Hosting Zoom Webinars

Guide to conducting Zoom webinars

Zoom is a cloud platform that allows users to share audio, video and content, among other services they offer. Currently, the UP system is using Zoom to assist its constituents in conducting meetings and webinars (combination of ‘web’ and ‘seminar’) from their homes.

Frequently Asked Questions on Zoom Meeting and Webinar

How to request for Zoom Webinar hosting

What is Zoom?

Zoom is a cloud platform that allows users to share audio, video and content, and chat across different devices. Currently, the UP system is using Zoom to assist its constituents in conducting meetings and webinars (combination of ‘web’ and ‘seminar’) from anywhere with Internet access.

What is a Zoom Meeting?

In this setup, all participants (i.e., the host and the attendees) are able to freely interact with each other via audio, video or chat, and are able to share content.

What is a Zoom Webinar?

In this setup, only the hosts, co-hosts and panelists are allowed to share content. Attendees can only view the seminar, and are only allowed to chat and participate in polls.

For details on the difference between Meeting and Webinar, please visit Zoom’s support page here.

Who can host a Zoom Meeting?

By default, any UP mail account (@up.edu.ph) can host a Meeting of up to 300 participants.

How does one host a Zoom Meeting?

For details on how to start a Zoom Meeting, please visit Zoom’s support page here.

Who can host a Zoom Webinar?

A webinar is a paid add-on service and the UP System bought a limited number of licenses that were given to selected offices. ITC can host a webinar up to 500 participants, including the host and panelists. If the expected number of participants are going to exceed 500, ITC can assist to extend the streaming on Facebook Live or YouTube for those who cannot join in the webinar.

Clients requesting for assistance with hosting a Zoom webinar must submit a letter of request addressed to the ITC director and may be sent via email to itc.uplb@up.edu.ph with “[Zoom Webinar Request] Webinar title” as the subject. The letter must be submitted at least 5 working days before the event. The letter must contain the following information:

  1. Webinar title
  2. Date and time of the event
  3. Duration
  4. Expected number of participants
  5. List of Panelists and their emails
  6. Contact person for the event

Once the letter has been approved, ITC will contact the client for further details. Please note that this service is on a first-come, first-served basis. A request may initially be rejected due to conflict with a previously approved request. ITC will inform the client of such an instance so that adjustments could be made, if possible.

In addition, ITC may request for a dry run before the event, especially for events requiring Facebook or YouTube live streaming.

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