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:

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

1 Week Before

30 Minutes Before

  • 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: Click the More menu at bottom to allow or disable attendee chat
    • Participants: Click the More menu at bottom to allow panelists to start video and mute on entry
    • Q&A: Click the Options menu at top to allow or disable anonymous questions 
    • PollsSelect 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 

15 Minutes Before

  • Run a final audio, webcam video, and content sharing test
  • Review your host controls

5 Minutes Before

  • 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

Webinar Start Time

  • Start recording (unless you have enabled automatic recording)
  • Unmute yourself and start the video
  • Begin the presentation with welcome and housekeeping items
    • Sample housekeeping slides - Note: Clicking the link takes you to a resource page on Zoom's website. Scroll down to click on the Webinar slides. Doing so downloads a Powerpoint Presentation.
      Zoom's website meeting resources. Links to four PDFs and two powerpoint presentations. "Zoom Video Webinar Housekeeping.pptx" highlighted.
  • Confirm that other presenters are ready to be unmuted and video is on
  • Monitor Q&A or chat for technical concerns from attendees 

After your webinar

Get support