Zoom Webinars
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.
Zoom Meetings (request by emailing itservices@gc.cuny.edu) |
Zoom Webinars (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) |
Polling | Available | Available |
Breakout Rooms | Available | Not available |
Q&A | Not available | 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.