IN THIS ARTICLE
- Meetings vs Webinars
- Technical Checklist for Video and Sound Setup
- Preventing Volunteer Dropoff
Zoom, and other video conference tools like it, is a software that enables organizations and campaigns to continue working in this time of social distancing. This guide will walk you through how to set up a Zoom account, install the client, and host a secure Zoom event with Mobilize's event management platform. We hope that after reading through this guide, you will feel empowered to host your event on video conferencing tools without worrying about disruptions.
Getting Started with Zoom
- Sign up for a Zoom account here.
- Download the Zoom client for your devices here.
- Once the client has finished installing, be sure to sign-in!
Now you're ready to host your events on Zoom. Continue reading to learn how to schedule a secure Zoom meeting!
How to Schedule a Meeting in Zoom
- Open your Zoom client.
- Select Schedule.
- Under Topic, enter the title of your meeting.
- Under Date, select the time your event will take place.
- Select "Generate Automatically" under Meeting ID.
- Require a Password that's not easy to guess.
- Optimal Video Setting for Meeting: On for Host; On for Participants Optimal Video Setting for Webinars: On for Host; Off for Participants
- In the Audio setting, you can choose whether to allow Participants to join by phone.
- In the Calendar setting, you can choose which Calendar you want the event to show up for you, the scheduler.
- Click on Advanced Options to expand it and make sure to enable the following options:
- Enable Waiting Room -- Participants will wait here until you begin the meeting.
- Mute Participants Upon Entry -- All participants will be muted when the meeting begins.
- Only Authenticated Users can join: Sign in to Zoom -- The most important setting that will deter Zoombombers intending to disrupt your event.
11. Click on Schedule!
How to Create Mobilize Events for Secure Zoom Meetings
Now that you know how to schedule a Zoom meeting, you’re ready to create a virtual event for it on Mobilize!
- In your dashboard, select the button labeled New Event in the upper-right hand corner.
- Select Scheduled Virtual Event.
- Type in your event name, and if using, a VAN event name.
- Choose your event type and be sure to utilize the event tags feature!
- Set the visibility for your event.
- Public events will be displayed on your Organization’s feed and may be discoverable on Mobilize’s feed.
- Private events can only be accessed via the link. This means that if you create the event and don’t give anyone the link, no one will know the event exists unless they’re also an organizer on your dashboard.
6. Add a description and photo for your event.
7. In the field Private Details, write a Call-To-Action for your supporters to sign-up for a Zoom account with the same email address they registered for your event and download the Zoom client. Optionally, you can add the link for your scheduled Zoom meeting here. Read more about this in Best Practices: When to Use Private Details.
8. Add time(s) that match your schedule Zoom meeting(s).
9. Click submit.
Meetings vs Webinars
Do you need your attendees to be able to talk to you or each other? If you need them to mostly listen to what you have to say, then you'll want to host a Webinar.
If you want your attendees to be able to talk to you or each other, then you'll want to host a meeting. With this format, you'll be able to take advantage of Zoom's Breakout Rooms and assign volunteers to smaller side sessions.
Technical Checklist for Video and Sound Setup
Before your event begins, open your Zoom settings and do a quick check of video and audio settings.
- Is your webcam clean of smudges? Do a quick check in the Video tab that your camera is capturing you the way you want to be seen.
- In the Audio tab, check that your Speaker and Microphone are connected to the right sources. You can test them here.
Preventing Volunteer Dropoff
Misplaced Zoom links and finicky technology can lower your attendance count. Here are some things you can do to make sure your supporters are able to access your Zoom event:
- A week before the event, use Mobilize Messaging to ask all Registered attendees if they have signed up for Zoom accounts with the same email they used to register for your event.
- The day before the event, use Mobilize Messaging to send all Confirmed attendees the link to your scheduled Zoom meeting and emphasize that they'll need to be logged in to access your event.
- On the day of your event, send the Zoom link again in case there have been last minute confirmations.
When to Use Private Details
You might be thinking, "What if I don't want to send all those emails to my volunteers through Mobilize Messaging, Somjit?" Then I would ask you to consider using Private Details to automatically share your Zoom links to your attendees. With security in mind, here's an example workflow of how I would utilize Private Details.
- When creating the event, I would put in Private Details with Markdown formatting:
# Hi Mobilizers!
Be sure you have Zoom downloaded and ready to go on **December 12th, 2020** so we can dive right in! For your convenience, here is the [Zoom Download Center](https://zoom.us/download)!
- 1-2 days before the event, I would edit the Private Details of the event to add the Zoom link. This way, when the 2nd reminder email is sent out to your attendees, they will have the Zoom link ready to go. Here's the link example with Markdown formatting:
-- Message above --
## Meet [Here](insert your Zoom meeting link) at 6pm on December 12th!
That's it! You're ready to Mobilize.