Zoom Webinar

GU-Q Zoom Webinar Overview

Image showing comparison between Zoom meetings and Zoom webinars

The Meeting and Webinar platforms offer similar features and functionality, but have some key differences.

Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance.

Webinars are designed so that the host and any designated panelists can share their video, audio and screen. Webinars allow view-only attendees, so their microphones are disabled. They have the ability to interact via Q&A, chat, and answering polling questions. The host can also mute or unmute the attendees. Attendees cannot see other attendees.

Host: The host and co-host has control over all functions and features in the meeting such as mute/unmute panelists, recording and more.

Panelists: These are going to be anybody who might be there as a guest speaker or presenter, or anybody else who might be there and support for the webinar may be technical support. The host of the webinar is able to promote any attendees as panelists.

How to request setup of a Webinar?

Send the request to setup a new Webinar with the following information to guqevents@georgetown.edu or raise an event ticket on the FMM HelpDesk

Name of the Topic/Webinar:
Description:
When: Date, Time and Duration (e.g. 1hr 30min)
Q & A: yes/no
Chat: yes/no
Host / Co-Hosts Email Address:
Panelists Email Address:
Registration required : Y/N

Inviting Attendees to join the Webinar

Once the IT team has setup the webinar, the Panelist/Host will receive an email as below. The host will need to share the Webinar link as stated in the email below with the Attendees. 

Image showing an email invitation from Zoom

Joining a Zoom Webinar

To join Zoom webinar, first you need to have the Zoom application installed on your computer, all GU-Q issued laptops are supplied with the Zoom application. To join the webinar as Attendee or Panelist you need to be provided from the Host with Zoom Webinar meeting link or Zoom meeting ID.

By clicking on the Zoom link, it will automatically open the Zoom application on your device and join the meeting.

Or you can open the Zoom application, click on Join Meeting and enter the Zoom Webinar Meeting ID, to join the Webinar.

Once you have joined the meeting you will be prompted with the option to join with your device audio, click on it to start.

Image showing the prompt to listen with an audio device when joining a Zoom meeting

4.1  The Host or Panelist Options / View

After you have successfully joined the Zoom webinar, you will see the following view. As Hosts you have multiple options such as Unmute participants, Record the meeting, Start Polls and see all the participants (Panelists, Attendees).

Image showing the interface that a host sees when joining a Zoom webinar

  You can open the participant’s panel, and from there you can promote Attendees to Panelists, or allow participants to speak and more.

Image showing the participant panel interface available to a host in a Zoom webinar

In order to access this options you need to hover the mouse over a participant, for the options to show.

Allow to talk, will allow that specific participant to unmute him/herself.

“More” will give you options such as promoting attendees, Lower hand, Remove participant or chat with that participant.

4.2   The Attendees Options / View

The attendees will see the following view. As Attendee, you are only have View Only permissions and only the meeting hosts are able to allow you to talk (unmute your microphone)

Image showing the interface shown to attendees when joining a Zoom webinar

As Attendee, if you want to speak/ask a question, you will need to click on Raise hand button or ask a question through the Chat function. The host of the meeting should outline the format of the meeting in advance or at the start of the meeting.

In addition you can start a chat with Panelists and Host, or you can open the Q&A panel, provided that these functions are made available to you as the Attendees in the webinar.

Image showing the options available to the attendee when joining a Zoom webinar. These include chat, raise hand and Q&A.

Once the Host allowed you to speak, you will receive a pop-up on your screen and microphone icon will appear on your left side of the screen, which you have to click in order to unmute the microphone.

Image showing the option to unmute a participant to allow them to speak in a Zoom webinar

Chat vs Q&A vs Raise hand:

Chat: Is open to anyone, all the questions and answers are public for anyone with no restrictions.

Q&A: Controlled by the Host, Host can delete questions, make questions and answers public or not for the other participants.

Raise hand: This is only audio communication, on clicking the Icon, the Host can approve for participants to speak or to mute their microphone.