unique link for each ticket

      Q: Does everyone joining the event need to log into their Zoom account?
      A: Yes, Zoom Events link is generated uniquely for each Zoom account (email)

      • To join an event the user must be logged into Zoom with the same account they used to register for the event
      • Users can see all their Event tickets via the Zoom Events portal