Managing a Zoom meeting like a webinar

A Zoom webinar license may not be available, but there are ways to setup and control your Zoom meeting similarly to a Zoom webinar

There are ways to manage your Zoom meeting like a webinar while also providing better security from your meeting getting overrun by unwanted attendees.  For more security recommendations, visit the Northwestern IT Zoombombing webpage and the Zoom Meeting Privacy Settings on how to secure your meetings.

Managing a Zoom meeting differs from a Zoom webinar in two key areas. 
  • Participant capacity
  • Meeting control

Participant Capacity - Expand with Facebook or YouTube

With the limit of 300 participants, Zoom meetings can use the Facebook or YouTube streaming option to expand to a larger audience, albeit as a one-way stream.

Follow these instructions provided by Zoom to stream via Facebook or via YouTube. These services are built-in to Zoom and we cannot provide support for them outside of what the Zoom documents provide. If there are issues launching the Facebook page, logging out and back into Facebook has resolved, so has restarting the browser or using a private/incognito browsing session.

How: In your Zoom meeting, click More in the Zoom control panel and select either option. 

Only 1 option can be selected, both services cannot be used at the same time.

Meeting Control - Limit Participant Interactions - Pre Meeting

In your account profile (login to and consider changing these settings:

Annotation - disabling this setting does not allow any participants from interacting with any data that is being shared by a Host of Co-Host. This is important as it also prevents unwanted attendees from drawing or writing inappropriate things on your data.

File Share - disabling this setting prevents participants from posting inappropriate images into the Chat section, which can be very disruptive.

Limit Participant Interactions - In-Meeting

During the meeting, you should change these settings to provide better control over the participants

Mute All, uncheck Allow Participants to Unmute Themselves
When clicking Mute All, viewable when the Manage Participants button is clicked in the Zoom toolbar, you can Mute all participants that are in the session and that will join the session at some point.

How: Click Mute All, then uncheck the Allow participants to unmute themselves, click Continue
- this checkbox is important as it prevents participants from unmuting at any time.

Next Steps: the Co-Hosts can unmute themselves after this step and all Hosts can unmute any participants that they would like to permit to speak in the meeting.

Screen sharing for Host Only
This prevents participants from sharing their screen at any time during the meeting.  Only Hosts and Co-Hosts can share when this is enabled. This also prevents unwanted attendees from sharing inappropriate content.  

How: In the Zoom toolbar next to Share Screen, click the Up Arrow, click Advanced Options and select Host Only for screen sharing

TIP: do not enable screen sharing for participants if you have a public event. If someone needs to screen share, promote them to Co-Host so they can share, then demote them to participant when they are done.  Enabling Screen Share for Participants opens the door to permit sharing, which is uncontrolled.

Set Chat to Host Only
This is a dual purpose setting. In a webinar, the Q&A portion is private, and participant questions are only visible to the Host.  Change this setting to prevent all chat messages from being public to mimic the Q&A capability.  Also, for meeting security, the chat can be used inappropriately by unwanted attendees to display foul and disrespectful language that would be visible to everyone. This is more appropriate for a publicly accessible meeting, however it is always relevant.

How: Click on Chat in the Zoom toolbar, click the three dots (...) in the lower right corner of the chat window and select Host Only.

Note: Co-Hosts cannot see the chat messages, only the Host of the meeting can.

Limitations on Video control

This is where the Zoom meeting has control limitations.  If video from participants needs to be managed, here are recommendations:
  • Clarify in the meeting invitations to participants that they should Mute their video
  • Set Participant Video to Off when scheduling a meeting
  • Announce in the meeting that everyone should turn their video off
  • Hosts and Co-Hosts can disable video for individual participants as needed by moving the mouse over the participants name, click More and then Stop Video.
For large meetings, this can be a challenge, so having others to help manage participant video is recommended. 

Keywords:custom settings webinar-lite   Doc ID:101452
Owner:Michael C.Group:Northwestern
Created:2020-04-27 09:52 CDTUpdated:2020-05-01 10:34 CDT
Feedback:  86   75