Preparing to Host a Virtual Session

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Whether hosting a live stream or collaborative session, you'll play an integral role in making sure it goes off without a hitch. Review these instructions prior to your session to learn how to start and end your session, use the relevant host controls, and fulfill your role as the speaker's fearless wingman. If you're a session speaker, review these instructions instead.
NOTE: These instructions are for events using Cvent Video Conferencing and Cvent Video Player only.

Hosting a Live Stream Session
Follow these instructions if you're hosting a webinar-style session that will be broadcasted live during the event.


1 Download Zoom. Prior to your session, download the Zoom Client for Meetings on the device you will be using to host the session. This ensures you have access to additional meeting controls that are not available within the browser version of Zoom.
 
NOTE: On the day of your session, make sure you're logged out of your personal or company Zoom account, if applicable.

2 Get familiar with meeting controls. To learn more about the features and controls available within a Zoom meeting, watch Zoom's overview video on Meeting Controls.

3 See it like an attendee. Look for the Attendee Website link on your event's website, in your registration confirmation email, or in other communications from the event planner. Once you've found it, click the link and log in to the Attendee Website.

Then navigate to your session's page and click Join session.

 
User-added image
 
Have this page up in a separate browser window to see what your session looks like to attendees in real-time. Keep in mind that there will be a 15-30 second delay between what you and the speaker see and what attendees see.

4 Access the Live Q&A moderator view. If your session is using Live Q&A, follow these instructions to access the moderator view on the Attendee Website or Event App and moderate questions during the session.

5 Get a backup presentation ready. All is fair in love and live streams, which means it's important to stay one step ahead of any possible technical issues that may arise. Have a copy of the speaker's presentation accessible just in case you need to swoop in and screen share the presentation on their behalf.


6 Have your Meeting Start URL handy. The event planner will share this link with you via email, if they haven't already. Wait to click the link until 10 minutes before your session's scheduled start time. When you click the link, speakers will be allowed to join the session.
NOTE: Attendees won't be able to see the video within the Attendee Website until there's five minutes or less before the session start time and you've started the live stream. The time between when you click the Meeting Start URL and start the live stream is your opportunity to ensure the speaker is ready.

7 Rename yourself once you start the meeting. Your name will be listed as "Session Host" when you join the meeting. Click Participants in the Host Controls, then locate yourself on the list. Hover your cursor over the name and click the More button that appears, then Rename.
Rename Session Host
Enter your name, then click Rename.

8 Check in with the speaker. To allow the speaker to share their screen, click Security in the Host Controls, and, under the "Allow participants to:" header, ensure Share Screen is checked. Or, assign the speaker as a co-host. The speaker won't be able to share their screen until you do.

If your session is using Live Q&A, check if the speaker has the session page up in another browser window and will reference the current questions there, or if they want you to send them the current questions over chat.

Then ask the speaker to turn on their microphone and video, and begin sharing their content. 

9 Start the live stream. Though it may be tempting to test it out, do not start the live stream until 30-60 seconds before the session begins. When it's time to start the stream, click More in the Host Controls, then Live on Custom Live Streaming Service
Start Live Stream
  
You will see a "LIVE Preparing..." message in the upper left corner of the meeting. Once the stream is officially live, you will see a "LIVE on Custom Live Streaming Service" message instead. If you are also viewing the session on the Attendee Website, mute the video on the site. Keep in mind that there will be a 15-30 second delay between what you and the speaker see and what attendees see on the Attendee Website.

The event planner will have already determined if your session will be automatically recorded when you start the live stream.

If you get disconnected from the Zoom, you have 10 minutes to reconnect to the session without disrupting the live stream. Additionally, if the live stream gets disconnected, re-start it by clicking
More in the Host Controls, then Live on Custom Streaming Service.
NOTE: If you're unable to start or re-start the live stream in Zoom, try these troubleshooting solutions.

10 Blend into your surroundings. You can use the in-meeting chat to communicate with the speaker and any co-hosts you've assigned during the session. This feature is not available to attendees, so they won't be able to see your messages. Also, if you will not be speaking during the session, turn off your camera to avoid distracting from the speaker. 

11 Understand the exit strategy. Once the presentation is over, wait 15-30 seconds for the remaining content to finish playing on the Attendee Website. Then click More in the Host Controls, then Stop Live Stream.
 
Stop Live Stream
 

Then click End in the bottom-right corner of the Host Controls to end the session.
NOTE: Once the meeting has been over for 10 minutes, the stream URL expires and the live stream cannot be restarted.


Hosting a Collaborative Session
Follow these instructions if you're hosting a breakout session with two-way communication and attendee participation.


1 Download Zoom. Prior to your session, download the Zoom Client for Meetings on the device you will be using to host the session. This ensures you have access to additional meeting controls that are not available within the browser version of Zoom.

2 Get familiar with meeting controls. To learn more about the features and controls available within a Zoom meeting, watch Zoom's overview video on Meeting Controls.

3 Have your Meeting Start URL handy. The event planner will share this link with you via email, if they haven't already.

If you want to prepare or practice before the session, you can click the link and join the session prior to its scheduled start time. This is recommended if you'll need to adjust the meeting security settings or set up breakout rooms.

When you click the link, speakers will be allowed to join the session.

 
NOTE: Attendees can start joining the session five minutes before the scheduled start time, so make sure you are mindful of the time when practicing prior to the session.

4 Rename yourself once you start the meeting. Your name will be listed as "Session Host" when you join the meeting. Click Participants in the Host Controls, then locate yourself on the list. Hover your cursor over the name and click the More button that appears, then Rename.
Rename Session Host
Enter your name, then click Rename.

5 Adjust the meeting security settings. By clicking Security in the Host Controls, you can limit what users can do, lock the meeting so no one else can join, or enable a waiting room. If you enable the waiting room feature, attendees are placed in a waiting room when they try to join the session and, as the host, you must admit or remove them.

In the "Allow participants to:" section, we recommend leaving Share Screen unchecked. If you are hosting the session with another participant who needs screen-sharing permissions, assign them as a co-host.

 
Security Settings

As attendees join the meeting, you will see the participation count rise. To see all users with their camera on, you can switch from Speaker View to Gallery View in the top-right corner.
NOTE: If the event planner has provided specific guidance on the settings that should be enabled or disabled for your session, adjust the meeting settings accordingly. Refer to Step 8 for information on additional settings you'll have access to.

6 Record the session, if necessary. To record the session, click Record in the Host Controls. This records the session from the speaker's view in Zoom.

The recording will be available about one hour after your session for attendees to view on-demand from the session's page on the Attendee Website.
NOTE: Do not start the recording prior to the session time, or end the recording and restart it. To record only certain parts of the session, use the pause recording option instead. This ensures a single recording file is generated for your session.

7 Assign co-hosts. As a host, it's your responsibility to manage the meeting and its participants so the speaker can focus on presenting or facilitating discussion. To help you do this, you can assign co-hosts.

8 Monitor attendee feedback. Keep an eye on the chat and respond to any attendee questions as needed.

During collaborative sessions, attendees can also provide non-verbal feedback in Zoom by using Reactions like Clap or Thumbs up, or clicking Yes, No, Go Slower, Go Faster, or the other options within the Participants panel. For example, Reactions can be used to to test the meeting audio ("Give a thumbs up if you can hear me") or get a better feel for the room ("Use the thumbs up or thumbs down to share your thoughts on this").

This type of non-verbal feedback can be tricky to manage when focusing on presenting, so it's important that you help the speaker by monitoring the attendee feedback and enlisting your co-hosts to assist as needed.


9 Use breakout rooms, if necessary. Depending on the goals for your session, using breakout rooms may help you achieve them. This feature allows you to break participants out into different rooms within the overall meeting.
NOTE: Only hosts can enable breakout rooms, including renaming or deleting any created rooms. Breakout rooms cannot be pre-assigned before the meeting starts. They can only be created and attendees assigned to them once you've started the meeting.

10 Understand the exit strategy. Once the presentation is over, click End in the bottom-right corner of the Host Controls to end the session and automatically stop the session recording.
 

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