Use Zoom for large video meetings or webinars at IU

Zoom is a web collaboration tool available to all Indiana University students, faculty, and staff. Zoom provides high-quality audio and video, intuitive sharing and co-annotation tools, breakout rooms, whiteboarding tools, the ability to easily add content to meetings "on the fly", and the option to download meeting recordings as MP4 files. Standard Zoom meetings support up to 100 simultaneous participants. Licenses for large meetings (up to 500 participants) and webinars (up to 3,000 participants) are available to faculty and staff by request from the IU Zoom administrators.

Notes:

Before hosting or joining a meeting, join a test meeting to test your internet connection, audio, and video. Be sure to test your Zoom meeting with the device you intend to connect or host from (such as videoconferencing equipment). If you wish to test connecting to a meeting from videoconferencing equipment, you will need to create and host a meeting to join first, as meetings cannot be hosted from videoconferencing equipment.

Be sure to update your Zoom client frequently in order to take advantage of available features and to resolve potential issues. For more, see Zoom Release Notes.

On this page:


Large meetings

To use IU's Zoom web collaboration platform to host video meetings with between 101 and 500 participants, faculty and staff can request a "large meeting" license from the IU Zoom administrators.

Large meetings have the same functionality as standard Zoom meetings; for more, see this document's Feature comparison section.

As host, you control which functions and features are available to meeting participants; for more, see the Zoom Help Center's What are the host controls?

Note:
Due to the limited number of "large meeting" licenses available, IU Zoom administrators perform monthly audits and, based on demand, may re-assign licenses that have not been used for more than 90 days.

Webinars

To use IU's Zoom web collaboration platform to host 500- or 3,000-seat webinars, faculty and staff can request a "webinar" license from the IU Zoom administrators.

Webinars differ from meetings in the following ways:

  • Host can assign up to 50 video panelists
  • Host must specifically turn on audio/video for attendees
  • Attendees cannot share their screens
  • No breakout rooms
  • Question & Answer (Q&A) tool
  • Integration with your CRM and marketing automation tools

For more, see this document's Feature comparison section.

Webinar attendees receive video and audio content by default but cannot share their video or audio unless the host promotes them to "Panelist"; for more, see the Zoom Help Center's Promote Attendee.

Note:
Due to the limited number of "webinar" licenses available, IU Zoom administrators must consider requests on a case-by-case basis. If your school or department plans to schedule many webinars using multiple hosts, you may request to have your "webinar" license associated with an IU group account. Zoom administrators may grant additional seven-day licenses to individuals as needed to accommodate one-time events or facilitate webinar co-hosting. Submit your request at least 48 hours in advance.

Feature comparison

Feature Standard meeting Large meeting Webinar
Maximum capacity 100 500 500/3,000
Registration No Yes Yes
Join a meeting from an H.323/SIP room system
Yes Yes Yes
Recording Yes Yes Yes
One time or Recurring Yes Yes Yes
Designate a co-host Yes Yes Yes
Option to mute attendees upon entry
Yes Yes
Automatic (attendees can't be heard unless host turns on their audio)
Mute/unmute individual or all participants
Yes Yes Automatic
Lock mute/unmute No Yes Automatic
Turn off participant/attendee video
Yes Yes
Automatic (attendees can't be seen unless host turns on their video)
Lock screen sharing Yes Yes Automatic
Put attendees on hold or remove them
Yes Yes Yes
Polling to facilitate organized discussions Yes
(scheduled meetings only)
Yes Yes
Video breakout rooms Yes Yes No
Group and one-on-one chat Yes Yes Yes
Q&A No No Yes
Annotation Yes Yes Yes
File Transfer Yes Yes Yes
End-to-end encryption Yes* Yes* Yes*
Integration with third-party CRM/Marketing tools No No Yes
Reporting of registrants, attendees and chat Yes No Yes
(includes Q&A)
Live stream via Facebook Live/YouTube
No No Yes
(~20 second time lag)

* File sharing will automatically be disabled when end-to-end encryption is enabled.

Get help

For more about requesting "large meeting" or "webinar" licenses, contact the IU Zoom administrators.

For more about scheduling and hosting Zoom meetings and webinars, see the Zoom Help Center's Meetings & Webinars menu.

Related documents

This is document anmm in the Knowledge Base.
Last modified on 2018-10-10 18:23:18.

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