General Info About Zoom Events
- General Notes/Suggestions About Zoom Events
- Helpful Zoom Resources About Zoom Events
- Assigning a Zoom Events License
Hub
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
- General Zoom Event Articles
- Getting started as a Zoom Events Host
- Getting started as a Zoom Events Attendee
- Getting started as a Zoom Events Admin
- Comparing Event Types
- Security
- Converting Meetings/Webinars to Zoom Events
Assigning a Zoom Events License
To add a Zoom Events license to your account, you can request the add-on using the Zoom Resource Request Form.
- Select Zoom Event Add-On from the drop down menu.
- Select the Event Host Type.
- Enter the JHED ID of the Events host (for user accounts) or the email address of the service account (for service accounts). Note: The user account must be Licensed.
- Enter the Event Date, Event Name, Access Start Date, and Access End Date. Note: The max duration for a Zoom Events license is 30 days.
- Lastly, enter the Cost Center for the license charges and click Order Now to submit the request. Note: If cost center is valid, the Fund Number populates automatically.
Please Note:
- It’s not possible to remove an Events license when a user has a published Event.
- Only the main host needs the Zoom Event 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
- Create a hub
- Sign in to Zoom Events
- In the top-right corner of the page, click Manage
- On the left side of the page, click ‘+’
- Enter the name of the Hub
- Click Create
Edit a Hub
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:
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
- Co-Editor:
- 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 SpeakersQ: What Zoom email is used to send out emails for Zoom Events?
A: Emails are sent from noreply-zoomevents@zoom.usQ: 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 nameQ: 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 themselvesQ: 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 purchasedQ: Which payment method options are available?
A: PayPal, Stripe, Non-profit, or free are options for the tickets- There is not a way to use other 3rd parties today
- More on payment options for Zoom Events
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 accountsQ: 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 ticketQ: 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