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: 5.6.3 or higher
    • macOS: 5.6.3 or higher
  • Zoom mobile client
    • iOS: 5.6.3 or higher
    • Android: 5.6.3 or higher
  • Pro, Business, Enterprise, or Education account
  • PayPal Business account or Stripe account 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 and review the Become a Host page.
  3. Click the Sign In button using the Zoom account that you want to host OnZoom events with.
  4. Read the disclaimer to understand if you have a paid US account and are pre-approved to be a Host.
    Note: Your account's Admin or Owner needs to pre-approve you to be an OnZoom Host to proceed to the next step.
  5. Answer the questions in the application process.

After submitting an application, you can view the approval status on the same web page, and will be notified of one of the statuses below:

  • Your Host application has been approved
  • 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 your Host application has been approved, you are invited to finish the on-boarding steps, which includes watching the introduction videos about OnZoom, before you will be able to create events.

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) Link a Stripe or PayPal Business 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 a test event

After you have set up your OnZoom Host account, you can create your first OnZoom event. The first time you click Create on the homepage, a pop-up window will ask if you would like to create a test event.

A test event is a published event, but it does not show up in the public directory and search results. Creating a test event gives you the opportunity to create an event, and to host that event without a public audience.

While the event is hidden from the public and not open for registration, you will be able to register for your test event. This allows you to go through the ticket-registration and ticking-gifting processes. After you have gifted tickets to friends, you can host a live event—at your own pace—to familiarize yourself with all of the functionalities available to you when hosting an event.

Note: If the title of an event you are creating contains the word "test", you will be asked if you want to create a test event.

Creating an event

Event Card

Note: The OnZoom events that you host when using a Zoom Basic Webinar license:

  • Are limited to a maximum webinar duration of 40 minutes.
  • Are limited to a maximum event attendance capacity of 100 participants.
  • Can display the Zoom webinar branding logo only.
  • Do not have access to the Cloud Recording Settings and Access Permissions options in the Event Options section.
  1. Sign in to OnZoom.
  2. Click Create.
  3. (Optional) Click Convert an Existing Zoom Meeting / Webinar to an OnZoom Event.
  4. 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.
  5. Under Select the event type you want to create, select Webinar or Meeting.
  6. Under Date and Time:
    1. Select One-time.
      Note
      : You can also schedule a series with different times.
    2. Set the Start Time of the event.
      Note: If an event is scheduled to start within 28 days of being, free and paid tickets can be offered for the event. However, if an event is scheduled to start any time after 28 days of its publishing date, then only free tickets can be offered for the event.
    3. Set the Duration of the event.
    4. Select the Time Zone for the event.
      Note: By default, the timezone set in your Zoom profile will be used.
  7. Click Save & Continue.

Event Profile

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

  1. Click + Add Cover above Event Cover to upload a mandatory cover image for your event.
  2. (Optional) 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. (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. Click Save.
      4. (Optional) Click Set Fundraiser Goal to set the fundraising goal.
    • If you need help in selecting which nonprofit(s) to donate to:
      1. Click the Search for a nonprofit box.
      2. Click Get Inspired.
      3. Click the Choose a cause box and select a category from the drop-down window.
      4. Click the Choose an organization box and select a nonprofit organization.
      5. Click Add Nonprofit.
      6. (Optional) Repeat to add another nonprofit.
      7. Click Save.
      8. (Optional Click Set Fundraiser Goal to set the fundraising goal.
  7. Click Save & Continue.

Event Options

  1. Under Event discoverability and registration access, 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 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.
      • (Optional) Check I will send my own email invitations if you do not want OnZoom to send email invitations to the users on the guest list.
  2. 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
  3. Under Advanced Options, enable or disable the advanced options 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 your event, you will need to manually enable your video.
      • Attendee can join event 15 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.
      • Automatically record at start time: By enabling, recording of the event starts automatically when the event starts.
      • Include complimentary access to this event's cloud recording with 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, registrants of your event will be able to access and view the cloud recording for 7 days. Once an OnZoom Attendee has registered for the event, they will be able to view the recording from their Ticket Dashboard, Event Details page, as well as the Host Profile page.
  4. Click Save & Continue.

Tickets

  1. (Optional) To the right of the Panelist Ticket box, click the icon.
    • To add a Panelist by email:
      1. Enter the Panelist's Name.
      2. Enter the Panelist's Email Address.
      3. Click Add.
      4. (Optional) Repeat to invite another Panelist.
      5. (Optional) Write a message to send with your Panelist invitation.
    • To import multiple Panelists' emails to from a CSV file:
      1. Click Import from CSV.
      2. Click Import.
      3. Find and select the CSV file you want to import; click Open.
      4. Once the CSV file as been imported, click Add.
      5. Click Save.
  2. (Optional) To the right of the Alternative Host Ticket box, click the icon.
    1. Enter the email address of the 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.
  3. Under the Create Ticket section, select if the ticket will be a Free ticket or a Paid ticket.
  4. (Optional) Enter the ticket cost under Price per Ticket if the event is a Paid event.
  5. 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)
  6. Enter the Ticket Name (ex. Early Bird, General Admission, etc.).
  7. Under Sale Starts, set the start date and time of when the tickets will be available for purchase.
  8. (Optional) Click Customize... to set the ending date and time of when the ticket sale will stop.
  9. (Optional) In Description, add a description for the type of ticket, or a message for your Attendees.
  10. (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.
  11. Click Save.
  12. (Optional) Click + Add Ticket to add more ticket types.
  13. (Optional) Enter a message for your registrants in the confirmation email.
  14. If this is a paid event, set the ticket cancellation policy. By default, it will use the policies set in the ticket Cancellation Policy section of your account.
  15. 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.

Starting an event

Note: Joining audio by Zoom Phone or dial-in is not supported.

You will need to start the scheduled event before its registrants can join the event. To help prevent event disruptions, it is recommended that you follow the event best-practices guide and start your event 5-10 minutes before the scheduled start time.

Note: Events must be started manually.

To start hosting an event:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Manage.
  3. On the left side of the page, click Events.
  4. Click the Upcoming.
  5. To the right of the event you want to start, click Start.

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 Manage.
  3. Click Upcoming.
  4. To the right of the upcoming event, click the Edit button.
  5. At the top of the page, click Tickets.
  6. Click + 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.

Note: You can add any Zoom user—even those that do not belong to the same Zoom account as you—to be Alternative Hosts for your OnZoom events.

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 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 Upcoming to add an Alternative Host to a published event, or click Drafts to add an
  4. Alternative Host to an event that has not been published yet.
  5. To the right of the event you want to edit, click the Edit button.
  6. (Optional) Update the required information in the Event Card section.
  7. (Optional) Update the required information in the Event Profile section.
  8. In the Alternative Host Ticket box in the Tickets section, click the icon.
  9. Enter the Alternative Host's email.
  10. Click Add.
  11. (Optional) Repeat steps 3-5 to add another Alternative Host's email.
  12. (Optional) Enter a message to be sent with the Alternative Host's invitation email.
  13. Click Save.
  14. Enter the required information for the rest of the Ticket section.
  15. 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. Your Panelists can join as soon as you start the event.

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 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 Upcoming to add a Panelist to a published event, or click 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 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 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 Manage, then Events.
  3. Click theicon next to the event you want to duplicate.
  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.

Canceling an occurrence in an event series

You can cancel any occurrence scheduled in an event series without canceling or affecting the other occurrences in the event series.

To cancel an occurrence in an event series:

  1. Sign in to OnZoom.
  2. Click Manage, then Events.
  3. Click theicon next to the event series containing the occurrence you want to cancel.
  4. Click Cancel an Occurrence.
  5. From the Select an Occurrence drop-down menu, click on the occurrence you want to cancel
  6. (Optional) In the Message to your registrants box, write a message for your registrants.
  7. Click Cancel Occurrence.

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 Manage.
  3. Click Drafts.
  4. Click the ... icon next to the event draft you want to delete.
  5. Click Delete.
  6. In the pop-up window, click Delete.

Sending an event-wide message to all registrants

You can send an event-wide message—prior to the start of an event or after an event ends—to everyone who has registered for that specific event if you have an important announcement to broadcast. You can also send one pre-event and one post-event event-wide message per occurrence in an event series.

Note: You can only use this feature twice per published event/occurrence: once before the event starts and once after the event has ended.

One-time event

To send an event-wide message to all the registrants before an event starts:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Manage.
  3. Under the Upcoming tab, find the event series that you want to send a message in and click the ... icon to the right of that event series.
  4. Click Send Message to Registrants.
    Note: This option will not appear in the menu again after you send an event-wide message to all registrants before the event starts.
  5. Select the event occurrence you want to send a message to.
  6. Write your message to the event's registrants, then click Send.

To send an event-wide message to all registrants after an event has ended:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Manage.
  3. Click the Past tab.
  4. Find the event series that you need to want to a message in and click the ... icon to the right of that event.
  5. Click Send Post-Event Message to Registrants.
    Note: This option will not appear in the menu again after you send an event-wide message to all registrants after the event has ended.
  6. Select the event occurrence you want to send a message to.
  7. Write your message to the event's registrants, then click Send.

Occurrence in an event series

To send an event-wide message to all the registrants of a specific occurrence in an event series before the event starts:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Manage.
  3. Under the Upcoming tab, find the event series that you want to send a message in and click the ... icon to the right of that event.
  4. Click Send Message to Registrants.
  5. From the drop-down menu, select the occurrence you want to send a message to.
    Note: The selected occurrence will not appear in the drop-down menu again once you have sent a message to the registrants of that occurrence.
  6. Write your message to the event's registrants, then click Send.

To send an event-wide message to all the registrants of a specific occurrence in an event series after the event has ended:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click Manage.
  3. Click the Past tab.
  4. Find the event series that you want to send a message in and click the ... icon to the right of that event.
  5. Click Send Post-Event Message to Registrants.
  6. From the drop-down menu, select the occurrence you want to send a message to.
    Note: The selected occurrence will not appear in the drop-down menu again once you have sent a message to the registrants of that occurrence.
  7. Write your message to the event's registrants, then click Send.

Hosting an event from a Zoom Rooms system

You will need a Zoom Rooms setup, and you will need to sign into your room system to host OnZoom events using Zoom Rooms.

Hosting an event from a Zoom for Home device

You will need a Zoom for Home-compatible device to host OnZoom events using Zoom for Home.

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. In the top-right corner of the page, click your profile picture.
  3. Click 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. Yeah 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.