Zoom Webinar Procedures

Pre Webinar setup

Prior to a webinar event. Staff members (Laura Falloon most likely) will give you the green light to set up the Zoom webinar event. Off the CES Zoom account you can set up the webinar event with the Following details:

• • Event name**
  • Event date and duration**
  • Registration is required (Check that box off)
  • Webinar passcode required 9security measures)
  • Q&A and Practice room enabled**
  • School: FAS/SEAS
  • Make sure to set alternate host email

• After creating webinar
  • Under email settings: Set reminder of event for panelist and audience for 1 hour and 1 day before event
  • Under Branding: Upload CES logo in the banner section
  • link Webinar URL to the CES event page description

Broadcast checklist

• Attendees can chat with no one
• Hide non-video participant
  • set for audience to follow host view mode (what the host sees on their screen is what the audience will see)
  • Do allow panelists to start video
  • Allow panelists to unmute themselves
  • Allow panelists to rename themselves, especially if they're Greek
  • Do not play enter/exit chime
  • Do not allow audience to raise hands
  • Do not allow audience to view participant count
  • Do not allow anonymous questions via the Q&A feature

• Count down

1. Begin recording and live streaming five minutes before broadcast.
2. Begin broadcast and go live simultaneously.

Panelist tips

• If showing slides, allow time for us to advance to the next slide to avoid confusion ("Next slide please", or speaker can also message us via the chat to let us know). There may be a delay.
• Your view may not match the attendee view, since the attendee view is following the host view
• Any technical difficulty is possible, be prepared to continue presentation without slides or without video
• Non-video participants are hidden
• We will do the spotlighting (Some panelist might make event flow spotlighting requests)
• Allow 15-30 seconds for attendees to join the webinar before beginning introductions
• Give a clear "Goodbye" at the end of the webinar so that we know when to end it. Otherwise, we may accidentally cut off a sentence.

Event Recording Tiles and Editing

It is best to have event recording tiles ready prior to the event. That way you can edit the recording right after it exports.

• • Most tiles get pre approved by Gila Naderi (She will also make custom tiles for certain events. Always good to coordinate with her on this matter)
  • There are tile templates already set. Where you can modify event title and speaker names. Editing done via Adobe Photoshop
  • Video editing is mostly trimming the beginning and end of the recording and adding the video tiles accordingly (usually 4 second durations for the tiles)

Reasons for having to do any other editing on a recording:

• Clear speaker blooper (mispronunciation or stalling due to loosing their train of though)
• Laggy connection
• significant time taken between transitions (such as initiating screen share

Live stream to YouTube

1. Create a new live stream in YouTube.
2. Copy the stream key, stream URL, and share URL.
3. Create a new webinar in Zoom.
4. In the live streaming section of the webinar, add a Custom Streaming Service.
5. Paste the stream key, stream URL, and share URL.
6. To begin streaming, go to Zoom and click More > Live Custom Streaming Service. Do not click Live YouTube. This will ask you to log into the YouTube account, and will not allow you to preconfigure the stream.
7. Hit Broadcast on Zoom at the same time as Go Live on YouTube.

Notes:

• Only the host can view live stream options.

• If you hit the Live on Custom Streaming Service button before you hit Broadcast in Zoom, your practice session will be streamed to YouTube.

Ending broadcast

• In Zoom, click "End Meeting for All"
• On YouTube, click "End stream"
• Remove all live stream links and embeds from the website and social media
• Make the live stream private