Zoom: Pre-Webinar Checklist for Hosts

If you're hosting a Zoom Video Webinar, these steps will help you create the best experience for your panelists, co-hosts, and attendees.

Note: If this is your first time hosting a Zoom webinar, consider reviewing Zoom's articles and videos to become more familiar with webinars:

Meeting and Webinar Best Practices and Resources: Includes PDF reference guides and live training information.
Scheduling a Webinar without Registration: Includes video explanation and text content.
Scheduling a Webinar with Registration: Includes video explanation and text content.

2+ Weeks Before

Confirm the date, time, title, and description for your webinar
Assign webinar roles: host, co-hosts, panelists, and attendees
Schedule the webinar
Meet with panelists to confirm the webinar's structure and content
Decide whether your webinar will require attendees to register
Request any necessary permissions
- If your webinar includes between 500 and 1,000 attendees, apply for a Large Webinar License
- If you are expecting attendees from other countries, request an international dial-in code

Review the webinar and account settings to confirm they're to your liking
Finalize your presentation; add poll questions as needed
Check your list of attendees
- Encourage attendees to download the desktop client or app before the meeting
- In the unlikely event that attendees do not have a computer and can't call into the webinar because of long-distance restrictions, consider applying for a Zoom toll-free international dialing code
  - Note: This option is currently only available with meetings and webinars hosted by HST/HCC users.
Host a tech rehearsal to review the features of Zoom Video Webinars

Start the webinar at https://zoom.us/webinar/list or via your host calendar appointment
Enable Practice Session so that only the host and panelists can join
- Greet panelists and review everyone's roles
- As panelists join, confirm that their audio and video are running smoothly
Set up and manage webinar tools:
- Chat: Expand the More menu at bottom to allow or disable attendee chat
- Participants: Expand the More menu at bottom to allow panelists to start video and mute on entry
- Q&A: Expand the Options menu at top to allow or disable anonymous questions
- Polls: Select Polls to prepare to launch the poll
- Enable Live Transcription: Click Live Transcript to choose from closed captioning options:
  - Assign transcriptionist roles if applicable
  - Enable Auto-Transcription

Mute all panelists; they will remain muted until the presentation starts
Use the broadcast button to move from practice to start mode and allow attendees to join
Attendees will join muted; they will be able to see and hear panelists
Moderator: welcome the attendees and let them know you'll be getting started soon

Trim the webinar recording
Send a follow-up email to attendees
- Be sure to include the webinar recording
- Include a call to action (what you want them to do next) - for example, a post-webinar survey link

TDX ID

3146