Managing the Lobby Controls tab

After accessing the Lobby tab in the event creation flow, you can modify the lobby home masthead, enable or disable your event’s chat, and pause or resume expo.

The Lobby Controls tab helps hosts manage a centralized control panel for their lobby opening settings and lobby chat, session reminders, feedback forms, and expo settings.

Learn more about other settings and managing the Lobby tab.

This article covers:

• How to access the Lobby Controls tab in Zoom Events
• How to manage the Lobby Controls tab
  • Manage lobby opening and closing time
  • Manage lobby home masthead
  • Pause or resume expo
  • Manage session reminders
  • Manage bookmarks
  • Manage Zoom Events experience feedback form

Prerequisites for managing the Lobby Controls tab

• Pro, Business, Enterprise, or Education account
• Stripe or PayPal Business account is required to create paid events
• Zoom Events Unlimited license or Zoom Events Pay Per Attendee license

How to access the Lobby Controls tab in Zoom Events

1. Create a Zoom Event or edit an upcoming event to access the event setup.
2. In the event creation flow navigation menu, click Event Experience, then click Lobby.
3. Click the Lobby Controls tab.

Manage lobby opening and closing time

Once the event is published, attendees can join your event lobby after the specified lobby start time. Special roles will be able to access the lobby as soon as the event is published.

1. Access the Lobby tab in the event creation flow.
2. Click the Lobby Controls tab.
3. In the Lobby Opening Time section, edit lobby times:
   • Edit the start time:
     1. Under Start Date and time, click the pencil icon .
        A pop-up window will appear.
     2. In the pop-up window, select the opening date and time for the lobby.
   • Edit the end time:
     Note: You can also edit the lobby close time in the Post Event tab.
     
     1. Under End Date and time, click the pencil icon .
        A pop-up window will appear.
     2. In the pop-up window, select the ending date and time for the lobby.
4. Click Save.

Notes:

• The event lobby can be available to attendees 365 days before the event date, but will be set to the date and time specifically chosen by the host.
• Hosts and co-editors can edit the lobby closing time even if the lobby has ended. The lobby can be extended to any time that's within Zoom Events' maximum allowed time range, regardless of its event status or lobby status. As long as the lobby is open, all information in the lobby is available (i.e., recordings and session resources are available). Hosts can edit the lobby closing time to a maximum of 2 years after the event ends.

Manage lobby home masthead

You can select content to be displayed on your Lobby Home Masthead by managing the following settings. This image is displayed on top within your virtual event.

This will control how content (including livestreaming, session image, custom image, and video) will display in the lobby home masthead.

1. Access the Lobby tab in the event creation flow.
2. Click the Lobby Controls tab.
3. In the Lobby Home Masthead section, under Rotation time, click the dropdown menu to select if you would like your current live sessions to be rotated every 1 min, 2 mins, or 5 mins. You can also choose to have No rotation.
   Currently, live sessions will be displayed in the masthead.
4. (Optional) Under What else you want to showcase besides live streaming, select the checkboxes that you want:
   • Selected sessions cover image & video
     A Selected sessions cover image & video pop-up window will appear.
     1. In the pop-up window, select the session with the cover images/videos that you want to display in the lobby home masthead.
     2. Click Display selected sessions.
        The cover images/videos of the selected sessions will be displayed in the lobby masthead.
     3. If you want to edit your selected sessions cover image and video, to the right of the Selected sessions cover image & video check box, click ___ session(s) selected.
   • Custom image or video
     A Custom image or video pop-up window will appear.
     1. In the pop-up window, under Add Image, hover your mouse over the image box and click Change Image.
     2. Upload a promotional cover image or company logo.
        Note: Recommended image dimensions are 1920x1080 pixels. JPG/JPEG/PNG files are only accepted with a maximum image size of 10 MB.
     3. Under Add Video, click the add button  to upload a video.
        Note: The maximum video length is 60 seconds. The maximum video size is 50MB, MP4 files only.
     4. Click Display in masthead to confirm your custom settings.
        Your custom image or video will be displayed in the lobby masthead.
     5. If you want to edit your custom image or video, to the right of the Custom image or video check box, click Manage.
        Notes:
        • Resizing images is possible after image uploads.
          • Event creators can manually resize all uploaded images to fit into the image window.
          • Event creators can search for the image to upload.

Pause or resume expo

You can pause or resume expo during its open hours or before the start of expo. This section will appear when expo is enabled for your event.

Notes:

• When expo is paused, special-role users can stay on the expo floor.
• The event organizer and co-editors with permission to edit expo can make updates to expo during the time expo is paused; their updates will be reflected when expo resumes. Special-role users, if they are still on the expo floor, will need to refresh the lobby or rejoin expo to see the updates.

Event organizers and co-editors with expo permission can Pause Expo or Resume Expo—without having to completely delete expo from your event—during an event. Pausing expo will close the expo floor and remove attendees from expo, directing them back to the lobby. Resuming expo will allow the expo floor to be open again (within the expo hours of operation).

Pause expo

When expo is live, a green dot and the following text will be displayed: Expo is live and the floor is open.

Choose when to close expo:

1. Access the Lobby tab in the event creation flow.
2. Click the Lobby Controls tab.
3. In the Expo section, to the right of the Expo is live and the floor is open text, click Pause Expo.
   A Pause Expo pop-up window will appear, asking you to choose when to close expo.
4. In the pop-up window, select when to close expo:
   • Now
   • In 1 minute
   • In 5 minutes
   • Custom: If you select Custom, enter or arrow up or down the number of minutes to schedule expo to be closed.
5. After making your selection, click Pause Expo.
   Expo will be paused for your event and the expo floor will be closed. Attendees will be notified and removed from expo.

Resume expo

When expo is paused, a red dot and the following text will be displayed: Expo is paused and the floor is closed.

1. To the right of the Expo is paused and the floor is closed text, click Resume Expo.
   A Resume Expo pop-up window will appear.
2. In the pop-up window, click Resume Expo to confirm.
   Expo will resume and the expo floor will be open immediately. Attendees will be allowed to rejoin expo.

Manage session reminders

Hosts can enable reminders to prompt attendees (who are signed into Zoom Events) of their upcoming events. The reminders allow attendees to click the Join button to immediately join a session. For roles that can start a session, those roles can click Start in the reminder to immediately start their session or click the Join button to immediately join a session. Zoom Events users can also click the postpone icon to be reminded about the session again in 1 minute.

To manage the start/join session reminders, click the following toggles to enable or disable the reminders:

• Those who can start a session: This is for roles, such as hosts and alternative hosts.
  
  • Bookmarked session(s) only: Select this option if you want to enable/disable reminders only for assigned and bookmarked sessions.
  • All permissioned sessions: Select this option if you want to enable/disable reminders for all permissioned sessions.
• Those who can join a session: This is for roles, such as attendees, speakers, and interpreters.
  
  • Bookmarked session(s) only: Select this option if you want to enable/disable reminders only for bookmarked sessions.
  • All permissioned sessions: Select this option if you want to enable/disable reminders for all permissioned sessions.

You can also click Preview to see how the start/join session reminders appear to other Zoom Events users.

Manage bookmarks

Hosts can now choose whether to show or hide the number of users who bookmarked a session in the event lobby Sessions tab.

1. Access the Lobby tab in the event creation flow.
2. Click the Lobby Controls tab.
3. Under Bookmark, click the toggle to enable or disable session bookmark numbers.

When enabled, attendees can see how many people bookmarked a session. When disabled, the session's bookmark number is hidden from attendees.

Manage Zoom Events experience feedback form

Attendee feedback is anonymous and will be sent directly to Zoom for product improvement purposes. You will not be able to see or access the responses submitted here.

To manage your event's experience feedback form, click the Allow attendees to share feedback about Zoom Events toggle. When enabled, attendees will receive a survey at the end of the event inquiring about their experience with Zoom Events.