Attending Zoom Events using Zoom Rooms

Attendees can join live meeting/webinar sessions through a personal Zoom Room or a Zoom Room that is paired with their Zoom client.

When joining live meeting/webinar sessions through a personal Zoom Room, the event will be displayed on the desktop client and personal Zoom Room meeting list. Attendees can join each live session individually by clicking the session Join button or through their Zoom Rooms controller. The sessions that have ended, or the sessions whose scheduled end time is over, will not be displayed.

Attendees can also join live meeting/webinar Zoom Events sessions through paired Zoom Rooms if they do not have a personal Zoom Room. Attendees can join live meeting/webinar sessions through a Zoom Room that is paired with their Zoom client on a desktop.

Notes:

• All attendees (guests, non-signed-in users, and Zoom account holders) can switch to the Zoom desktop and pair with Zoom Room from the web lobby menu. Switching to the Zoom desktop client launches the event window on the client, and the window gives the user an option to download the Zoom client. Pairing to Zoom Rooms directs users to the pairing process.
• To display Zoom Events from a calendar service, you must integrate the Zoom Room with Google Calendar, Office 365, Exchange 2016/13, or Exchange 2010.

Requirements for attending Zoom Events from a Zoom Room

• Zoom desktop client for Windows, macOS, or Linux: Global minimum version or higher
• Zoom Rooms version 5.10.0 or higher
• Zoom Rooms controller version 5.10.0 or higher

How to attend Zoom Events with your personal Zoom Room

Your personal Zoom Room shares the same information as your desktop client. Any meetings or scheduled events that you can view on the desktop client will be displayed in your personal Zoom Room as well. After you register for a Zoom Event, your event will display in both your desktop client and your personal Zoom Room calendar. By using a personal Zoom Room, you do not need to pair to join Zoom Events; your personal Zoom Room belongs to you, and essentially, shares your Zoom identity.

1. Register for a Zoom Event.
2. Sign in to Zoom Rooms.
   The event’s date(s) and time(s) will be displayed on both your desktop client and personal Zoom Room meeting list.
3. On the personal Zoom Room interface, from the meeting list, tap the topic of the session you want to attend.
4. Tap the Join Lobby button.
   The event lobby will appear. On the left side of the lobby, your event session list will display sessions in chronological order. On the right side of the lobby, the session details page will be displayed.
5. Next to the session you want to join, click Join.
   Notes:
   • The Join button will be active (displayed as blue) when the session is within 30 minutes of starting or when the host starts the session.
   • Attendees can join the meeting and will be placed in a waiting queue if the Host is not present or in a waiting room if enabled by the host.

You can still access the event lobby from your Zoom desktop client and join other ongoing sessions. When a session has ended, the session entry will be removed from your Zoom Room calendar.

How to pair Zoom Rooms

How to unpair Zoom Rooms from the event lobby

In the lobby, to the right of your profile picture, tap or click the pair icon then tap or click Unpair. This will disconnect your Zoom Rooms device or desktop client from the Zoom Room.

The Zoom Room will remain connected to the event until the event ends or someone taps Leave on the Zoom Room controller tablet.

How to join with paired Zoom Rooms

1. Register for a Zoom Event.
2. On the desktop, access your ticket link from the following ways:
   • Calendar integration
   • Tickets page

     After accessing your event, the event lobby will be launched on the Zoom desktop client. On the left side of the lobby, your event session list will be displayed. On the right side of the lobby, the session details page will be displayed.

3. From the lobby, pair your Zoom client with a nearby Zoom Room.

4. After your device is paired with a Zoom Room, click the Join button on one of the sessions in the event lobby.
   You will join the meeting or webinar sessions in Zoom Rooms.

How to join from your personal calendars

Join from the Calendar tab in the Zoom desktop client

From the Calendar tab of their Zoom client, attendees can join Zoom Events from a Zoom Room using the Join from a Zoom Room option. This joining option will initiate pairing with Zoom Rooms if no existing pairing exists. If an existing pairing exists, the option will direct the attendee into the Zoom Event in the paired room.

You can also view the details of the event invitation.

Join from personal Zoom Room calendar

1. Set up a calendar integration.
2. Register for a Zoom Event.
3. Add the event to your calendar from the ticket email.
4. From your personal Zoom Room in a meeting list, find the registered event.
5. From the Zoom Room, click Join Lobby, then the Join button to join each session via the interface.

How to attend Zoom Events from a shared Zoom Room

An event organizer or host can issue an event ticket to a Zoom Room that is listed on a shared Zoom Room (for example, a company directory). The event will be populated on that Zoom Room calendar, and anyone can join the event from that Zoom Room. Anyone can also join each live session individually by clicking the session Join button.

When attendees join a session from a shared Zoom Room on the company directory, they will join the Zoom Room specified by the host. The room may vary by session, and the Join button is activated when the session starts. Additionally, when joining an event, attendees can create a Google Calendar entry with their group join link (sent by the host) and add a Zoom Room to the calendar entry.

Join from a Zoom Rooms controller

Note: This applies to rooms with iOS or Android room controllers.

After a host assigns a company Zoom Room to their session, the session name and time will appear on the Zoom Room's display screen.

1. On the Zoom Room controller, tap the Meetings tab .
   Your upcoming events will be displayed.
2. Find and tap the Zoom Event session that your Zoom Room has been added to.  
3. View the following event details:
   • Session name
   • Event time
   • Event name
   • Event speaker
4. Tap the Join button to join the session.

Join from Zoom Rooms for Touch

If you know the meeting ID, you can join a meeting currently in progress from your Zoom Rooms for Touch.

1. From the home screen, tap Join.
   A keypad will display.
2. Enter the meeting ID of the meeting you want to join. 
3. Tap Join Meeting.
   You will have access to the in-meeting controls.

How to use Zoom Room join codes

Attendees can use the Zoom Events meeting ID to join an event session. The meeting ID will allow the attendees to join the event's sessions from any Zoom Room. The meeting ID varies by session.

When attendees register for a single-session event, they will receive a meeting ID in their registration email.

Attendees of multiple sessions events will not get the meeting ID in their registration email. Instead, attendees can find the same meeting ID in the event lobby's More  menu on the session card.

Note: Anyone can use the code to join.

Join event sessions on Zoom Rooms with the meeting code

1. Join an event lobby.
2. Access the session in progress you want to join in the following ways:
   • On the lobby page, find a session that is in progress.
   • In the top navigation menu, click Sessions, then click the event session you want to join.
3. To the right of the session Join button, click the ellipsis , then click Via Room System.
   The meeting ID and passcode page will appear.
4. On the Zoom Room controller's home screen, tap Join.
   The keypad will display.
5. Enter and verify the meeting ID and passcode from the meeting ID and passcode page from step 3.
6. Tap Join Meeting.
   You will have access to the in-meeting controls.

Join event sessions on Zoom Rooms with the confirmation/invitation email codes

1. Open the Zoom Events invitation or confirmation email.
2. In the email, locate the Join on Zoom Room section that has the meeting ID and passcode.
3. On the Zoom Room controller's home screen, tap Join.
   The keypad will display.
4. Enter and verify the meeting ID and passcode from the meeting ID and passcode page from your email.
5. Tap Join Meeting.
   You will have access to the in-meeting controls.

Join Zoom Rooms as a special role

Each Zoom Events and Zoom Sessions speaker, once registered by the host, will be assigned a unique meeting join code. Speakers can find their meeting join code in the More  menu of the session tiles (under Other Join Methods). Once the speaker has joined a Zoom Room using their unique code, they will appear as the speaker in the gallery view.

How to access your event session list

1. On your personal Zoom Room device or Zoom Room controller, find the scheduled Zoom Event that you want to join from the Zoom Rooms event list.
2. Tap the topic of a scheduled Zoom Event.
3. Tap Join Lobby.
   On the left side of the lobby, your event session list will display sessions in chronological order. On the right side of the lobby, the session details page will be displayed.

Exit event session list

1. Access your event session list.

2. In the top right corner of the lobby, tap the x button  to exit the lobby’s session list.
   You will return to the personal Zoom Room (PZR) home page.

Refresh event session list

1. Access your event session list.

2. In the top left corner of the lobby, tap the refresh button .
   Your session list will be updated and will reflect which sessions are live or finished.

View session details

1. Access your event session list.

2. On a session card (except the Join button), tap any area to view session details.
   The session details page will maximize into fullscreen view.
   Note: On smaller screens, the session details page will open on a new page. To return to the session list from the session details page, at the top-left corner, select Sessions.