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How to Get a Zoom Meeting/Webinar for Your Show

This page is a work in progress. The information here may or may not be accurate.

Here are some definitions of terms that may help you understand this article:

  • Zoom Meeting: This is what most of us probably imagine when we think of using Zoom. A Meeting is a collaborative setting where all participants can turn on their camera or microphone and speak as they wish.
  • Zoom Webinar: You can think of this as a Meeting with spectators. Certain designated people (called Panelists in a Webinar context) have the ability to use their cameras and microphones, but the spectators (called Attendees in a Webinar context) only have limited options for interaction, such as chat and Q&A.
  • Zoom Event: This term is used to refer to Meetings and Webinars collectively.

R2 Reservation

In R2, there are several Rental Items and one Miscellaneous Item for Zoom. The Miscellaneous Item only matters to those of you who are not operating out of Indianapolis HQ.

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As you can see, the Rental Items reflect different types of Zoom Events (Meeting or Webinar) that allow up to a certain number of attendees. There should be a one-to-one relationship between the items reserved on your order and the Zoom links you need. For example, if your event needs two Meetings and a Webinar, then there should be two Meetings and one Webinar reserved on your order.

Indianapolis HQ

If the R2 order for your event is coming out of Indianapolis HQ, you do not need to think about the Miscellaneous Item Zoom License (ProductID P04642). Simply reserve the Rental Item(s) corresponding to the type(s) of Zoom Event(s) you need.

Other Locations

If you are operating out of another location, then on your primary order out of your own office, add the Miscellaneous Item Zoom License (ProductID P04642) to your primary R2 order. In addition, also create an R2 order out of Main that includes the Rental Item(s) corresponding to the type(s) of Zoom Event(s) you need.

Production Request

After you submit a Production Request, Event IT staff will create the necessary Zoom Events for you.

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