- 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.
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.
- Select Zoom Large Meeting Add-on from the drop down menu.
Select the Large Meeting Audience Size.
- Select the Large Meeting Host Type.
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 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.
You will also have the option to keep a reduced capacity Large Meeting license, Large Meeting, on the account once the event has concluded if you wish to do so. This access is Ongoing.
- 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.
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.
For Large Meeting pricing, see our product page in ServiceNow.
To cancel a Large Meeting add-on or change a cost center, please visit the Zoom Resource Management Portal.
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:
- Designate a Co-Host (To Help Manage the Event)
- Mute/Unmute Individual or All Participants
- Turn Off Participant Video
- Remove Participants, Locking Meeting & More Security Settings
- Breakout Rooms
- In-Meeting Chat
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.
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.
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.