The Simple Guide to Running a Zoom Webinar

Zoom webinars are a top tool for engaging prospects and customers. Learn how to get the most out of your Zoom webinar with this step-by-step guide, packed with tips from the webinar pros.

You may have already realized why online events are great for your marketing strategy. They’re easier for your viewers to attend, they put less stress on your budget, and they let you drive ongoing demand by converting event recordings into evergreen content.

Webinars are one of the best uses of your online event bandwidth. They’re a great way to connect with your prospects and customers, and they’re considered one of the most effective content delivery channels.

One of the top tools for hosting webinars is Zoom. In this guide, we’ll dig into everything you need to know about how to use Zoom Webinar—from pre-webinar prep to post-webinar followup. Plus, our in-house webinar experts share their Zoom webinar best practices.

  1. Contents
  2. 1.Zoom Webinars 101
  3. 1.1Zoom Webinar vs. Meeting
  4. 1.2Zoom Webinar Features
  5. 2.How to Host a Webinar on Zoom
  6. 2.1Before Your Zoom Webinar
  7. 2.1.1How to Set Up Your Zoom Webinar
  8. 2.1.2How to Add and Invite People to Your Zoom Webinar
  9. 2.1.3How to Set Up Branding, Q&A, Polls, and Zoom Live Streaming
  10. 2.1.4How to Integrate Your Zoom Account with Vidyard
  11. 2.1.5How to Hold a Practice Session
  12. 2.2During Your Zoom Webinar
  13. 2.2.1How to Use Zoom Webinar Q&As
  14. 2.2.2How to Use Zoom Webinar Polls
  15. 2.3After Your Zoom Webinar
  16. 2.3.1How to Offer Your Zoom Webinar On-Demand

Zoom Webinars 101

Zoom Webinar vs. Meeting

What sort of Zoom event should you be using? Here’s a breakdown of the difference between a Zoom webinar and a meeting.

  • Zoom Meetings: All participants can talk and share their webcam video. Meetings are great for smaller groups and higher interactivity, such as when you’re holding a team catch-up or getting in touch with a customer or prospect.
  • Zoom Webinars: These are best for events where a small number of presenters are engaging with a large body of attendees. Webinars grant hosts more control over how participants engage. Webinars also enable several other features that aren’t included in Zoom meetings. (We’ll cover those features in more detail shortly.)

Zoom’s various meeting plans, whether free or paid, let you host meetings of varying sizes. However, Zoom Video Webinar is a separate add-on. Hosting a webinar on Zoom means you’ll need to have the webinar plan enabled on your paid Zoom account. A free account won’t cut it.

Your Zoom webinar cost will depend on the number of participants; webinar plan tiers add to the audience size, capping out at 10,000.

Zoom Webinar Features

Zoom webinars offer a number of features above and beyond Zoom meetings. These are a few you’ll find the most useful for running your webinar:

  • Automatic Muting: When participants join, their microphones and webcams are automatically disabled. Hosts can choose whose mics to enable.
  • Q&A and Polls: Want to keep your audience engaged? Answer their questions or open an audience poll to get them thinking about your topic.
  • Practice Sessions: Do a dry run of your webinar ahead of time to head off technical issues and pre-session nerves.
  • PayPal Integration: Accept registration fees through Zoom.
  • Participant List Visibility: Only hosts and panelists can see the participant list, protecting attendees’ privacy.
  • Webinar Reporting: View metrics on registration, attendees, engagement, and more.

Use Vidyard to Host Your WebinarsHost, manage, and share all of your webinars.Sign Up Free

How to Host a Webinar on Zoom

Before Your Zoom Webinar

First, make sure your Zoom plan is set up with the Zoom Video Webinar add-on.

How to Set Up Your Zoom Webinar

  1. If you’re using Zoom’s Web app, click Schedule a Webinar. If you’re using the desktop app, click Schedule.
  2. In Topic, name your webinar.
  3. In Description, enter a description for your webinar.
  4. In When, choose a date and time. Also, set a Duration and select your desired Time Zone.
  5. If you want this webinar to repeat, check Recurring Webinar.
  6. If your account has a Public Meeting List enabled, check List This Webinar in the Public Event List and it’ll appear there.
  7. In Registration, check Required.
  8. In Webinar Passcode, you can choose to require a Passcode. If you like, you can change the automatically generated passcode.
  9. In Video, you can choose which webinar roles have access to video.
  10. In Audio, select how you want attendees to connect. You can also choose which countries participants can dial in from.
  11. There are several features to toggle in Webinar Options:
    • Check Q&A to enable Q&A capabilities during your webinar.
    • Check Enable Practice Session so you’ll have an opportunity to practice before the webinar starts.
    • Check Enable HD video for screen shared video and Enable HD video for attendees to ensure that your presentation slides and host/panelist video feeds look their best. (Or you can disable these options if bandwidth is a concern.)
    • Check Only authenticated users can join to control who can access your webinar.
    • If you want to keep a recording of the webinar for future use (pro tip: you should), check Record the meeting automatically.
  12. In Alternative Hosts, add the email addresses of your co-hosts or anyone else you want to have control of your webinar.
  13. In Interpretation, check Enable language interpretation, if needed.
  14. Click Schedule.

That’s it—your webinar is set up!

If you need to make changes, click Edit this Webinar on your webinar’s page.

You can now add the webinar to your calendars. You can also save it as a template for future use.

How to Add and Invite People to Your Zoom Webinar

The Invitations tab at the bottom of your webinar’s page is where you’ll add your panelists and attendees.

  1. In Invite Panelists, click Edit and fill out their information to send out panelist-specific invitations.
  2. You can click Copy Invitation to disseminate your webinar link to your participants.
  3. In Approval, click Edit. This gives you access to registration settings, including:
    • Automatic or manual registrant approval
    • Whether an email should be sent to the host when someone registers
    • Restrictions on the number of registrants
    • What information registrants must provide during the registration process

Make use of Zoom’s built-in tools to streamline the setup process. Automatic reminders and calendar links take seconds to build out in Zoom. Adding things like these to your initial setup process is a big time saver.Jesse WalshVidyardSegment Marketing Manager

How to Set Up Branding, Q&A, Polls, and Zoom Live Streaming

The other tabs on your webinar’s page are where you’ll find settings for a number of useful features.

  • Branding: In the Branding tab, you can customize the look of your webinar, including banner, logo, colors, and more.
  • Polls: In the Polls tab, you can set up polls that you’ll be able to launch during the webinar.
  • Q&A: In the Q&A tab, you can choose whether to allow anonymous questions from the audience, as well as if you want to let attendees view and comment on questions.
  • Live Streaming: In this tab, you can set up a Zoom live stream. Once configured, your webinar can stream to Facebook, YouTube, or other live streaming platforms. This is a great way to efficiently expose your webinar to larger audiences.

How to Integrate Your Zoom Account with Vidyard

With certain Vidyard plans, you can integrate your account with Zoom. Using the Vidyard integration with Zoom saves your webinar recordings straight to your Vidyard library. This means you don’t have to mess around with finding, downloading, and uploading the file—the integration takes care of it all for you. Handy, right?

And with Vidyard’s unlimited hosting, you’ll never have to worry about running out of space.

The integration makes it easy to share and embed your Zoom webinar elsewhere once it’s finished. Check out our Knowledge Base articles about setting up Vidyard’s Zoom integration and automatically uploading your Zoom recordings to Vidyard to learn more.Easily Connect Zoom and VidyardSave Zoom recordings directly to Vidyard.Learn More

How to Hold a Practice Session

It’s a good idea to do a dry run before your webinar to ensure that your tech is working and your presentation nerves are settled.

Always, always run a tech check ahead of time to make sure things run smoothly.Alex IoannidisAlex IoannidisVidyardSegment Marketing Manager

To start a practice session, simply begin your webinar before its set start time. Only hosts, alternative hosts, and panelists will be able to join. (Look for the orange bar at the top of your screen denoting that you’re in practice mode.)

When you’re ready to go live, click Broadcast.

During Your Zoom Webinar

It’s webinar time! Excited? Nervous? Relax. You’re going to do great!

Stand up during your webinar. Get that energy flowing. Your body language completely changes. It can be tough to stand for your whole session, but it’s absolutely worth it.Tyler LessardVidyardVP of Marketing

Holding a successful webinar is about more than just presenting. Engaging your audience is a key part of keeping attendees focused and interested. Here are some Zoom webinar features to try out.

How to Use Zoom Webinar Q&As

Click the Q&A button. There are two options for each question: Answer it live or answer it in the chat with a typed response. If you’re typing an answer, you’ll have an option to respond privately.

Everything You Need to Know About Hosting Zoom Webinars

When you’re hosting a Zoom webinar, choosing an effective topic, being well prepared, and following some key steps will ensure it’s the best experience possible for your panelists and attendees.

Zoom Webinar Features

Zoom webinar provides access for up to 100 panelists and up to 10,000 attendees, depending on the size of the license — you can choose the Zoom webinar pricing that works best for you and your webinar needs.

Optional features allow the host to select options for managing large audiences with registration, branding, polls, Q&A, chat, recording and reporting. Here’s everything you need to know about hosting Zoom webinars with tips, step-by-step instructions, and Zoom webinar best practices.FREE WORK FROM HOME POLICY TEMPLATES: DOWNLOAD NOW →

How To Use Zoom Webinar

First things first — it’s time to schedule your webinar.

You’ll need to select the date, time, and topic of the webinar, and determine and invite the panelists. Webinars can require advance registration from attendees, with approval being either automatic or manual. Or Zoom webinar registration can be turned off so attendees can join without registration by clicking a link at the time of the webinar.

When choosing the link option, make sure to use tracking URLs in your social media and publicity efforts to track the best sources of attendees. Webinars can be held once, recur in a series or a weekly office hour, or the same session can be held multiple times. You can also record webinars and use them as a resource for others to watch at their leisure.

To schedule the webinar with registration, follow these steps:

1. Log In To Your Zoom Account

First, log in to your Zoom account. Once you’re logged in, select “My Webinars.”

2. Select “Schedule My Webinar”

How To Use Zoom Webinar - Step 2 - Schedule a Webinar

Source: Zoom

First, enter the topic (webinar name) and description.

  • Include who will be presenting, the subject matter, your company name, or any other descriptive info.
  • Enter the date, time, and duration.
  • Determine if webinar will be recurring, and if so, at what intervals.
How To Use Zoom Webinar - Step 2 - Enter the Zoom Webinar Name and Description

Source: Zoom

3. Select Registration Options

Under “Invite Attendees,” select edit. Attendees can be required to register via a form, and attendees are either manually approved or automatically approved. Or, attendees aren’t required to register via a form. Instead, they’ll simply enter their name and email information

Choose the registration option that’s best for you. If you plan to follow up with attendees after the Zoom webinar, requiring them to register might be the best option. This way, you can ask custom questions on the form and learn more about them.

4. Select Q&A Settings

The Zoom webinar Q&A feature allows attendees to ask questions during the webinar. This feature can be enabled and disabled. When it’s enabled, you can select an option to make the Q&A anonymous or allow attendees to see the questions.

To access the webinar Q&A settings, navigate to “Webinar Options”, check “Q&A”, and click “Schedule”.

How To Use A Zoom Webinar - Step 4 - Select Q&A Settings

Source: Zoom

5. Choose Your Webinar Options

There are a few webinar options to choose from. You can:

  • Automatically record the webinar
  • Make webinar available on-demand
  • Turn host’s and panelists’ video on or off
    • Tip: Start the webinar with your panelists’ video off so they can collect themselves before signing in.
  • Require password upon sign-in
  • Enable a practice session

6. Save Your Webinar as a Template

Once Registration is saved, you can save it as a templatefor future webinars. This works well for a weekly product demo, live roundtable, or a webinar series.

7. Publicize the Event

Your event is ready to be publicized! Copy the URL to send to attendees or share it via email, Facebook, Twitter, and other social media platforms.

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