Zoom, Event Hosting, Planning your event

This article describes considerations and recommendations for events and meetings using Zoom.

Planning your event

  1. Event considerations
  2. Choosing the proper Zoom tool
  3. Zoom settings recommendations
  4. Recommendations during the event

Event Considerations

How many people are attending?

The standard UIUC Zoom license includes the Zoom Meeting tool with a capacity of 300 guests.

Large meeting options of 500 and 1000 as well as Zoom Webinar options of 100, 500, 1000, 3000, 5000, and 10000 attendees are available at the U of I WebStore. Please discuss licensing options with your college or department to determine availability and shared use policies.

Do you have someone to help you moderate the event or meeting?

We recommend you have one moderator or meeting assistant per 40-50 guests. Online events are generally more successful when the host/speaker is not running the entire event alone.

Do you have a guest speaker?

Your guest speaker will need to have a Zoom account. If they do not have one, they can create a free account on the Zoom website.

Can you pre-record your event or meeting?

Make a recording if production quality is a priority or if you do not require audience interaction. Recordings can be edited from multiple takes, produced on your own time line and distributed later. Recording allows you to focus your efforts elsewhere during the broadcast.

Choose a Zoom tool appropriate for the audience interaction you need

Teaching with Zoom? We strongly recommend using Zoom directly within Compass2g or Moodle (learn.illinois.edu). Learn how to add a Zoom meeting within Compass2g. More information about teaching with Zoom can be found on the Illinois Remote website and Zoom instructor resource page.

General Zoom tool recommendations:

See the Zoom Settings Recommendations below for specific use cases settings.

What is Zoom Webinar?

The Zoom Webinar tool is an additional purchased license that allows Hosts to schedule a "view only" Zoom event. This "view only" functionality allows you to publicly share links to join the Zoom Webinar.

Zoom Webinar may be a good option if your event has a small number of people to present information to the attendees, and attendees will not need to interact with each other.

Please see the article Zoom, Meetings vs Webinars for more information.

What is Zoom Live Stream?

Zoom Live Stream is the most secure way of hosting event, but the least opportunity for audience interaction (by default). Both Zoom Meetings and Zoom Webinars can use Zoom Live Stream. For more information on using Live Streaming during your event, please see Zoom's articles on streaming to YouTube, Facebook, or a custom service.

Zoom Live Streaming is NOT approved for events discussing FERPA or HIPAA data, intellectual property, or other protected information.

Zoom settings recommendations

Click the link in the table below for recommended Zoom settings based on the type of event or meeting you are planning.

Recommendations during the event

Please review the in-meeting security tools to learn more about how to help react to a disruption during an event.

Set up an alternative mechanism to handle issues with attendees joining your Zoom event.  

Start your event or meeting off with a short description of which in-meeting tools are available to your attendees in your Zoom session, and how you want them to be used.