Overview
A Zoom Webinar allows you to broadcast a Zoom meeting with unlimited minutes for up to 1000 view only attendees. As the host or a panelist, you can share your screen, video, and audio in a webinar, while attendees can use the chat or question and answer options to interact with the host and panelists.
Webinars can require pre-registration, with the option for the host to add custom registration questions, or registration can be turned off for attendees and attendees can join by simply clicking a link at the time of the webinar. Webinars can be held once, reoccur in a series, or be the same session held multiple times.
Information Required
UFV employees can complete the Zoom Webinar form to request use of the Zoom Webinar license for a large meeting. Please provide the following information:
- Department
- Event Description
- Moderator Name
- Presenter Name
- Meeting Room
- Zoom Required Features
- Presentation Details
Instructions
The IT Services team will contact you directly with specific instructions on how to log in to the Zoom account.
What equipment do I need to use Zoom?
For large group meetings where a single laptop with a camera and microphone headset won’t suffice, these additional peripherals are recommended:
- USB external microphone
- USB web camera
- Tripod
- Laptop HDMI port or VGA adapter to connect the laptop to a meeting room screen
Where can I source this equipment?
- Contact AV Services for advice on the type of equipment to source.
- TLC may also have some of these items for loan.
IT Services does not have any webinar based equipment to loan at this time.
Support
Technical support by IT Services and the IT Service Desk for the use of this service is limited to ensuring accounts are created and maintained and that there is on campus internet connectivity. Ensuring UFV supplied equipment (e.g., laptop camera, microphones, ports, jacks) are in working order to facilitate the Zoom Webinar meetings are also within this scope.
The following links contain Zoom Webinar documentation and video tutorials:
For additional equipment needs, contact AV Services for advice on needed items. You may also check with TLC as they may have some items for loan that can support your webinar.
Service Catalogue Entry
| Service Name |
Zoom Webinar |
| Service Users |
All employees and invited participants |
| Description |
Request use of a Zoom Webinar for a large meeting. |
| Features |
Accessible on multiple devices
Meets security compliance requirements
Accessibility options available |
| Category |
Communications and Collaboration |
| Sub Category |
Video Conferencing |
| Supporting Services |
Zoom |
| Service Owner |
Manager, Client Technologies |
| Business Owner |
Director of Marketing |
| Authorized Requesters |
All employees |
| Request Process |
Authorized requestors submit a Zoom Webinar request via the IT Services Online Portal |
| Approval Requirement/Process |
The Manager, Client Technologies approves all requests. Compliance with the Director of Marketing's guidance on hosting large events is required. |
| Requirements and Pre-requisites |
Submitted form must contain all required fields.
Moderators and Presenters will need to understand how to use Zoom (links to documentation and video tutorials is provided). |
| Turnaround Time for New Requests |
Any request must be submitted at least five days prior to the event. If the moderator and presenter are new to Zoom, then more lead time may be necessary to familiarize yourself with the Zoom functionality. |
| Requester Responsibility |
Users are responsible for ensuring they are familiar with Zoom and can perform the functions of moderator and presenter.
Users are responsible for scheduling a meeting room (if applicable).
Users are responsible for procuring additional equipment that may be needed to support the webinar. IT Services does not have webinar based equipment at this time. Please contact AV Services for advice on needed items. Alternatively, you may check with TLC as this department may have some items for loan.
Users are responsible for maintaining the security of the Zoom account and must not share the password. |
| Support Hours |
IT Service Desk business hours |
| Hours of Availability/Planned Downtime |
24/7 |
| Support Process |
Contact the IT Service Desk and / or check the IT Services Online Portal |
| Support Owner |
Service Delivery Manager |
| Support Documentation |
Service Catalogue entry and provided links to Zoom training materials |
| Customer Costs |
There is no cost associated with this service. |