Protocol for Zoom Webinar Requests
- Zoom webinar reservations are available only to internal Graduate Center entities.
- Requests must be made at least three weeks in advance, via the form [link here], using a Graduate Center contact email.
- There will be a 2-hour gap in between each reservation to ensure enough pre-event set-up and practice time.
- Events can be scheduled from 9 a.m. to 9 p.m. Monday through Friday.
- Multiday events may be subject to a fee.
- Recurring events (weekly, monthly) may be subject to a fee. In such cases, the requesting office should consider purchasing a short-term license.
- Reservations will be available on a first come, first serve basis for events that qualify.
- One reservation per event is available for use. Events under 300 attendees can be granted exceptions for use of a Zoom webinar, based on availability, with email approval from the Provost’s Office.
- Prior to requesting, please review this chart for best use case for each type of Zoom platform before filling out the request form for a webinar reservation.
(request by emailing firstname.lastname@example.org)
(request using this form)
|Number of Participants||Up to 300||Up to 500 or 1,000|
|Content Sharing||All participants||Host, co-host and panelists only|
|Audio & Video||All participants||Host, co-host and panelists only|
|Chat||Host to all participants and participant to participant privately and publicly (Hosts can disable public and private chat)||Hosts, co-hosts, panelists and participants can publicly chat (Hosts can disable chat completely for participants)|
|Breakout Rooms||Available||Not available|
|Live Stream||Not available||Available with some restrictions - see more information on Live Stream a Zoom Webinar|
Procedure for Webinar Requests
- Requestor must fill out the form for a Zoom webinar. Ensure your webinar meets the following criteria:
- Event is over 300 attendees
- Event will have host, co-hosts, and panelists, while most participants are viewing only
- Event does not need breakout rooms
- Event is hosted and facilitated internally by a Graduate Center department, program, center, or institute
- Room Reservations will respond to the request with an approval and confirmation number. If the requested time or date is unavailable, requester must supply alternate dates.
- Room Reservations will book the final approved dates and practice times in EventPro and send time/date and confirmation number to IT/Media Services and the requesting contact, as if it were a booked room reservation.
- After the license reservation is confirmed, the requesting contact must email IT/Media Services at ITmediaservices@gc.cuny.edu to open a ticket to go over co-hosting, tech support, practice time attendees, and back-end preferences.
- Requesting contact should also advise IT/Media Services who will be responsible for webinar organization (inviting and promoting event, gathering graphics and presentations from hosts and panelists, assisting with coordination of practice sessions, being available day of as co-host, etc.)
- Tentative schedules will be sent out weekly on Wednesdays from Room Reservations to IT/Media Services and the requesting contact for review and updates.
- Final updated schedules for the following week will be sent out on Fridays by Room Reservations to IT/Media Services and the requesting contact.
- Each person responsible for organizing the webinar must take the Zoom Help Center tutorial on using Zoom webinars to ensure they are familiar with co-host responsibilities and comfortable with using the platform and its functions.
- The webinar organizer is responsible for inviting attendees as well as managing the lists and communications with their invited guests.
- All webinar organizers are responsible for promoting their event.
- All webinar organizers must give IT/Media Services the name and email of any co-hosts, MC, and/or moderator at the time of confirmation.
- Panelists should be added to the list for practice time, if needed, when they are confirmed.
- The contact who requested the reservation is responsible for cancelling any Zoom reservations in writing via email with Room Reservations and IT/Media Services at least 24 hours in advance.
Zoom Meeting or Event Webinar Best Practices
- All host/co-hosts and panelists should be using a wired connection
- An internet connection – broadband wired or wireless (3G or 4G/LTE)
- Speakers and a microphone – built-in or USB plug-in or wireless Bluetooth
- A webcam or HD webcam - built-in or USB plug-in
- Confirm the date, time, title, and description of your webinar.
- Confirm the role assignments for all participants: host, co-hosts, moderators, panelists, or attendees.
- Schedule the webinar in Zoom.
- Meet with any co-hosts or panelists to finalize the content and structure of the event. Review the Meeting and Webinar Best Practices and Resources materials to make sure you have accounted for everything you will need.
- Decide whether you need any polling questions.
- Decide whether you will require attendees to register. Learn more about webinar registration in the Zoom support article Scheduling a Webinar With Registration.
- Review the webinar and account settings with IT/Media Services to confirm they're correct.
- Finalize your presentation(s) and add any polling questions.
- Review the attendee list and send each person reminders to download the Zoom desktop client or app before the webinar.
- Conduct a tech rehearsal with any co-hosts to get comfortable with Zoom webinar features. See the Zoom support article about webinar practice sessions to learn how to perform an effective rehearsal
- Use the link provided in your host calendar appointment or go to https://zoom.us/webinar/list to start the webinar.
- Enable a practice session so that only your co-hosts and panelists may join.
- Test everyone's audio and video to confirm everything works properly
- Review everyone's roles
- Set up the webinar tools you'll use during the session.
- Chat: click More at the bottom to select whether to allow attendees to use the chat feature.
- Participants: click More at the bottom to enable panelists to start video and mute on entry.
- Q&A: click Options at the top to choose whether to allow attendees to enter anonymous questions.
- Polls: click Polls to prepare to launch the poll, if you are conducting one.
- Run a final audio, video, and content sharing test with all co-hosts and panelists.
- Review your host controls for yourself and with your co-hosts.
- Mute all the panelists. They will remain muted until it is time to start the presentation.
- Click Broadcast to leave practice mode and start the live webinar. Attendees may now join the session and the panelists will be audible and visible to everyone. Attendees will all be muted upon joining.
- The host or co-host designated as moderator may welcome the attendees and let them know the webinar will begin soon.
- Start recording (unless you enabled automatic recording).
- The host or designated moderator should unmute and start the video.
- Begin the presentation with the welcome and housekeeping material.
- Confirm that all presenters are ready to be unmuted and that their video is on.
- Monitor the Q&A or Chat for questions and concerns from attendees.
- Trim the webinar recording.
- Send a follow-up email to the attendees. Include any explanation and resources for things you'd like to invite them to do next, such as a survey, a discussion forum, further reading, or other activities.