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Zoom Shared Webinar Service

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Zoom Shared Webinar Service

 

For a short period of time, at least through August 2020, while the campus responds to COVID-19, Telecommunications Services is offering a Zoom Shared Webinar Service for one-time events.  This service is available to all campus customers.  This service allows your department to hold a large meeting or webinar during this time period.  Telecom will work with you to schedule the session and give you access to host the webinar.   If you anticipate that you will need to hold more than one large meeting or webinar, we recommend that you purchase an annual large meeting or webinar license for yourself or your department, see the Ordering and Pricing information here.

What does 'Shared Webinar Service' mean?

Zoom webinar licenses are usually purchased by a person or department, who then owns the license for the entire year.  The 'Shared Webinar Service' is available during the COVID-19 crisis and will allow people to use a webinar service without purchasing and owning the license.    

  1. We work with you to see if the date and time of your event is available.  If it is, we will reserve that time-slot for your event.
  2. You can choose a 500 Large Meeting event, a 1,000 attendee Webinar event or a 3,000 attendee Webinar event.
  3. There is no charge for this service at least through August 2020
  4. Please submit your request to use this service at least 4 working days before your event.  The earlier the better.  

What do I need to do?

  1. First, read the differences between a Zoom meeting and webinar.
  2. Arrange your Zoom event support team from within your department.  Depending on the type of event, we recommend a large webinar have at least:  one person to host the webinar, one person to manage Q&A and one person to manage the chat.
  3. If you want a webinar, ensure the host and event support people have read the Zoom webinar documentation, especially the Getting Started Guide.
  4. Send email to telecom-zoom@berkeley.edu which will open an incident. Submit this at least 4 working days before your event.
    1. Subject should contain 'Shared Webinar Service' and the date of your event
    2. In the email, include:
    3. whether you want a:
      1. Large Meeting (up to 500 participants)
      2. Webinar 1000 (up to 1000 participants)
      3. Webinar 3000 (up to 3000 participants)
    4. the date, time, and duration of the event
    5. Event title
    6. Event description
    7. Event host email address
    8. Indicate whether you want a password on the session
    9. We have Q&A turned on by default, indicate if you want that turned off
    10. Indicate whether you would like polls set up in advance
    11. Indicate whether you would like to have a separate rehearsal session, the date/time of the rehearsal session, and who should be included in the rehearsal session.
    12. If you want a rehearsal session, indicate whether you would like a Telecom Zoom support person to attend the rehearsal so you can ask questions.  We will try to fit this into our schedule but it depends on how soon before your event you submit this request.
    13. The following additional questions are applicable only for webinars, not for large meetings:
    14. Contact person name and email (webinar only)
    15. Name/email of all panelists  (webinar only)
    16. Indicate whether you want registration turned on or off  (webinar only)
    17. Indicate whether you want to start the webinar early for the panelists to get set up and then you could push the 'broadcast' button, which would then bring all of the attendees in from the waiting room.  This is called a Practice Session that starts right before your scheduled webinar time. (webinar only)
  5. Read the Shared Webinar Service Guidelines.
  6. Read about Securing Zoom meetings and preventing Zoom-bombing.
  7. Read about your role as a host, co-host, panelist or attendee.

 

 

What will happen next?

The Telecom Zoom support team will review the schedule to see if the time-slot you requested is available and will respond on the incident.

What happens after the meeting?

Reply to your incident that the meeting is over, and we will send you the following information:

  1. Link to the recording, if recorded
  2. Registration, Attendee and polling reports if applicable 

 

Additional Resources 

If you anticipate that you will need to hold more than one large meeting or webinar, we recommend that you purchase an annual large meeting or webinar license for yourself or your department, see the Ordering and Pricing information here.

If you would like professional video assistance, Berkeley Video's Video Production Service

 

Questions?  Send email to telecom-zoom@berkeley.edu