Hosting Large Online or Hybrid Events

• Registration. Zoom has built-in registration; use web forms to set up registration for other events.
• Recording. Panopto automatically record webcasts and the webcast viewer URL becomes a link to this recording about 1-2 hours after the event ends. In Zoom a host/co-hour must start and stop the recording, then manually share the recording link. 
• Captioning. As with any live event, you will need to book a third-party captioning service if audience members request or need captioning as an accommodation. See Captioning: Live Events for more information. 
  • Most captioning services can stream captions into a Zoom meeting using an API link; see Zoom: Captions for instructions.
  • Panopto does not yet support live captioning via API, but live captions can included in webcasts that use RTMP broadcasting; see Panopto's guide to RTMP live captioning.  
  • Although not college-provided, YouTube live-streaming is an alternative webcasting option that supports live captioning via API link.  

• Recruit colleagues to help you manage the event, typically: 
  • One person to handle normal event facilitation tasks (introducing speakers, watching the time, etc.).
  • At least one other person for Zoom-specific tasks (admitting people, monitoring chat, polling, calling on people, etc.).
• When scheduling the Zoom Meeting/Webinar:
  1. Turn on registration and the Waiting Room.
  2. For Meetings, disable Participants can join before host.
  3. Publicize the registration link (not the meeting link!) to deter Zoom-bombing.
     
• Schedule a captioning provider in advance if ASR captioning will not be sufficient/appropriate (see Captioning). 
• Use chat, reactions, and polls to engage the audience and solicit questions. 
  • Prepare a slide with participation instructions and expectations for everyone to read while joining.
  • Verbally explain them at the start of the meeting.
• Make sure your facilitators are comfortable with the Zoom Meeting/Webinar controls.
  • Schedule dress rehearsals to practice anything new or complicated.
  • Use the practice session feature for Webinars; for Meetings simply start/join the Meeting at your rehearsal time. 
• Ask your facilitators, captioner, and speakers to join shortly before your event starts to give you time to set up:
  • Use the practice session feature for Webinars; for Meetings, admit non-hosts selectively from the waiting room.  
  • Make sure facilitators are hosts or co-hosts. 
  • In Meetings, spotlight your speakers, make them co-hosts, or try focus mode for a more webinar-like experience. 
  • Enable captions
  • Use the Security menu to disable features you don't need (Whiteboards, Annotation) and queue up slides, polls, etc.

• You will need at least two devices: 
  • A computer (usually the podium computer) in the in-person event space that will capture speaker audio, video and screen-sharing if the speakers are projecting slides. (See Technology Enabled Classrooms.) 
  • A different computer or tablet for the Zoom host(s) managing the online meeting.  
• The Zoom host should the meeting and a facilitator in the event space should join it from the podium computer. 

• To enable online viewers to ask questions: have them to post to the Zoom chat and have a meeting facilitator in the event space join the Zoom meeting on a tablet or laptop to monitor the chat and repeat questions for the speakers. 
• Ask speakers to repeat questions before answering so both in-person and remote audiences can hear and the questions are recorded and captioned.

• The Zoom host should click Record in the in-meeting control bar and chooses Record to Cloud. 
• After the event, the host gets a sharing link or embeds the recording on a website, social media, etc. 
• If the recording will be posted for longer than two months, use the link to the Panopto copy rather than the Zoom original; see Zoom: Where are my recordings?

1. Open a web browser (we recommend Chrome) and go to brynmawr.hosted.panopto.com. 
2. Log in using SAML and your Bryn Mawr College credentials. 
3. Click + Create, and choose Webcast. 
4. Enter a title (Session Name) and description for your event (both can be changed later), and click Create.
5. You will land on the Settings > Overview page; copy the Viewer link and add it to your website or announcements and invitations for your event. This is the URL people will visit to view your webcast.  

When you are ready to begin your webcast:

1. Log on to the computer you are using to broadcast and record the webcast. 
2. Open up any slides, files or apps your speaker will need to display on this computer during the broadcast. 
3. Open a web browser (we recommend Chrome).
4. Go to brynmawr.hosted.panopto.com. 
5. Log in using Microsoft 365 and your Bryn Mawr College credentials. 
6. Hover over the webcast in your video library and click (Settings)

7. In the Overview tab of the Settings panel, scroll down to Actions and click Record to launch the Panopto recorder app. 
8. Set up your camera, microphone, and screencast in the Panopto recorder app as you would normally (see Panopto: Record lecture using the desktop app). 
9. Click Record to start your webcast. Within a few seconds, the webcast should appear inside the player window on the webcast's viewer link page. (You can test the audience view using a private/incognito window.)

When your event ends, click Stop to end the webcast. Panopto will process the recording and make it available at the Panopto webcast viewing link within a couple of hours. 

1. Create a Panopto webcast using the instructions under Host a Panopto Webcast. 
2. You will end up on the webcast Settings window; leave this open. 
3. Open another browser window or tab and log into the Zoom web portal. (Note: Live streaming options are not available in the desktop or mobile apps.)
4. Create your Zoom meeting (see Zoom: Schedule meetings).
5. Click on the Live Streaming tab, then choose Configure custom streaming service.

6. Switch back to the Panopto webcast settings browser tab/window and copy the Viewer link.
7. Paste the viewer link into the Live streaming page URL field in the Zoom window/tab. 
8. Click Manage on the Panopto webcast settings window, then scroll down to Webcast Type and select RTMP Source.
9. Copy the Server URL and paste it into the Stream URL field in the Zoom window.  
10. Copy the Streaming keys and types from Panopto and paste it into the Stream key field in Zoom. 
11. Click Save in Zoom.

Generally speaking, you should share the Zoom meeting link with active participants and the Panopto webcast viewer link passive viewers. 

For a webinar-style event:

• Invite your co-hosts and speakers to the Zoom Meeting so that they can talk and share video and screens.
• Share the Panopto Webcast viewer link with your audience to enable them to view and listen only.
  • You don't need people to register for safety reasons: there is no way someone with the webcast viewer link can disrupt your Zoom Meeting and you can safely publish it on a website and in the Daily Digest.
  • However, if you want to require registration, set up a web form to collect registration info and display or email the webcast viewer link to the registrant after they complete the form.     

To use the Panopto webcast as an overflow and/or on-demand viewing option: 

• Turn on registration for your Zoom meeting.
• Choose one of the following:
  • Publicize the Zoom registration link and the Panopto webcast viewer link as view-only alternative for people who do not want to register or need to watch the recording after the event.  
  • Publicize the Zoom registration link and include the Panopto webcast viewer link in a customized registration confirmation email as a view-only alternative if the meeting fills up or participants wish to view later. 
  • Publicize only the Zoom registration link, but be ready to paste the Panopto webcast viewer link in a message to the Zoom waiting room if the meeting fills up. (See Zoom: Using Waiting Rooms).

You will need to start the Zoom meeting and the Panopto webcast, then start the livestream from Zoom to Panopto from within the Zoom meeting. It's best to start this process at least 10-15 minutes before your event begins, so you have time to get everything set. 

1. Start the Zoom meeting. 
2. In a web browser, go to brynmawr.hosted.panopto.com, and log in using SAML and college credentials. 
3. Find the webcast in your Panopto video library, hover over it and click  (Settings). 

4. Scroll down to Actions and click Record. A recording window will open, but appear blank until you start the livestream in Zoom.
5. In the Zoom meeting, click the More button in the host control bar, and choose Live on Custom Live Stream Service.

6. Once the Preparing livestream progress bar is complete, the Zoom meeting will show up in the Panopto webcast recorder window and to anyone at the webcast URL page.

When your event ends, end the Zoom meeting, then go to the Panopto webcast and click Stop. The recording will be available for on-demand viewing at the Panopto webcast viewing link within a couple of hours.