Zoom: Pre-Webinar Checklist for Hosts

If you're hosting a Zoom 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:

Initial Scheduling

Confirm the date, time, title, and description for your webinar
Assign webinar roles: host, co-hosts, panelists, and attendees
Decide whether your webinar will require attendees to register
Schedule the webinar
Meet with panelists to confirm the webinar's structure and content
Request any necessary permissions
- If your webinar will host more than 1,000 attendees, apply for a Large Webinar License
- If you are expecting attendees from other countries, request an international dial-in code. Note: This option is currently only available with meetings and webinars hosted by HST/HCC users.

Review the webinar and account settings to confirm they're to your liking
Finalize your presentation; add poll questions as needed
Encourage attendees to download the desktop client or app before the meeting
- Attendees can perform a Zoom self test of audio and video.
Host a tech rehearsal to review the features of Zoom Webinars

Start the webinar at the Zoom Web Portal 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

Mute all panelists; they will remain muted until the presentation starts
Use the Start Webinar button to move from the practice session to the live webinar and allow attendees to join
Attendees will join muted with no ability to turn their mic on unless a host allows it; they will be able to see and hear the panelists and hosts
Confirm that other presenters are ready to be unmuted and video is on
Moderator: welcome the attendees and let them know you'll be getting started soon

Trim the webinar recording
- Zoom Cloud recording retention policy
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

July 14, 2023

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