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Frequently asked questions: being an OnZoom event Host Follow

Overview

This article covers:

Getting started as a Host

Before you can host events, you will need to go to OnZoom and apply to become an OnZoom Host.

OnZoom event options

Hosts can create a single event or an event series. Events can be free, paid, or a hybrid of both free and paid tickets. Paid events must have a ticket price of at least $1.00. Paid events cannot be created more than 28 days prior to the event date.

OnZoom hardware partners

Depending on the type of event you plan on hosting, investing with one of our OnZoom hardware partners can elevate your sessions. For the best video quality for events where you will be moving around (e.g., a workout class, technical demonstration, or field trip), it will be best to have the necessary video hardware to support your event. For music or audio-focused events, our hardware partners with Zoom-compatible mics will help you to provide the best audio quality.

OnZoom’s hardware partners are:

Event security best practices

For increased event security, we recommend running your event with the default settings in place when creating an event.

Enabling security options may enhance the quality of the event (e.g., eliminating background noise from Attendees) and give you more control as a Host (e.g., reducing interruptions), but the event may be less interactive.

Note: To help prevent disruptions during events, Attendees who join an event with a free ticket will not be able to display their profile pictures.

Note: As the Host, it is best to start the event 10-15 minutes ahead of time. 
If you need a co-host, create a private free-ticket for them, and then promote them to co-host once your meeting has started.

You can enable the following event options when creating an event:

  • Joining the Event
    • Your video when starting event
    • Attendee can join 15 minutes ahead of time
    • Waiting room
    • List event in OnZoom directory
  • Event Security
    • Attendees can send 1:1 chat messages
    • Attendees can change screen names
    • Attendees can share their screens
  • Cloud Recordings & Live Streaming
    • Record meeting on cloud
      Note: Only the activity in the main room of your event is recorded; activity in Breakout Rooms within the event are not recorded.

Private events and tickets

Hosts can schedule private events that are invite-only and, at the Host's option, may not be placed in the OnZoom event directory.

If private tickets are the only ticket-type available for an event, OnZoom users who are not placed on a private event's guest list by the event Host, and/or are not logged in, will not be allowed to register for that event.

For events where the Host has made both private and public tickets available for purchase, registration will be available from the event page.

When an OnZoom user registers for an event that has both private and public tickets, only the tickets made available to the public will be shown. Private tickets will not be shown to OnZoom users who are not on the guest list.

Hosts can add users to the guest list by:

  • Adding emails one-by-one
  • Importing emails from a CSV file
  • Adding specified domains

NoteAdditional users can be added to the guest up until the start of the event.

Managing tickets

Tracking ticket sales

To track ticket sales for an upcoming 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 event you want to see tickets sales for, click on the ... button, then click View Event Summary.

Viewing ticket sales for an event that has already ended

To view the ticket sales for an event that has already ended:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click on Manage.
  3. Click on Past.
  4. To the right of the event you want to see tickets sales for, click on the ... button, then click View Event Summary.

Viewing orders for a specific event

To view the orders for a specific event:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click on Manage.
  3. To the right of the event you want to view the orders for, click on the ... button, then click View Event Summary.

Viewing and approving refund requests for a specific event

To view and approve the refund requests for a specific event:

  1. Sign in to OnZoom.
  2. In the top-right corner of the page, click on Manage.
  3. To the right of the event you want to view the refunds, click on the ... button, then click View Event Summary.
  4. Click on Refunds.
  5. To the right of the purchaser requesting a refund, click on Approve Refund.

Note: OnZoom doesn't provide Attendee information such as their email address, but Hosts can see a list of the event's registrants' screen names by clicking on View Event Summary.

Editing events

Hosts can edit their drafted and published events by navigating to the Manage tab, then clicking Events.

For one-time events, the date, time, ticket-sale window, and cancellation policy can be edited at any point prior to the sale of a ticket. Once a ticket has been sold, only the event's copy and images, in addition to adding new ticket types, can be edited.

If a Host needs to change an event's date, time, or cancellation policy after a ticket has been sold, the Host must cancel the event, refund the purchased tickets, and re-list the revised event.

Duplicating events

Hosts can duplicate a drafted event, published event, or a past event by navigating to the Manage tab, clicking Events, clicking the ... icon on the right-hand side of the event you want to duplicate, then clicking Duplicate.

Cancelling events

Hosts can cancel an event by navigating to the Manage tab, then clicking Events.

If a Host cancels a paid event, the cost of the ticket for the event will be automatically refunded to registrants.

Note: PayPal's transaction fees may not be refunded and may be deducted from the Host's PayPal Business account pursuant to your agreement with PayPal.

Deleting event drafts

You can only delete an event if it has not been published. Once an event draft has been published, the event is live and therefore can only be canceled.

Ticket payment options

  • PayPal: In order to host and collect payments for paid events OnZoom, you must have a PayPal Business account. If you don’t already have a PayPal Business account, please create an account and link it to your OnZoom account to host paid events.

Note: Please make sure the email address you use to create your PayPal Business account matches the one that you use to sign up with Zoom and OnZoom.

  • Credit Cards: Paid tickets can also be purchased via direct credit card payments.

Ticket cancellations and refunds

Note: Refunds are only available for paid events.

Hosts can set the order-cancellation policy for their events at the account level.

The default policy allows Attendees to receive a full refund if they cancel their ticket at least 1 hour before the start of the event. The alternative option is to not accept any ticket cancellations.

An Attendee can request a refund from the Host outside of the cancellation policy. Refunds outside of the cancellation policy are at the sole discretion of the Host. Once 14 days has passed since an event ended, refunds for the event may not be requested or initiated, as further discussed in the OnZoom Terms of Use.

If a refund request fails to process, you will receive notices to add funds to the PayPal Business account linked to your OnZoom account, and to retry the refund transaction. Your Host privileges will be restricted until the refund request successfully processes. You will be able to host events that are scheduled to go live during this time, but the ability to sell additional tickets for these events will be closed.

Your Host privileges will be suspended if the refund process fails after 7 days from the date of the initial refund request. To reactive your Host privileges, make sure your PayPal Business account has sufficient funds and contact Zoom Support.

Payouts and fees

Payouts from the ticket revenue to the connected PayPal Business account generally occur the day after an event. PayPal’s per-order transaction fee is determined by Host’s agreement with PayPal, and is deducted from the ticket revenue prior to payout.

Error message from PayPal when refunding or comping a ticket

You will receive an error message from PayPal—caused by one of two things— when you initiate a ticket refund or comp a ticket if:

  • Your PayPal account must have an adequate balance to cover the payouts it is attempting to process. Unlike personal PayPal accounts that withdraw from a bank or credit card source, you must have a sufficient existing PayPal balance to cover the referrals you are attempting to pay out, or you will receive this error. Also, know that your PayPal sandbox account has a separate balance than your live account, so make sure it is adequately funded as well prior to testing with a sandbox account.
  • The currency code the funds are being sent in cannot be received by the recipient due to country or account regulations.

Disabling PayPal Instant Payment Notifications (IPN)

IPN is "a PayPal feature that sends messages about payments (and other transactional events) directly from PayPal to your website(s)' back-end systems".

To disable PayPal IPN messages:

  1. Sign in to your PayPal account.
  2. In the top-right corner of the page, click the icon.
  3. Near the top of the page, click Seller Tools.
  4. To the right of Instant payment notifications, click Update.
  5. Click the Choose IPN Settings button.
  6. Click Do no receive IPN messages (Disabled).
  7. Click Save.

Tax exemption

Eligible Hosts can apply for tax exemption via the Zoom Tax Exemption form during the onboarding process, or by going to Tax Settings under the Billing section in the Host Dashboard. If the application is accepted, sales tax will not be collected from the tickets purchased by Attendees for paid events.

Donations

Hosts can enable and create a fundraiser for 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.

Flagged events

If an event is flagged by Zoom or is reported by another user, Zoom’s internal Trust and Safety Team may take up to 72 hours to complete its review.