If you plan to host a large event in Zoom, such as a course, virtual conference, or live event, it helps to have a dedicated technical helper. The presenters can focus on the audience while someone else manages muted microphones, chat questions, and other issues in the background.
A few days before the event, meet with your presenters and stakeholders for at least 30 minutes. Review the technology, assign roles, and finalize the content. This helps make the day of the event less stressful.
If a standard Zoom Meeting is not the best fit for your event, consider Zoom Webinars, a separate Zoom product. For more information, including a feature comparison, see Zoom Webinar Services.
Table of contents
Tips for host
- After the meeting starts, make any co-presenters or technical helpers co-hosts. See the section “Using co-host in a meeting” in this Zoom guide: Enabling and adding a co-host.
- Learn how to use the Security button in Zoom. Only the host can see and use this button during a meeting. For a very large event, consider making the technical helper the host so they have full control over disruptions. The technical helper can then make you the co-host. The co-host can still share their screen and lead the meeting.
- If you plan to use polling, consider using Poll Everywhere. It is more robust than the polling feature included in Zoom.
- Decide whether you want to record the session. If you plan to send the recording to participants after the event, start recording right before the presentation begins.
Tips for technical helper
Reduce noise
Keeping unnecessary noise to a minimum is key to a successful large session. If the meeting is set up using the settings above, all participants will join muted. However, they can still turn on their microphones. If this becomes a problem, or if you want to prevent it, follow Zoom's guide on Muting/unmuting participants in a meeting and disable the option, Allow Participants to unmute themselves.
Manage chat
Zoom Webinar includes a Q&A feature that makes it easier for participants to ask questions and for presenters or panelists to answer them. If you want to create a similar experience in a regular Zoom meeting, there are two common options:
- Have multiple people monitor chat and answer questions. Use @ with the participant’s name so they know you are replying to them. For example, “@mike the answer to your question is…”
- Use a Google Form to collect questions during the session. If you use this option, share the link in Zoom chat several times during the event so participants can find it easily. Participants who join late cannot see chat messages sent before they joined. You may also consider disabling participant chat to encourage use of the Google Form.
Managing the waiting room
The Waiting Room is one of the easiest ways to secure your meeting. Practice admitting people one at a time. If registration is required, check registration before you admit each participant.