Table Of Contents:
- Pre Event Best Practices
- Live Event Best Practices
- Post Event Best Practices
This article will go over best practices for Zoom Webinars. We will navigate creating the webinar meeting link, security preferences, and registration. Then dive into tools that can help prepare for the lead-up to the event, like test calls and event run sheets to perfectly time out your event.
We will then look into the Live event portion of the webinar, what to expect during a webinar session and what to prepare for.
After the webinar is complete, we will show how to retrieve vital data from the event and what to do with the event recording (if applicable)
Pre Event Best Practices
First, let create the Webinar Zoom Link and set up registration.
Open & Sign in to https://ivey-uwo.zoom.us/
Click on webinars & Select Schedule a Webinar
Title the Webinar & Date and time to the start time of the event,
It is recommended to add a registration component to your webinar to report invited & present attendees accurately. Registration also plays a vital role in security to limit potential "Zoom Bombers" from gaining access to the call.
To add registration, Select Required in the Registration Column.
After completing scheduling the webinar, you can modify the registration options on the "Meeting Details" page.
To Edit the invitation, Panelist & Registration parameters, click Edit on the right sidebar.
It is recommended to have required registration enabled for your webinar to document attendees names and email address accurately, and other viable information for future use
you can also modify The required questions & add custom questions to the registration to retrieve more data.
Prior to the event, it is strongly recommended to plan a rehearsal a few days before the event to go over meeting requirements and discuss any pending issues with Classroom Technology Services Or Ivey IT.
Live Event Best Practices
It is recommended to have a meeting agenda & or a Run of Show available to administrative staff and Panelists on the webinar.
attached is an example of a run of the show for a webinar
Before the official start time of the webinar, it is strongly recommended to utilize the practice mode in the webinar to rehearse and test cameras & microphones before you go live.
Ensure all panellists have a secondary device or alternative way to join the call if a power outage occurs or loss of internet access.
Bring a buddy with you to help lessen the responsibilities as a host on yourself. have your partner monitor the chat & Q/A, and you can focus on supporting the panellist. Divvy up the responsibilities between your team to create a more stress-free environment.
Once you go Live, focus on making your webinar look & run the best it can be. Don't over-fixate on small details.
When the webinar comes to a close, click End Webinar in the meeting controls to finish the event.
Notify Panelists and Hosts that the webinar will shut down completely after closing remarks. Zoom doesn't offer a separate room for speakers to chat after the webinar closes.
Post Event Best Practices
Congrats on completing your webinar
After the webinar is complete, Zoom will start rendering your Event recording and process meeting data.
Webinar Reports are available 15min after closing the webinar link; they can be found here: https://ivey-uwo.zoom.us/account/report/webinar
the following reports can be downloaded from Zoom:
- Registration Report
Displays a list of registrants and their registration details.
- Attendee Report
Displays details about each attendee.
- Performance Report
Displays engagement statistics on registration, attendance and feedback.
- Q&A Report
Displays questions and answers from the webinar.
- Poll Report
Displays each attendee poll result.
- Survey Report
Displays survey results of each attendee.
The webinar recording files can be accessed roughly 24 hours after the completion of the webinar.
Once available, navigate to https://ivey-uwo.zoom.us/recording to locate the recording files for distribution.
If you have any questions regarding webinars, please reach out to Classroom Technology Services (firstname.lastname@example.org)