Loyola University Chicago

Information Technology Services

Preparing for your Zoom Webinar

Whether you're serving as a host/co-host, moderator, or a panelist/presenter for a webinar, follow these steps to best ensure as smooth experience for you and your audience.

The Moderator will communicate what features will be enabled with the Zoom Webinar so you can prepare adequately (ex: Chat, Q&A, Raise Hands, Polls). At a minimum, consider the experience just like a Zoom Meeting and take advantage of Audio and Video features. Discuss with your Moderator if Screen Sharing is a necessary/requested or something you'd prefer for your presentation. Use this resource as a checklist to prepare for your event.

Optimizing Your Connection

  • Important! Do not use GlobalProtect/VPN. If you regularly use Global Protect/LSA to connect via a virtual private network (VPN), be aware this can reduce your bandwidth and have visible impact on your Zoom sessions. Before joining, make sure Global Protect is not connected.
  • If possible, connect via a network cable. If you have the ability, connect via a hard-wired, ethernet connection. This ensures a dedicated network connection to the session. If this is not possible, follow the next 2 recommendations.
  • If connecting wirelessly, strive to be the only device on your network. If you are connecting wirelessly, limit other devices that are active on your home network. If others in your home are streaming video or playing online video games, this can reduce the amount of bandwidth you will have. Similarly, strive to turn-off or disconnect any other computers, tablets, or smartphones from your wireless network. You can leave your cellphone on the cellular network to continue to receive texts or messages if needed. Try to be within the same room as your wireless router, as the number of walls can also reduce the available bandwidth for you. Overall, strive to have the best 'dedicated' connection as possible.
  • Verify your laptop is plugged in. If using your laptop, verify it is securely seated and plugged into the outlet. Make sure the system tray icon accurately reflects it is plugged in/charging, and not on battery power.
  • Closeout of other applications. PowerPoint and a Web Browser are okay to have open, however, consider closing out of other applications you aren't actively using or won't use during your webinar. It's recommended to ensure there are no audio notifications enabled (such as desktop notifications or audio notifications from your email) as these may be distracting. Overall, allow your CPU to focus as much attention on Zoom as possible.

Appearance & Presentation Tips

While the following are not requirements, they can help to enable a better experience for your audience.

  • Consider avoiding clothing with stripes. Clothing with stripes/lines has the potential of causing moire effects on video, causing distracting artifacts/textures as you move. Consider wearing solid colors instead.
  • Be well-lit, avoid high-contrast backgrounds. We suggest turning on all lights in the room you intend to present in, so you are well-lit. Also avoid high-contrast between you and your background (ex: an unlit room, or very bright/open windows). Ensuring your room is evenly and well-lit, as individuals often can move when in conversation - if the background is high contrast can cause the webcam to flicker or adjust focus as you move in-and-out of it's focus range.
  • Avoid background noises. Try to avoid background noises to the best of your ability (such as close windows, move pets to another room, etc). Feel free to temporarily Mute yourself at any point during the webinar if there's some brief background noise (ex: a car honking outside, etc), just like you would a regular meeting room. If there are multiple panelists and the Moderator/Co-Host notes more background noises coming from your microphone, they may "mute" your microphone temporarily if another is presenting/talking. 

Stay Hydrated

  • Have a glass of water nearby. Try to avoid drinking lots of caffeinated beverages before the session, as this can dehydrate you further. Overall, having a bottle of water nearby allows you to have a sip if you get thirsty, avoid sounding parched, or otherwise have had a busy day already talking in prior meetings.

Finally, while not technology-focused - keep in mind the audience is attending and enthused because of you and the topics you'll be presenting. You are a subject matter expert or serving to share knowledge with the community. Be enthusiastic!

Joining the Webinar as a Panelist

To avoid any confusion about joining a Webinar as a Panelist, we follow these steps/considerations:

  1. Launch the Zoom desktop application from your computer. If you do not have it installed yet, visit https://luc.zoom.us/download
  2. If you are already signed in, click the icon at the top-right corner (your Profile Picture or Initials) and a menu will appear.
    • This should list your @luc.edu email and indicate your account is Licensed. If you see this, you are properly signed in with your Loyola account and do not need to follow any further steps.

      Screenshot of the Zoom application identifying how to confirm your account is licensed

    • If your account is listed as Basic and/or has a non- @luc.edu email account email listed, click Sign Out at the bottom of this menu and follow the subsequents steps.

  3. If you are not signed in and have first launched the Zoom desktop application, it will offer two options, Join a Meeting or Sign In. Select Sign In.
  4. At the Sign In menu listing textboxes for email/password -or- Sign In with SSO, Google or Facebook, select Sign in with SSO.

    Zoom deskto application screenshot identifying how to sign in with single-sign on (SSO)

  5. When prompted for a Company Domain enter luc , then select Continue.
  6. Your browser will display Loyola's Single-Sign On page. Enter your Loyola UVID and Password, then select Login.
  7. The Zoom desktop app should appear in the foreground again, and you will now be signed in with your Loyola credentials. To verify this, click the icon at the top-right corner (your Profile Picture or Initials), which will list your First and Last Name, @luc.edu email and indicate your account is Licensed.

After signing in with single-sign on (SSO), ensuring you are connected with your Licensed @luc.edu account, the Moderator will have sent you an email to invite you as a Panelist. Click the "Click Here to Join" link from your email, and Zoom will launch connecting you to the Webinar as a Panelist. Review the Moderator's email to confirm if there is a Webinar Password, as you may need to enter that as well in order to join.