Zoom Large Meeting Feature – IT@JH University Information Systems

About Large Meetings
Requesting a Large Meeting License
Large Meeting Features
Large Meeting Best Practices
Large Meeting FAQ

About Large Meeting

Large Meetings are your standard Zoom meetings, where everyone meets with video, audio, screen sharing, and a plethora of collaboration features, but on a larger scale. Regular Zoom meetings can have up to 300 video participants, where the Large Meeting license allows for an expanded capacity of up to 500 or 1,000 participants per meeting (based on license size). When would you want to host a Large Meeting over a Webinar? A Large Meeting is recommended when you want to provide your participants with a more collaborative and collective virtual experience, allowing them to interact with not only the hosts, but also other participants. Video Breakout Rooms also make Large Meetings ideal for teaching and training.

For any outlying questions regarding Large Meetings, please see Zoom’s Meeting Page.

Meeting vs. Webinar

Meetings yield a more collaborative and interactive environment, whereas webinars are better for presentation and lecture. Take a look at the differences between meetings and webinars on Zoom’s support page.

For more on Webinars, please see our Webinar Page.

Requesting a Large Meeting License

To add a Large Meeting license to your account, you can request the add-on through the IT Services Catalog.

Please Note: This request form allows you to request a Large Meeting license that supports either 500 or 1,000 participants. Should you need additional capacity beyond 1,000 participants, please submit a help desk ticket. This request should be submitted at least 60 days prior to the event date to ensure that the larger license(s) can be obtained in a timely manner. Requests for larger license(s) submitted under 60 days are not guaranteed.

Select Zoom Large Meeting Add-on from the drop down menu.
Select the Large Meeting Audience Size.
Select the Large Meeting Host Type.
- Select User for JHED-authenticated, individual user accounts.
- Select Service Account for shared/service accounts.
Enter the JHED ID of the Large Meeting host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
For the Large Meeting[500] license, please proceed to Step #7.
For the Large Meeting[1,000] licenses, you will need to enter additional information about the event and the duration of time which you will need the license for.
- Enter the Event Name, Event Description, Event Type, Event Date, and Event Length. Please Note: You will have access to the license one day before the event date. Access remains until the duration plus one day has passed from the event date.
  
  Unavailable Webinar Dates
  For the Large Meeting[1,000], a list of unavailable dates will be displayed, similar to those on the banner displayed below, if all of the large meeting licenses for the specified capacity have been already reserved for that date:
- You will also have the option to keep a reduced capacity Large Meeting license, Large Meeting[500], on the account once the event has concluded if you wish to do so. This access is Ongoing.
Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
Click Order Now once you are complete.

To view Large Meeting license pricing, please see our product brochure in ServiceNow.

To cancel a Large Meeting add-on or change a cost center, please visit the Zoom Resource Management Portal.

Multiple Large Meetings in a Division/School

If multiple users are looking to host Large Meetings in your division, we’d suggest setting up a service account to link your Large Meetings. This way the access can be shared among multiple users. For more information about this process, please contact [email protected].

Large Meeting Features

300+ participants all talking and sharing sounds a bit unwieldy at first, but there are tools available to help manage such a large sized group.

You can find most of these features by clicking Manage Participants at the bottom of your Zoom meeting window:

Host Controls & Participant Management in a Large Meeting

There are multiple roles available for a Large Meeting: host, co-host, alternative host, and participant. The role that you have in the Large Meeting will be designated by the host.

The host is the user that scheduled the meeting. They have full permissions to manage the meeting. There can only be one host of a meeting.

Co-Hosts share most of the controls that hosts have, allowing the co-host to manage the administrative side of the meeting, such as managing participants. The host must assign a co-host during the meeting. Co-hosts cannot start a meeting. If a host needs someone else to start the meeting, they can assign an alternative host.

Note

Co-hosts cannot start meetings scheduled by the host. Co-hosts cannot be assigned ahead of time. The host has to promote a participant to co-host. Alternatively, the host can assign a user as an alternative host.

Alternative hosts share the same controls as co-hosts, but can also start the meeting. Hosts can assign alternative hosts when they schedule a meeting.

Note

Alternative hosts can start the meeting by using the meeting ID or the meeting link in the invitation email directly from Zoom. The meeting will not display in the upcoming meetings list in the desktop client or mobile app for alternative hosts.

Participants can share their video, screen, and audio. Learn about managing participants in a meeting by visiting the Managing Participants in a Meeting page.

Large Meeting Registration & Scheduling

Large Meetings can require pre-registration before the event. The host can either automatically approve all registrants or manually approve each one. The host can add custom registration questions and generate reports on these registrations as well.

Scheduling a Large Meeting with registration will allow participants register with their e-mail, name, other questions, and custom questions, allowing you to capture more information about your participants.

You can customize the registration for Large Meetings through an array of registration options and branding.

Scheduling a Large Meeting without registration will allow participants to join without needing to sign up in advance. Participants will be required to enter their name and email address upon joining.

Zoom also allows you to schedule recurring Large Meetings with multiple occurrences, so that each occurrence uses the same meeting ID and settings. You can schedule these meetings in daily, weekly, and monthly increments. You can also set a recurring meeting to be used at any time. Meeting IDs for recurring meetings expire 365 days after the meeting was last started.

Large Meeting Branding, Emails, & Streaming

You can customize your Large Meeting registration page with a banner, logo, and event description. Users can customize these settings when you schedule a Large Meeting that requires registration.

If configured, you can live stream a Large Meeting to a custom platform. If you configure this before the Large Meeting, you can begin streaming with one click after your Large Meeting begins.

Large Meeting Reporting

Large Meeting Reports allows users to generate different metrics and information reports including:

Registration: Displays a list of registrants and their registration details.
Polling: Displays each participant’s poll result.
Usage: Provides meetings, participant information, participant counts, and meeting minutes within a specified time range.

These reports can be exported in a .CSV format for further analysis.

For step-by-step instructions on how to extract reporting data, please see Zoom’s page on Large Meeting Reporting.

Large Meeting Best Practices

See the Large Meeting Best Practices and Resources for great tips and tricks to set up and run your Large Meeting with ease.

Large Meeting FAQ

Please see our Zoom FAQ page for common questions about Zoom’s Large Meeting feature.