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.
  • Watch 'Requesting and Delivering a Webinar'. See a video overview of features, request process, and delivering a successful webinar.
  • 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 as if it were 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.

Login to our ITS Self-Service Portal to complete the Zoom Webinar Request form.

Requests require review and approval from the Constituency Engagement workgroup (48hrs, Mon-Fri), we recommend submitting requests between 2-6 weeks of your event date. Please do not submit webinar requests greater than 6 months in advance. 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. 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 the next steps for event link creation and walkthrough.

Looking to utilize Breakout Rooms in your event? Zoom Webinars do not offer this feature, please consider visiting our Webinar-Like Meetings page to learn more about creating a meeting room with a webinar-like delivery and experience.

 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 on 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 information provided from your request form submission.
  • Enable Registration (Recommended). 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). Learn more about the benefits of enabling Zoom Registration here.
  • 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 authenticated 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: The requestor will serve as the Alternative Host, while others will be added as Panelists (ex: presenters, Q&A moderators, etc).

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 the meeting, we 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 of our community and University Constituency Workgroups as well. If you are looking to further market your event, consider contacting University Marketing & Communications.

Digital Media Services offers weekly training and walkthroughs for those with upcoming webinars, or faculty/staff interested to learn more about the Zoom Webinar experience and process.

As of Spring 2021, the feature to enable auto-transcript/captioning has been made available for all Zoom Meeting and Webinars. Only the Host has access to this feature. In your Webinar or Meeting, from the Zoom toolbar that includes Participants, Chat, on the far-right is a Live Transcript button with the "CC" icon.

Click Live Transcript, then from the options select Enable Auto-Transcript. This feature will be enabled and available for all Attendees and Panelists. From our experience, it is roughly 90% accurate though may misinterpret names of individuals spoken. Nevertheless, this feature affords greater accessibility in your events and meetings.

To further expand accessibility considerations with full accuracy, Student Accessibility Committee recommends contacting ACSCaptions.com in order to schedule a captioner for your event. Pricing for events is roughly $105/hour with a minimum of 1 hour, and increments of 15min thereafter available.

To assign the Captioner proper transcriptions rights in your Zoom Webinar, follow these steps:

  1. Once you have scheduled a captioner from ACS, please be sure to provide their email address so we may add them as a Panelist to your webinar. We recommend padding 15min prior to your event to ensure they are able to arrive and be assigned their captioning rights.
  2. Before your press the Start Webinar (or Broadcast) button, the Host must navigate on their Zoom toolbar to select Live Transcript and then select Assign a participant to type.
  3. From the Participant list, find the captioner's name and click More > then select Assign to type Closed Caption. They will have a new window available to provide live, real-time captioning/transcripts. A "cc" logo will be next to their name in the Participant list.
  4. Once they begin typing, the "CC" menu item will be visible to the Attendees to choose to enable this feature.

After your event concludes, a transcript will be provided as part of the Recording files, which you may choose to use when uploading to Panopto or YouTube.

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. For events with large number of Panelists, consider joining 60 minutes before the event. For 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, we suggest joining the Practice Session first before your Panelists join, in order to make remaining adjustments for the session (ex: set Attendees Chat to be with "No One", Disable Raise Hands).

We recommend providing enough time for Panelists to join before "broadcasting" in order to review the Pre-Event Checklist (verifying quality of audio, video, screenshare, network quality), and also consider. Host and Panelists can join up to 60 minutes before the scheduled start time.

15-60 Minutes before Start
Click "Start Webinar" to Let Everyone In
As the Moderator, have your Webinar Housekeeping slides (updated).pptx open and in presentation mode. Press Share Screen so the "We'll begin shortly" title slide is visible. Press the Start Webinar (or Broadcast) button to allow attendees to join before the event. 5 Minutes before Start
Provide housekeeping Before introducing the Event, it's recommended that the Host or Moderator verbally 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
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 a 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

Digital Media Services will compile a report upon the conclusion of the event. Be aware that longer events may take more time for Zoom Recordings and Reports to finalize, so reports and recordings may be sent along within 24-hours (Mon-Fri). 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 including Share Screen With Speaker, Speaker view, Share Screen view, Audio Only, and Audio Transcript. These files will be downloaded from Zoom and uploaded into a temporary SharePoint folder for the requestor to download.

Retention Policy for Reports and Recordings - please be aware that reports and recording files will only be available for 30-days after your event. Be sure to download and save all reports and recordings to your own computer, or copy them to your private OneDrive. Do not link directly to media assets from our DMS SharePoint site, as it is not intended for video sharing and such security and playback features that Panopto enables.

For sharing and communicating with your attendees (or those who weren't able to attend):

  • 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 to).
  • Send a follow-up message. Consider sending a follow-up announcement message to those who attended, and/or those who couldn't attend, sharing the recordings, where future events can be found, or other call-to-action details.

 

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!

 

Last Modified:   Fri, March 19, 2021 1:35 PM CDT