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.

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. One thing to note is that one reserved license is good for up to three simultaneous events up to that type. In the chart below, rows are the types of licenses you can reserve, and columns are the types of Zoom events that are covered by that license.

Reserved License Does it cover Meeting 300? Does it cover Meeting 500? Does it cover Meeting 1000? Does it cover Webinar 500? Does it cover Webinar 1000? Does it cover Webinar 3000?

Meeting 300

✅ ❌ ❌ ❌ ❌ ❌ Meeting 500 ✅ ✅ ❌ ❌ ❌ ❌ Meeting 1000 ✅ ✅ ✅ ❌ ❌ ❌ Webinar 500 ✅ ❌ ❌ ✅ ❌ ❌ Webinar 1000 ✅ ❌ ❌ ✅ ✅ ❌ Webinar 3000 ✅ ❌ ❌ ✅ ✅ ✅

Here are some examples to help make sense of the chart:

If you reserve a Meeting 300 license...

You can host up to three Meetings simultaneously. Each of those Meetings can support up to 300 attendees. You will not be able to host any Webinars. If you reserve a Meeting 1000 license...

You can host up to three Meetings simultaneously. Each of those Meetings can support up to 1000 attendees. You will not be able to host any Webinars. If you reserve a Webinar 500 license...

You can host up to three Zoom Events simultaneously. Those three Events can be any combination of...

Meetings (each of which can support up to 300 attendees) and Webinars (each of which can support up to 500 attendees). If you reserve a Webinar 3000 license...

You can host up to three Zoom Events simultaneously. Those three Events can be any combination of...

Meetings (each of which can support up to 300 attendees) and Webinars (each of which can support up to 3000 attendees).

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, add the Miscellaneous Item Zoom License (ProductID P04642) to your primary R2 order. In addition, also create an R2 order out of Indianapolis HQ 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 Form, Event IT staff will create the necessary Zoom Events for you.