Zoom Webinar Information – UCLA Extension

Obtaining a Webinar License

If your department is expecting a high number of recurring events you might consider purchasing a dedicated webinar license for your department.

Departments can also purchase their own licenses from the Service Catalog - UCLA IT Portal (service-now.com) (Note: UCLA Logon Required)

Here are a few videos that will show you how to invite panelist and create registration.

Log into your account at https://ucla.zoom.us/ Once you’re in there, you should see a Webinar link on the left side under the Meeting link.

You create a webinar in the same way you create a Zoom meeting.

Enable the "Practice Room" when creating the meeting so panelists can discuss freely before letting everyone into the meeting.
Remind hosts and co-hosts not to click the blue “Start Meeting” button at the top of the screen in the prep room. Once the meeting is opened, it can’t be re-closed and at that point the participants will hear anything the panelist say.
Recommend setting Chat to “No One”. The panelists can still use it to privately chat among themselves, but this restricts the participants from using the Chat to ask questions. The participants should be directed to use the Q&A feature to ask questions. This keeps participant comments and questions into one location within the webinar.
Within the Q&A section, there are two options to answer questions; Answer Live or Type Answer (the gear icon will also allow you to Dismiss or Delete). If the panelist will answer the question verbally, select Answer Live. Otherwise click Type Answer to send the response to the Answered tab.

If a panelist is muted and their video is off, they will be invisible to the participants. This is a good way to provide support for the meetings and stay behind the scenes of the webinar.
The Host should be the last one to leave the meeting. If the host leaves the meeting, we’ve found that sometimes it transfers the host rights to a random co-host but other times, it closes the meeting for everyone.
To minimize issues with the screen sharing during the webinar, panelists should be promoted to co-hosts.
If a panelist can’t get in and asks another panelist for their link, they will both appear with the same name (of the owner of the link). There’s no problem with this as long as the panelists rename themselves.
Contact AV Services so that they can assist you with options or help schedule a test webinar and go over some of the settings and get familiar.