Loyola University Chicago

Information Technology Services

Webinars

Webinars come in many shapes and sizes, however their primary goal supports synchronous seminar-like sessions with one or several presenters or speakers, sharing information with an audience. This can encapsulate a simple presentation with powerpoint slides, or a rich multimedia experience with webcams, audio, video, screenshares and audience participation. Below you find guides and resources identifying the resources, tools and strategies to plan and conduct a webinar with success.

Webinars & Meeting Rooms

Learn about the features that both Zoom Webinar and Meeting Rooms offer, compare features, deliver a webinar-like experience from your own meeting room, and learn about recommended equipment.

  • Webinar & Meeting Rooms Comparison: Compare features shared and unique to each virtual environment.
  • Webinar-Like Meetings: Instructions to deliver a webinar-like experience in a regular meeting room. Instructions include disabling participant microphone usage, disabling video upon entrance, and configuring the Chat to serve like a Q&A for only presenters to see.
  • Recommended Equipment & Basics: There are several formats Webinars can take, review basic terminology and equipment recommendations. Useful for delivering webinar-like meetings as well.

Webinar Instructions

Learn about our recommended workflow for delivering an outstanding webinar experience, from start to finish.

We recommend submitting requests 2 weeks in advance of your requested event date/time. This affords sufficient time for our review/approval process, meeting time to review/configure the event, conduct a practice/review, and to enable sufficient time to communicate with your prospective audience to maximize attendance.

Please do not submit webinar requests greater than 6 weeks in advance.

Login to our ITS Self-Service Portal to complete the Zoom Webinar Request form. This includes the following fields:

  • Request For field. You may request a webinar for yourself, or on behalf of another individual. Please note that the individual submitting the request will be who we contact and coordinate with.
  • Anticipated Webinar Date/Time. List the requested date/time. Please note we require a minimum of 48 hours (Mon-Fri only) to submit requests.
  • Anticipated Attendee Count: Select from the drop-down menu your estimate on anticipated attendance.
  • Event Description: Please include a summary of the event, providing a "Title" and "Description" will help us to populate the associated fields when creating the Zoom Webinar link itself.

Click Review & Submit then review your request, then press Submit. You will receive an email confirming submission.

A Digital Media Services staff member will follow up with your service request to gather more information based on your event and goals, and plan next steps for training, event link creation, and assistance.

A screenshot of the Zoom Webinar Request Form in the ITS Self-Service Portal.

Note: Zoom Webinars are limited to University Faculty and Staff only. Students can host sessions within Zoom Meetings Rooms. Students can review Webinar-Like Meetings for tips how to configure a meeting room to be similar to a webinar-like experience.

A Digital Media Services staff member will follow up for a Zoom Meeting to dialog and discuss your webinar request, highlight the available features and configure the Webinar event and URL with you. While some information will be present in your request, please have the following details and information prepared, or emailed in advance of this meeting:

  • Topic, Description, Date and Duration. Much like a Zoom Meeting Room, the Topic, Description and date details are required, and we'll complete during our meeting and/or from informaton provided from your request form submission.
    Enable Registration: Strongly Encouraged. Registration enables collecting attendee names and emails, other questions/details you wish to collect, and allows you or your area to provide subsequent contact before and after the webinar. Without registration, users may potentially join with names that you may not be able to identify or associate back to a member of the Loyola community (ex: "Johnny" as opposed to "Johnny Smith" who registered with their Loyola email).
  • Webinar Password: If you wish to have additional security for your webinar, you may create a password up to 10 characters in length.
  • Video & Audio: Similar to a Zoom Meeting, Host and Panelists videos may be configured to be On or Off upon joining the webinar. Audio defaults to both Telephone and Computer Audio settings, which are recommended.

  • Webinar Options:
    • Q&A: Optional. Choose to enable Q&A as a feature for your attendees to ask Panelists questions.
    • Enable Practice Session: Enabled. This feature enables Panelists to join in advance to test joining the event as well as test their audio, video, network connection and overall experience. Review the subsequent section for more details on Practice Sessions.
    • Only authenitcated users can join: Optional. With this enabled, your attendees must have a confirmed Zoom account which they are using to sign-in for the event. While this isn't limited to just Loyola accounts, it prevents users without a verified email address/Zoom account from joining.
    • Record the webinar automatically. Optional. If you wish to have a recording of your webinar, we will record temporarily into the cloud. Setting to record automatically avoids risks of forgetting to 'press record' at the beginning of the event. Review the subsequent section for Webinar Recordings best practices

  • Alternative Hosts: this field will be left blank, as you will be added as a Panelist to see the invite panelist experience. Prior to the event start, we will elevate your role to Co-Host if applicable.

We'll review some additional features you may choose to take advantage, which can be configured after the Event URL is created and/or adjusted during the Practice Session prior to broadcasting and 'letting your attendees in', including:

  • Polls for live-polling attendees
  • Chat for attendees
  • Raise Hands audience engagement feature

After our meeting, we will add the event to our University Webinars calendar. While not all Zoom Webinars may be public, this space serves as a central repository to list Zoom Webinar usage for the benefit our community and University Constituency Workgroups as well.

Registration (aka Invitations) is a crucial way to anticipate your audience and contact them afterward. The registration form requires attendees to complete, at a minimum, their First and Last Name, and their Email Address. You can configure the registration form with more fields that are required or optional. Consider such additional fields:

  • Location Information such as City, State, Zipcode.
  • Custom "University Role" drop-down to select Faculty, Staff or Student.
  • Custom "Department" field for attendees to fill-in-the-blank.
  • Questions & Comments textbox to receive questions in-advance of the session.
  • Or other custom fields utilizing single-choice, multiple-choice, drop-down, short-answer, or fill-in-the-blank.

We'll configure the event's Email Settings with your email, or your department/shared inbox in order to receive an email upon each registration. This gives you direct insights upon each registration. We can help provide tips to create an Outlook Rule to filter those emails to a designated folder too.

Panelist Invitations. We'll add your email as a Panelist, so you can see the Zoom Invitation. You can provide us with a list of your Panelists, so we can invite them to the session as panelists. They'll use the link provided in this invite to join, instead of attempting to register as an attendee. See the subsequent section for Practice Sessions and Panelists Checklist.

As we conclude our meeting, we will provide you the Registration URL in order to link in your marketing and communications to you audience. For information on Registration and Attendance Reports, see the After Your Webinar: Reports and Recordings section.

Zoom Registration example
An example Registration page.

While your Panelists and Presenters may have famliarity with Zoom for meeting rooms, we've created a "Panelist Checklist" to best ensure a successful experience for their sake, as well as the audiences. We highly recommend utilizing the same URL for the Webinar to meet and practice. Plan for approximately 15-30 minutes to meet with your panelists, preferably a day prior to the event to allow for any adjustments they may need to consider. Take advantage of these pages to share in advance and prior to broadcasting your event to best ensure a smooth experience:

Follow our recommended timeline to best ensure a successful webinar experience for you, your panelists and attendees.

ActionDescriptionTime
Panelist Practice Session

As the Moderator, join 20 minutes before the session begins, and make any final settings adjustments required within the Webinar itself (ex: Disable Raise Hands, set Attendees Chat to be with "No One", etc).

Suggest Panelists joing 20-15 minutes prior if they've never served as a Webinar Panelist before. If they have familiarity, they can join 10 minutes prior. Quickly review the Pre-Event Checklist with them to ensure they have an optimal connection.

15-20 Minutes before Start
Click "Broadcast" to Let Everyone In
As the Moderator, have your Webinar Housekeeping slides.pptx open and in presentation mode. Press Share Screen so the "We'll begin shortly" title slide is visible. Press the Broadcast button to allow attendees to join before the event. 5 Minutes before Start
Provide housekeeping Before introducing the Event or Panelists, the Host or Moderator will review the Housekeeping slides, introducing the audience to the features available to them during the event (Audio Settings, Q&A, Raise Hands, Chat, etc). Minute 0
Press record! If you did not opt to automatically record the webinar, make sure to Press Record as soon as you complete Webinar Housekeeping. Minute 1
Dive right into the presentation!
Your Moderator will introduce themselves, the topic, and the Panelists. Waste no time diving right into the content of the presentation. The moderator can emphasize audience features (ex: Q&A can be added at any time, but will be reviewed within the last 15 minutes, etc).

Encourage discussion-based presentation if applicable. Lectures are great for conveying information, but never discount the engaging power of discussion. Your moderator should be skilled enough to bring in questions that lead to discussion of topics of interest. If you’re hosting multiple presenters, ask them to co-present on a topic when possible. Hearing multiple voices and their questions and comments brought into the presentation will discourage attendees from tuning out.
Throughout
Leave time for Q&A Pad in enough time to encourage and enable your attendees to ask questions about the topics discussed. Final 5-10 Minutes
Provide presenters with a final comment Sometimes that final question is a doozy. Other times it may be a bit lackluster. After you wrap up your Q&A portion of the event, turn it back over to your presenters for a final comment. Let them know ahead of time that you will be doing this to give them a chance to draft some compelling final remarks to help you end your session smoothly and concisely. They are the subject matter experts after all. If you are presenting solo, give yourself this opportunity. Final 5-10 Minutes
Leave attendees with a call-to-action What’s the purpose of your event? Whether you are prospecting, providing education, or building your community, you have a great opportunity with online events to ask your participants to take action. Don’t miss this opportunity to promote any upcoming events that you are hosting or are involved with as well. Make your call-to-action clear and concise, and be sure to provide your audience with everything that they need to succeed. Final 5 Minutes
Thanks and End Webinar

As your session concludes, you can thank the presenters, panelists and audience for attending. The Host will press the End Webinar button effectively concluding the session. If recording Local To Computer, after the session ends, Zoom will display a status bar as it converts and finalizes the recording files.

Final Minute

 

The Digital Media Services staff that served as the Meeting Host will compile a report upon conclusion of the event. While typically this is done within an hour of an event, be aware that longer events may take more time for Zoom Recordings and Reports to finalize.

As we close out your Webinar Service Request, we will provide you with a SharePoint folder link:

  • Registration & Attendance Reports. The Registration Report will include First and Last Name, Email, other custom questions. The Attendee Report will also include session information (Join Time, Leave Time, Time In Session, and Country/Region).
  • Webinar Recording source files. This can include several files includeing Share screen with speaker, Speaker view, Share Screen view, Audio Only, and Audio Transcript. These files can be uploaded into the Panopto video repository for further security in sharing to limited individuals or requiring @luc.edu authentication before playback can occur.

Please be aware the report files will be present in a SharePoint folder for 30 days after the event. Do not link directly to media assets in the share, as it is not intended for video sharing and such security and playback features that Panopto enables.

Upload your Meeting Recording to Panopto. Consider uploading your finalized and reviewed meeting recording video to Panopto. Panopto is a tool managed by Information Technology Services for lecture capture and video sharing. You can make videos public, unlisted (only accessible to those with the link), or private (limited to an audience within Loyola that you decide who has access). .

Contact those who attended and those who couldn't attend. Depending on the nature of your webinar, use the Attendance Reports to consider sending an email to those who could attend, with a link (if applicable) the recording in Panopto and any other resources mentioned during the event. For those who registered and were unable to attend, consider contacting them as well with a "we're sorry we missed you" and consider sharing either the Panopto link to the recording, resources or a list of future events from your area for continued engagement.

Click to expand sections above to see step-by-step instructions.

University Webinars Calendar
View our University Webinars Calendar to see Zoom Webinar events past and present!