Zoom webinars enable you to hold online seminars where designated users can present to an audience.

Webinars are typically used for teaching and training, panel discussions and presentations.

The webinar host and nominated panellists can share their camera, audio and screen with attendees.

Attendees can participate through question and answer threads, chat and live polling. Attendees can’t share their camera, audio or screen.

A Zoom webinar is different to a Zoom meeting. Meetings are designed to be collaborative and allow all participants to share their camera, audio and screen.

Scheduling a Zoom webinar 

Step 1: Request access

You need to request access to be able to schedule Zoom webinars.

Submit an IT request for access at least one week before you plan to hold your first webinar. In your request, include a brief explanation of why you’re requesting webinar access.

Once you have access, you won’t need to request it again to schedule future webinars.

Step 2: Schedule the webinar

To schedule your webinar:

  1. Visit the UQ Zoom web interface and log in with your UQ username and password.
  2. Select ‘Webinars’ in the menu on the left.
  3. Click ‘Schedule a Webinar’.
  4. Enter the title of your webinar as the topic. You can also add a description for your own reference if needed. Only you will see the description.
  5. Set the date, time and duration of your webinar, and make sure that the correct time zone is selected.
  6. If you’d like to make the webinar a regular event, tick ‘Recurring webinar’ and fill in how often you want it to recur and an end date.
  7. Don’t tick the box to require registration as this feature isn’t enabled at UQ.
  8. Choose whether the host and panellists can share their video in the webinar. By default this will be set to ‘on’. 
  9. Leave the audio setting as ‘Both’.
  10. Select webinar options as required:
    • Tick ‘Require webinar password’ if you want attendees to have to enter a password to join the webinar (this is not usually required).
    • Tick ‘Q&A’ to allow attendees to submit questions during the webinar.
    • Tick ‘Enable practice session’ to start your webinar as a private practice session, so you can prepare and familiarise yourself with the system. Attendees and panellists will only be able to join once you choose to start broadcasting.
    • Do not tick ‘Make the webinar on demand’. This feature isn’t enabled at UQ. You won’t see this option if you’ve selected recurring webinars.
    • Tick ‘Record the webinar automatically’ if you’d like to record the webinar, and then select whether you’d like the recording to be saved on a local computer (which requires the host to join using a desktop computer) or online in the Zoom cloud.  
  11. If another person is going to start the webinar at the scheduled time, you can give them access to do this by making them an alternative host. Click ‘Advanced options’ and add their email address.
  12. Click ‘Schedule’.

The alternative hosts will be sent an email automatically. You will need to invite other attendees separately.

Step 3: Invite attendees

Once you’ve scheduled the webinar, you’ll see a screen showing information about the webinar, the settings you’ve selected, and options for inviting attendees.

You can choose how you would like to invite attendees. To send attendees a:

  • calendar invite: select one of the ‘add to calendar’ options. The calendar invite includes the date and time, the topic and details about how to join the webinar.
  • link to the webinar: scroll down to the ‘Invitations’ tab, find the ‘Invite Attendees’ section and copy the ‘link to join webinar’
  • full invitation: scroll down to the ‘Invitations’ tab, find the ‘Invite Attendees’ section, click ‘Copy the invitation’ and paste the text into an email. The full invitation includes the date and time, the topic and details about how to join the webinar.

If you selected ‘Require webinar password’ in Step 2, you’ll need to send attendees the webinar ID and password, which you can get from the full invitation. Don’t use the invite options listed above as they all include a link that allows attendees to join without entering a password.

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