Managing the Sessions tab for multi-session events

1. Zoom Room: Add a Zoom Room (or multiple Zoom Rooms) to this meeting as a participant or an alternative host.
   1. Click Add Zoom Room.
   2. Enter the Zoom Room name.
   3. Under In-session role, click the dropdown and select Pariticipant or Alternative host.
   4. (Optional) To the right of the Zoom Room you want to remove, click the trash icon .
2. Track: Enter the session's track. Tracks can be used to separate events into different categories. Tickets for these tracks will be linked to specific sessions and only ticket holders can join these sessions. In addition, tracks help to direct users to the sessions they should attend.
3. Tags: Click the arrow to display additional fields.
   • (Optional) Product: Enter the product of discussion for the session.
   • (Optional) Level: Define the audience's level of aptitude toward the session topic.
   • (Optional) Audience: Define the audience the session is designed for.
4. Session video: Click the add button to add a session video.
   Note: The maximum video length is 5 minutes. The maximum video size is 150 MB; MP4 files only.
5. Click the following toggles to enable or disable the session-level settings that you want:
   • Meeting - Q&A: The Q&A settings configured are for the default settings when you start the meeting session. You can change the settings in the meeting session. Select the sub-options that you want to enable or disable:
     • Attendees can submit questions
       • Allow anonymous questions
     • Allow attendees to view
       • answered questions only
       • all questions
   • Webinar - Q&A: The Q&A settings configured are for the default settings when you start this webinar session. You can change the settings in this webinar session. Select the sub-options that you want to enable or disable:
     • Attendees can submit questions
       • Allow anonymous questions
     • Allow attendees to view
       • answered questions only
       • all questions
   • Custom livestreaming service: If enabled by the account admin, you can configure custom livestreaming service settings at the session level.
     Note: This feature will be unavailable if it’s disabled and locked by a Zoom account admin.
     1. Under Custom Livestreaming Service, click Configure Livestreaming.
        A Configure Custom Streaming Service pop-up window will appear.
     2. In the window, enter information for:
        • Stream URL: Enter the streaming URL.
        • Stream key: Enter the streaming key.
        • Livestreaming page URL: Enter a livestreaming page URL.
          Note: Anyone using this link can watch the livestream of the meeting/webinar.
     3. (Optional) Select the following checkboxes:
        • Custom streaming service requires authentication to broadcast: This configuration will appear during the webinar so you can enter your username and password.
        • Configure livestream during the meeting/webinar
     4. Click Save.
        Your settings will appear in the More Controls tab.
     5. (Optional) Click Edit to edit your custom livestreaming service settings.
     6. (Optional) Click Delete to delete your custom livestreaming service settings. If a verification dialog appears, click Delete.
   • Reserve a Spot: Control session capacity and set a maximum capacity for certain sessions.
     Note: Hosts can always bypass the reservation system by sending attendees a direct join link to the session.
     
     1. Under Reserve a Spot, click the Allow attendees to reserve a spot for this session toggle to enable or disable it.
        Note: If you disable the toggle, a confirmation window will appear. In the confirmation window, click Turn Off Reservation to confirm. This will cancel all existing reservations for the session.
     2. Under How many spots will be available?, enter the number of spots you want for the event capacity.
        Note: Up to 500 attendees can reserve their spots.
        After setting the number of spots, attendees can reserve their spots up to the event capacity number.
     3. (Optional) Under Reserve a spot for attendee(s),
     4. (Optional) Click View Attendees to manage attendees who have reserved a spot in the session.
        The panel will display the list of attendees and their information (name and attendance type).
        1. To the right of an attendee you want to manage, click the ellipsis , then select from the following actions:
           • Remove This Attendee: Once you remove an attendee from the list, their reservation will be canceled. If a confirmation window appears, click Remove Attendee.
           • View Attendee Detail: View the attendee's information and manage their registration or resend their order confirmation/invitation. You can also click Remove Reservation to remove the attendee from the list.
        2. (Optional) To the left of the attendees, select multiple attendees' checkboxes, then click Remove Selected Attendees at the top of the panel.
           • At the top of the page, click Unselect all attendees to remove the bulk selection. Once you remove attendees from the list, their reservations will be canceled. If a confirmation window appears, click Remove Attendees.
        3. In the top-right corner of the panel, click Export Attendee List to download a CSV file of the attendee list.
   • Pre-reserve spots: Add attendees to the reservation list. The host's manually added attendees will bypass session limitations (and open seats will remain open). Hosts can set open seats to 0 and still manually add registered attendees to the reservation list. The added attendees' ticket type must have access to the session, and attendees whose ticket types do not have access to the session will not appear in the host's search.
     1. To the right of Pre-reserve spots, Click Add attendees.
        You will be directed to a panel.
     2. In the panel, search for event registrants that you want to add to the reservation list.
     3. To the right of a registrant you want to add, click the ellipsis , then use the following actions:
        • Reserve a Spot : The registrants will be added to the session's reservation list.
        • View Attendee Detail : View the attendee's details.
     4. (Optional) After pre-reserving spots for attendees, click View Reservation List.
        The reservation list will appear.
        1. Use the search bar to search by attendee name or email.
        2. To the right of an attendee, click the ellipsis , then use the following actions:
           • Remove This Attendee : Remove the selected attendee from the reservation. In the confirmation window, click Remove Attendee.
             The attendee will be removed from the reservation list. Once you remove them, their reservation will be canceled.
           • View Attendee Detail : View the attendee's details.
        3. (Optional) Delete multiple attendees from the reservation list:
           1. To the left of multiple attendees you want to manage, select their checkboxes.
              You can also select all attendees by select the checkbox to the left of Name.
           2. At the top of the panel, click Remove Selected Attendees .
              A confirmation window will appear.
           3. In the window, click Remove Attendees.
              The attendees will be removed from the reservation list. Once you remove them, their reservation will be canceled.
        4. In the top-right corner of the reservation list, click Export Attendee List to download a CSV file of the reservation list.
6. Click Save.

1. (Optional) Use Production Studio to customize layouts, add borders to videos, adjust the video aspect ratio, and use multiple wallpapers within a session. Learn more about Production Studio.
2. (Optional) Under the Session level in-session branding section, set the style for each special role at the session level and how they appear in any of the webinar sessions they join in the event:
   
   • Webinar wallpaper: Your wallpaper is displayed behind video tiles and shared content for this session only.
     • Under Webinar wallpaper, click the pencil icon on the image tile to + Upload Wallpaper or select a wallpaper for this session.
       Note: Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 15 MB.
   • In-session appearance: All hosts, alternative hosts, exhibitors, interpreters, moderators, and speakers will have an event-wide default virtual background and name tag design. You can make specific changes for this session only.
     1. Click Customize in-session appearance to view how all roles will appear when they join.
     2. On a tile, click the pencil icon to update the name tag text and template, and assign a different virtual background. These changes will apply to this session only. These changes will apply to this session only.
        • Enter information into the Name, Description, and Pronouns fields.
          The entered information will appear in the preview window.
        • Choose a name tag design that you created to display in the preview window.
        • Under Virtual Background, select an uploaded virtual background to display in the preview window.
        • Click Save.
     3. Click Done.
   • + Add more branding: Click + Add more branding to add a new virtual background or add a new name tag template.
     • Add new virtual background: Select a virtual background to upload and add from your computer.
     • Add new name tag template: In the Add name tag template window, customize your name tag template. Changes are previewed live in the left preview panel.
       Note: You can create up to 20 name tags.
       1. Enter the Template Name in the text box.
       2. Select the Text Color.
       3. Select the Background Color.
       4. Select the Accent Color.
       5. Click Save.

Add language interpreter

1. Under Interpreter, click + Add language interpreter.
2. Enter the interpreter's email.
   Note: After the event is published, an invitation and interpreter ticket will be sent to this email.
3. Click the first Language dropdown menu to select which language the interpreter will interpret.
4. Click the second Language dropdown menu to select which language the interpreter will interpret.
5. (Optional) Click + Add language interpreter to add another interpreter.
6. Click Save.

Add sign language interpreter

1. Click + Add sign language interpreter.
2. Enter the sign language interpreter's email.
   Note: After the event is published, an invitation and an interpreter ticket will be sent to this email.
3. Click the Language dropdown menu to select which language of sign language will be interpreted.
4. (Optional) Click + Add sign language interpreter to add another sign language interpreter.
5. Click Save.

Remove interpreter

After you add a language interpreter or sign language interpreter, you can remove them. To the right of the interpreter you want to delete, click the X button.

1. (Optional) Under the Polls/Quizzes tab, click + Create to add 1 or more questions to the poll.
   A pop-up window will appear.
2. At the bottom of the pop-up window, click the ellipsis to select the Allow participants to answer questions anonymously check box.
3. At the bottom of the pop-up window, click + Add Question to add more poll questions.
4. Click Untitled Question to change the name of that polling question.
5. Click the question area to edit the following details:
   • To the right of the name of the polling question, click the dropdown menu to choose the question type:
     Note: Users below version 5.8.3 will not be able to view or participate in advanced polls.
     • Single Choice: Poll participants can select only one of the provided answers. Possible answers can be listed all at once or under a drop-down menu.
     • Multiple Choice: Poll participants can select multiple provided answers.
     • Matching: Poll participants can match prompts on the left side with answers on the right side. The order of prompts and answers can be adjusted as needed. Up to 10 prompts can be provided for each question, with the possible matches ranging between 2-10 options.
     • Rank Order: Poll participants can rank each item based on the provided scale. Up to 10 items can be provided for each question, with the scale allowing a range of 2-7 options.
     • Short Answer: Poll participants can respond with a short answer response. The minimum and maximum allowed characters for the response can be set.
     • Long Answer: Poll participants can respond with a long answer response. The minimum and maximum allowed characters for the response can be set.
     • Fill in the blank: Poll participants are presented with the statement and a blank, asking them to fill in the missing information based on the statement and other context provided. Multiple blanks can be added and each blank has its own answer box.
     • Rating Scale: Poll participants are given a statement or topic, then they are given the opportunity to rate the topic on a given scale. The range of the scale can be adjusted from the default of 1-10, and the ends of the scale can be labeled to indicate what the scale is based on, for example Not likely to Extremely likely.
   • Click the blank for each choice to enter an answer for participants to select from.
   • Click Add Choice, Add Row, Add Column, Add Prompt, or Add Answer (depending on the type of poll question selected) to add additional answer options.
   • Click the trash bin icon to delete the current polling question.
   • Click the ellipsis to access additional options:
     • Choose Files: Allows an image to be uploaded and displayed below the question.
       Note: Use JPG/JPEG/PNG files only. The recommended image dimensions are 1920x1080 pixels. The maximum image size is 15MB.
     • Duplicate Question: Duplicate the current polling question as it currently is.
   • (Optional) Select the check box next to Required to ensure a question must be answered before a participant can submit poll answers.
   • (Optional) Select the Show as dropdown checkbox.
6. (Optional) Click + Add question to create an additional question.
   Note: Each question and individual answers for a question can be reordered as needed.
7. Click the ellipsis to access the following option:
   • Allow participants to answer questions anonymously: Poll participants can choose to have their answers associated with themselves or to provide answers to the poll anonymously.
   • Make a quiz and set correct answers: If you want to set correct answers and score respondents' accuracy, you can turn the polling feature into a quizzing platform.
     Note: Only Single Choice, Multiple Choice, Matching, and Rank Order polls can set a correct answer. Short-answer and long-answer questions will require manual scoring.
     1. Create and add a poll.
     2. Click the ellipsis and click Make a quiz and set correct answers.
     3. Click Set answer shown on each question.
     4. Select which answer(s) you want to be the correct option.
     5. Click Done.
     6. Repeat for each question.
     7. Click Save.
8. Click Save.
9. After saving a poll/quiz, use the following actions:
   • Click the pencil icon to edit the existing poll/quiz.
   • Click the ellipsis , then click the following actions:
     • Duplicate Poll: Create a copy of the poll.
     • Delete: Delete the poll.

During a meeting event, all questions under a single poll will be asked when launched. You can create additional polls to ask questions at different times during a webinar event session.

Additionally, the host, alternative host, co-editors, and speakers (who have been given permission) can edit and create new polls or quizzes while a session is live/ongoing. The new or updated polls/quizzes will be published and available during the live session.

Notes:

• Edits made by speakers are still submitted for approval to the host or alternative host before they can be published.
  • Edits made to the details in a session's Basic Info tab and the polls within that session are reviewed separately. This allows polls to be edited even when the session it falls under has started.
• You can add up to 50 polls/quizzes per session. A basic poll/quiz has a maximum limit of 10 questions. An advanced poll/quiz has a maximum limit of 50 questions.

You will have a specific resource location for attendees to view information about the event. You can also use this in-session tool to create a link that directs attendees’ attention to your resources, provide more event information and details, or direct attendees to another Zoom Event session or expo. Additionally, hosts can invite speakers to edit their sessions and add their own resource links for their assigned sessions.

Learn more about managing and launching resources in a session.

Notes:

• If an event organizer has resources disabled (either in personal settings or by their account admin), they cannot use resources in the event creation.
• You can create 50 resource links.

Create a resource link

Webinar resource links can be activated during a live webinar session to call attendees to do something. As you edit your resource link information, you can preview how it’ll look on the right side of the pop-up window.

1. In the Resources tab, to the right of Links, click + Create.
   A pop-up window will appear.
2. In the pop-up window, upload and edit information for the resources:
   • Image: Click Upload to upload an image.
     Note: Upload a JPG/JPEG or 24-bit PNG file type. The maximum dimensions are 800px by 800px. The maximum file size is 15 MB.
   • Headline: Enter headline text.
     Note: You can enter up to 25 characters.
   • (Optional) Description: Enter description text.
     Note: You can enter up to 34 characters.
   • Button Link: Enter a URL for the button link.
   • Button Label: Select how your button will appear to participants by using options from the dropdown menu.
3. Click Save.

Your resource link will appear in the Resources tab.

Edit a resource link

1. Create a resource link.
2. In the Resources tab, to the right of the resource link you want to edit, click the pencil icon .
   The Edit Resource Link pop-up window will appear.
3. In the pop-up window, edit the information.
4. Click Save to confirm your changes.

Delete a resource link

1. Create a resource link.
2. In the Resources tab, to the right of the resource link you want to delete, click the trash icon .
   A confirmation window will appear.
3. In the confirmation window, click Yes, Delete to confirm.
   Your resource link will be removed.

Upload documents

Note: File requirements are JPG/JPEG, 24-bit PNG, PDF, and PPT. The maximum upload single file size is 15 MB.

1. Access the Resources tab.
2. Under Documents, upload files in the following ways:
   • Drag and drop files onto the page.
   • Click Choose Files to select a file, then click Open.

The uploaded file will appear on the page.

Manage speakers

Displayed speaker(s) for this session will also be shown to the attendees in the live webinar. Click here to view and manage displayed speaker(s).

Once you click here, you will be directed to the Basic Info tab, where you can manage your session's speakers.

Note: This section is only available for webinar sessions.

1. Under Speaking language, click the dropdown menu to select the language you and the speakers will be speaking in this webinar.
   Captions will appear in this language for everyone.
2. Under Translation, select the Enable translation checkbox to enable translation, then select the language the special roles will be speaking in the session for translated captions.
3. Click Save.