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Getting started with hosting OnZoom events Follow

Overview

OnZoom is an immersive platform where consumers can search for and enjoy new interactive and engaging virtual experiences from creators of all sizes, from large media organizations to creative individual Hosts.

Hosts can easily create, list, and monetize their events OnZoom where new audiences can find them. Events can be free, paid, or be a hybrid with both free and paid tickets available for registration. Hosts can use Zoom’s platform to engage with their Attendees during live events.

This article covers:

Prerequisites

  • Zoom desktop client
    • Windows: 5.3.0 (52651.0920) or higher
    • macOS: 5.3.0 (52651.0920) or higher
  • Zoom mobile client
    • iOS: 5.3.0 (52686.0921) or higher
    • Android: 5.3.0 (52686.0921) or higher
  • Pro, Business, Enterprise, or Education account
  • PayPal Business account is required to charge for tickets

Becoming an OnZoom Host

Only an Admin or Owner of a Zoom account, or a Zoom user with approval of their account’s Owner or Admin, can be a Host.

To become an OnZoom Host:

  1. Go to OnZoom.
  2. In the top-right corner of the page, click Become a Host.
  3. Read the disclaimer to understand if you are the owner of your Zoom account or if you are a member of an existing Zoom account.
  4. Click the Sign In button.
  5. Sign in using the Zoom account that you want to host OnZoom events with.
  6. Answer the questions in the application process.

The application form will be reviewed by the OnZoom team—at Zoom's sole discretion—after it has been submitted. When the review process is complete, you will receive an email notifying you either that:

  • You are invited to attend an OnZoom training session, or
  • Zoom is not able to approve your Host application at this time, and that you will be added to a waitlist for future re-evaluation

If you are invited to attend an OnZoom training session, you will be required to attend the entire training session before your application is approved and access to your Host account is granted.

First-time setup

  1. Sign in to OnZoom.
  2. Click Create.
  3. Read and review the Community Standards guidelines.
  4. Click the checkbox next to I have read and agree to the Community Standards.
  5. Click Accept.
  6. On the next page, under your profile picture, click Change if you want to upload a new profile picture. This can be updated within your profile at a later time.
  7. Double check that the Host Name and Contact Email is correct. Enter a new name and email address if they are incorrect.
  8. (Optional) Add a Host Description.
  9. Click Continue.
  10. (Optional) On the next page, link a PayPal Business account:
    Note: While not required to host events, this is required for hosting paid events.
    • (Optional) Enable Accept your credit card payments with PayPal, if you want your Attendees to be able to use credit and debit cards for ticket purchases.
      Note: If this is not enabled before linking your PayPal Business account, you will have to unlink your PayPal Business account to change the options.
    • Click Connect or Sign up for a PayPal Business account.
    • Follow the prompts on the PayPal site to link your existing account, or create and link a new account.
  11. (Optional) On the Billing address page, enter the billing address for your organization or business.
    • Note: While not required to host events, this is required for hosting paid events.
  12. (Optional) If your organization qualifies for tax exemption, submit your tax-exemption information.
  13. Click Save.

Once the initial setup is complete, you will be taken to the event creation page, and can begin creating your first event.

Creating an event

Event card

  1. Sign in to OnZoom.
  2. Click Create.
  3. Enter the basic information for the event:
    • Event Name: Name of the event.
    • Short Description: Enter a description of your event, using 140 characters or less.
    • Category: Select the category for your event.
      Note: (Optional) If you select Education and Family, the Event intended for parents with their children option will appear. If you check this option, you will have to agree to the Host's Code of Conduct to proceed. Anyone who joins a family-oriented event will have to agree to the Attendee's Host of Conduct.
    • (Optional) Click Add Tags, to add your own tags for tracking.
  4. Under What type of event are you hosting?, select the level of visibility you want for the event:
    • Public Event: Accessible to view and register to all users, listed for discovery in the OnZoom directory.
    • Exclude From OnZoom Directory and Search: Excluded from the OnZoom directory but accessible for users with the event link to view and register
    • Private Event Restricted to Invitees on the Guest List Only: Only users you designate can view and register for this event.
  5. Under Date and Time, select One-time.
  6. Set the Start Time of the event.
  7. Set the Duration of the event.
  8. Select the Time Zone for the event.
    Note: By default, the timezone set in your Zoom profile will be used.
  9. (Optional) Under the Fundraising section, click the toggle switch to On to raise funds for a nonprofit 501(c)(3) organization within the event.
    • If you know the name of the nonprofit you want to donate to:
      1. Type in the name of the nonprofit you want donations to go to; click on the name of the nonprofit to select.
      2. (Optional) Repeat to add another nonprofit.
      3. (Optional) Click on Set Fundraiser Goal to set the fundraising goal.
    • If you need help in deciding which nonprofit to donate to:
      1. Click on Get Inspired.
      2. Click on the Choose a cause box and select a category from the drop-down window.
      3. Click on the Choose an organization box and select a nonprofit organization.
      4. (Optional) Repeat to add another nonprofit.
      5. (Optional Click on Set Fundraiser Goal to set the fundraising goal.
  10. Under the Event Options section, select the event type you want to create:
    • Only Host, Alternative Hosts, or invited Panelists can turn on video and audio
    • All Attendees and Alternative Hosts can turn on their video and audio
  11. Enable or disable the security settings you want for the event:
    Note: The default settings are set to the highest level of security to help prevent disruptions to your event.
    • Joining the Event
      • Your video when starting the event: By disabling video when starting you event, you will need to manually enable your video.
      • Attendee can enter event 5 min before event starts: By enabling, Attendees can join the event before you start the event.
      • Waiting Room: By enabling, you will need to manually admit Attendees from the Waiting Room.
    • Event Security
      • Attendees can change screen names: By enabling, Attendees will be able to change their display name during your event.
      • Attendees can share their screens: By enabling, Attendees will be able to share their screen during your event at their discretion.
    • Cloud Recording Settings and Access Permissions
      Note: Only the activity in the main room of your event is recorded; activity in breakout rooms within the event are not recorded.
      Note: Recording meetings locally is currently not supported.
      • Record Host and all participants with video and audio enabled: By enabling, you will be able to record the event. The record button will appear in the event controls and you will have to start the recording manually. All participants' with their video and audio enabled—including the Host's—will be recorded.
      • Include access to event's cloud recording with OnZoom ticket registration: By enabling, the recording will start automatically when the event starts. All participants' with their video and audio enabled—including the Host's—will be recorded. Once the recording of the event is made available, Attendees who registered for your event will be able to access and view the cloud recording for 7 days.
  12. Click Save & Continue.

Event profile

In this section, you can add images, video links, and a description of your event.

  1. Click the Event Cover image to upload a new cover image for your event.
  2. Click the + icon to upload up to two more images to the Event Profile.
  3. (Optional) Under YouTube Link, enter the URL of a YouTube video you want to add to the event page.
  4. (Optional) Under About Event, enter any additional details about the event.
  5. Under Contact Info, customize the contact name that will be displayed on the event page.
    Note: By default your display name on your Zoom profile page will be used.
  6. Click Save & Continue.

Tickets

  1. (Optional) To the right of the Alternative Host box, click on the icon.
    1. Enter the email address of an Alternative Host you want to invite to the event, then click Add.
    2. (Optional) Repeat to invite another Alternative Host.
    3. (Optional) Write a message to send with your Alternative Host invitation.
    4. Click Save.
  2. Select if the event will be a Free event or a Paid event.
  3. (Optional) Enter the ticket cost under Price per Ticket if the event is a Paid event.
  4. In Quantity, set the number of tickets available.
    Note: This can not exceed your Event Capacity - 1 (If your capacity is 1000, the max amount of tickets will be 999)
  5. Enter the Ticket Name (ex. Early Bird, General Admission, etc.).
  6. (Optional) In Description, add a description for the type of ticket, or a message for your Attendees.
  7. Set the date range that the tickets will be available for purchase.
  8. (Optional) Enable Restrict tickets to the following users, to manage who can register for your event:
    • User guest list: Email addresses can either be manually entered in the Invited Users field or imported from a CSV file.
    • Users from specified @domains: Enter the specified domains you want to allow users to restrict registration to. If using multiple domains, add a comma between domains to separate them.
  9. Click Save.
  10. (Optional) Select an event type:
    • Single event: Click Add Ticket to add more ticket types.
    • Event series: Click Add Drop-In Ticket to add the ticket quantity and price. This allows Attendees to register for specific dates, instead of the entire series.
      Note: Your total tickets across all ticket types can not exceed Event Capacity - 1.
  11. (Optional) Enter a message for your registrants in the confirmation email.
  12. Set the ticket cancellation policy if this is a paid event. By default, it will use the policies set in the ticket Cancellation Policy section of your account.
  13. Click Save.
  14. Click Publish to publish the event to the event page, or click Save to save the event as a draft.
    Note: If you want to publish your event to see a preview of the listing, and you are not yet ready for the public to see and register for your event:
    1. Return to the Event Card section.
    2. Under What type of Event are you hosting?, select the Excluded from Directory and Search or Private Event.
    3. Return to the Ticket section and click Publish.

Adding tickets to a sold-out event

If you want to increase the number of tickets available for your event after you have already created the event, you will need to add an additional ticket type (Drop-In or Series) to do so.

Note: You will only be able to add the ticket type that was not previously used. For example, if you initially only made Series tickets available to registrants for your event, you will not be able to add another set of Series tickets, you will only be able to add a set of Drop-In tickets. If you made both Drop-In and Series ticket types available when you created the event, then you will not be able to add more sets of either ticket type.

To add additional tickets to an event:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click on Manage.
  3. Click on Upcoming.
  4. To the right of the upcoming event, click on the Edit button.
  5. At the top of the page, click on Tickets.
  6. Click on + Add Ticket.
  7. Enter the required ticket information.

Adding Alternative Hosts to an event

You can add Alternative Hosts to an event when you create an event or after an event has already been published.

Adding Alternative Hosts when you create an event

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Create.
  3. Enter the required information in the Event Card section.
  4. Enter the required information in the Event Profile section.
  5. In the Alternative Host Ticket box in the Tickets section, click on the icon.
  6. Enter the Alternative Host's email.
  7. Click Add.
  8. (Optional) Repeat steps 3-5 to add another Alternative Host's email.
  9. (Optional) Enter a message to be sent with the Alternative Host's invitation email.
  10. Click Save.
  11. Enter the required information for the rest of the Ticket section.
  12. Click Publish to publish the event to the event page, or click Save to save the event as a draft.

Adding Alternative Hosts to an existing event

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Manage.
  3. Click on Upcoming to add an Alternative Host to a published event, or click on Drafts to add an Alternative Host to an event that has not been published yet.
  4. To the right of the event you want to edit, click on the Edit button.
  5. (Optional) Update the required information in the Event Card section.
  6. (Optional) Update the required information in the Event Profile section.
  7. In the Alternative Host Ticket box in the Tickets section, click on the icon.
  8. Enter the Alternative Host's email.
  9. Click Add.
  10. (Optional) Repeat steps 3-5 to add another Alternative Host's email.
  11. (Optional) Enter a message to be sent with the Alternative Host's invitation email.
  12. Click Save.
  13. Enter the required information for the rest of the Ticket section.
  14. Click Publish to publish the event to the event page, or click Save to save the event as a draft.

Adding Panelists to an event

You can add Panelists to a spectator event when you create an event or after an event has been published.

Adding Panelists when you create an event

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Create.
  3. Enter the required information in the Event Card section.
  4. Enter the required information in the Event Profile section.
  5. In the Panelist Ticket box in the Tickets section, click on the icon.
  6. Enter the Panelist's email.
  7. Click Add.
  8. (Optional) Repeat steps 3-5 to add another Panelist's email.
  9. (Optional) Enter a message to be sent with the Panelist's invitation email.
  10. Click Save.
  11. Enter the required information for the rest of the Ticket section.
  12. Click Publish to publish the event to the event page, or click Save to save the event as a draft.

Adding Panelists to an existing event

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Manage.
  3. Click on Upcoming to add a Panelist to a published event, or click on Drafts to add a Panelist to an event that has not been published yet.
  4. To the right of the event you want to edit, click on the Edit button.
  5. (Optional) Update the required information in the Event Card section.
  6. (Optional) Update the required information in the Event Profile section.
  7. In the Panelist Ticket box in the Tickets section, click on the icon.
  8. Enter the Panelist's email.
  9. Click Add.
  10. (Optional) Repeat steps 3-5 to add another Panelist's email.
  11. (Optional) Enter a message to be sent with the Panelist's invitation email.
  12. Click Save.
  13. Enter the required information for the rest of the Ticket section.
  14. Click Publish to publish the event to the event page, or click Save to save the event as a draft.

Duplicating an event

You can duplicate a past or upcoming event, and modify it with a new start time as well as any other changes needed for the new event.

To duplicate an event:

  1. Sign in to OnZoom.
  2. Click on Manage and then Events.
  3. Click theicon next to your event.
  4. Click Duplicate.
  5. Modify the new event, starting with the Event Card.
    Note: All of the event information, including the start date and time, will be duplicated and will need to be updated before publishing.

Deleting an event draft

You can delete an event draft as long as the event has not been published.

Note: A published event can only be canceled, it cannot be deleted.

To delete an event draft:

  1. Sign in to OnZoom.
  2. At the top of the page, click on Manage.
  3. Click on Drafts.
  4. Click on the ... icon next to the event draft you want to delete.
  5. Click on Delete.
  6. In the pop-up window, click on Delete.

Sending an event-wide message to all registrants

If you need to send an important message to everyone who has registered for your event, you can send a one-time event-wide message.

It is very important to note that you can use this feature only once per published event.

To send an event-related message to registrants:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click on Manage.
  3. Under the Upcoming tab, find the event that you need to send a message in and click on the ... icon to the right of the event.
  4. Click on Send Message to Registrants.
    Note: This option does not appear again once you have sent a message to the registrants of the selected event.
  5. Write your message to the event's registrants, then click Send.

Managing your account

From the Manage section of your account, you can manage your profile information, edit your billing information, and review reports about your events and income from those events. For more information, see our instructions for managing your account.

Note: When Attendees register for one of your events, OnZoom does not send a notification to you about an Attendee's registration. However, as the Host of the event, you will be able to see the registrants screen name by viewing the Event Summary.

Host Forum

The Host Forum is the community for all registered OnZoom Hosts to gather, share, and discover information for anything related to OnZoom, such as learning event best-practices, how to better leverage OnZoom's features, and following platform updates for OnZoom.

To access the Host Forum from within OnZoom:

  1. Sign in to OnZoom.
  2. Click on you profile picture.
  3. Click on Host Forum.

Payouts and fees

Payouts from ticket revenue to the connected PayPal Business account generally occur the day after an event has completed. PayPal’s transaction fees are determined by your agreement with PayPal and are deducted from your ticket revenue prior to payout. Please visit PayPal for more details.

In addition, sales tax will be deducted as well before payout to the Host’s Paypal Business account.

Note: If you receive Instant Payment Notification (IPN) messages from PayPal, sign in to your PayPal Business account to disable the IPN messages.

Taxes and tax exemption

Zoom is required to collect certain taxes and fees in addition to the listed ticket price in certain jurisdictions. If your event is subject to taxes and fees based upon the designated host location of your event, ticket purchasers will see estimated taxes and fees added to the overall ticket price.

If your organization qualifies for a tax exemption, you will need to submit a support ticket through the link below and attach your tax exemption certificate (or other documentation) for review. Once approved, your OnZoom account will be updated to remove all applicable taxes and fees from future ticket sales.

If you have questions on whether your organization qualifies for a tax exemption, please review with a tax professional.

To submit your tax-exemption certificate for review:

  1. Sign in to OnZoom.
  2. Click Manage.
  3. Click Billing Information.
  4. Under Billing Address, click submit your tax exemption certificate.
  5. Enter the following information in your form:
    • Your OnZoom email address.
    • In the Subject, enter “Tax Exemption”.
    • In the Description, enter “Application for Tax Exemption Certificate for OnZoom”.
    • Set the Request Type as OnZoom.
    • Set the About to Tax Exempt.
    • Upload any relevant documents regarding your Tax exemption status.
  6. Click Submit.

For more information, please see our tax exemption FAQ.

Donations

Hosts can enable and add a fundraiser to their event so that it goes live on the event page once it is published; it will be accessible from the Attendee ticket dashboard for upcoming and past events. 100% of the funds raised go to the selected nonprofit 501(c)(3). Zoom will cover all transaction costs.