Zoom Events: roles, tickets, and permissions

There are multiple roles available for Zoom Events and each role has a set of tools they can use during the event to enable participation.

This article covers:

• Roles that require a Zoom Events license and Zoom account
• How to access your special-role ticket
  • Access your special-role ticket in Events Portal
  • Access your special-role ticket from invitation email
• How to differentiate special roles in Zoom Events networking
• Available roles in a hub
  • Hub owner
  • Hub host
  • Co-editor
  • Zoom account admin
• Role descriptions
  • Speaker
  • Alternative host
  • Panelist
  • Exhibitor
  • Representative
  • Booth owner
  • Booth representative
  • Moderator
  • Interpreter
  • Attendee

Prerequisites for Zoom Events roles and permissions

• Basic, Pro, Business, Enterprise, or Education account
• Zoom desktop client for Windows, macOS, or Linux: Global minimum version or higher
• Zoom mobile app for Android or iOS: Global minimum version or higher
• Zoom Events Unlimited license or Zoom Events Pay Per Attendee license (hub owner and Zoom account admin only)

Note: For access to the latest Zoom Events and Webinar features, we highly encourage you to update to the latest version of the Zoom desktop client/mobile application.

Roles that require a Zoom Events license and Zoom account

All roles must have a Zoom account while only certain roles need a Zoom Events license.

Zoom Events roles

Roles	Zoom Events license	Zoom account
Host		✔
Co-editor		✔
Attendee		✔

Zoom Events special roles

Special roles	Zoom Events license	Zoom account
Alternative host		✔
Speaker		✔
Exhibitor/Sponsor		✔
Exhibitor/Sponsor representative		✔
Booth owner		✔
Booth representative		✔
Interpreter		✔
Moderator		✔

Zoom Events hub roles

Hub roles	Zoom Events license	Zoom account
Hub owner	✔	✔
Hub host		✔*
Co-editor		✔
Zoom account admin	✔	✔

*User must be on the same account the hub owner is on.

How to access your special-role ticket

If you have been invited to an event and receive a Special-Role ticket, this means that you have a special role or multiple special roles. The special roles are alternative host, panelist, speaker, sponsor, sponsor representative, booth owner, booth representative, interpreter, or moderator in some sessions.

Notes:

• Only you can use your ticket. Ensure that you are signed in with the account associated with this email address.
• If you have multiple special roles for the same event, they will be listed on one ticket for that event. On a Special-Role ticket, a user can hold one special role ticket and contain multiple special roles.

Access your special-role ticket in Events Portal

1. Sign in to Zoom Events.
2. In the top-right corner, click Events Portal.
3. Click the Upcoming tab.
4. Find the event that you have been invited to.
   The event where you have a special role will have a Special Role label on the event card's image.
5. On the event card, click the ticket icon.
   You will be directed to your ticket, and your ticket for that event will be labeled as a Special-Role ticket.
6. View details on the ticket.
   1. Under What is your role?, view details about your role.
   2. Under Your Sessions as ___, view the session(s) that you have been assigned. You can also view the session details, such as its date/time and session title.
7. When the event is available for you to join, click Join on the ticket.

Access your special-role ticket from invitation email

1. Open the Zoom Events invitation email.
   The email will display the special-role ticket. You can view information about your special role, the event, and the event’s date/time.
2. (Optional) Click Events Portal.
   This will redirect you to the Upcoming tab of events in Events Portal.
3. Access your special-role ticket in Events Portal.
4. When the event is available for you to join, click Join on the ticket.

If the event organizer chooses to remove your role or assign you a different role, your Special-Role ticket will become inactive.

Additionally, if you are in a multiple sessions or a Zoom Sessions event, you can click Join Lobby to access the lobby before the event’s start time to start practice sessions and view event details.

How to differentiate special roles in Zoom Events networking

In Zoom Events networking, special role users’ profile cards will display a label and a badge on their profile cards to indicate their special role. The profile card badge automatically works for users based on their ticket type.

Only one badge at a time will be displayed, based on the highest priority role. This feature applies to hosts, moderators, speakers, sponsors, exhibitors, and interpreters.

Available roles in a hub

Hub owner

Hub owners own the hub and have visibility to all aspects of their hub. They can also create, edit, and publish events.

Hub owners have the following additional functionalities on a hub they have been added to:

• Start an event
• Act as an alternative host for all events on the hub
• View, edit, and delete any event recording on the hub
• View the event listing profiles of events on the hub
• See all the event organizers on the hub
• Add and manage images and videos in the hub's content library
• Share analytics
• Have the following host permissions:
  • Hosts can be assigned as a speaker, granting themselves additional functionality, to the sessions at their event.
  • Hosts can designate up to 3 co-editors to edit published and live events.
    Note: The number of co-editors is dependent on the license type.
  • The host can also enable or disable lobby and expo chats. A log of all moderation actions taken will be stored in the control panel.
  • The host can appoint a temporary host in session, and the temporary host will have the following permissions until the host returns:
    • Start and end that specific session
    • Moderate that specific session
• Add hub hosts to the hub
• Manage seat capacity for event organizers (hub hosts and co-editors)
  Note: This is available only if additional seats have been purchased for the hub.
• Set the billing management (cancellation policy, payments and billing, and business information)
• Own all assets of their hub (events, recordings, and content)
• Manage event listing page (creating hub profile)
• Manage hub settings
• Delete hub
• View Hub Summary tab

Note: Exhibitors, sponsors, and representatives cannot edit their expo booth. The host or co-editors (with editing permissions) can edit expo booths.

Hub host

Hub hosts added to a hub can create, edit, and publish events that have been created by the hub owner.

Hub hosts have the following additional functionalities on a hub they have been added to:

• Start an event
• Act as an alternative host for all events on the hub
• View any event recording on the hub
• View the event listing profiles of events on the hub
• See all the event organizers on the hub
• Add and manage images and videos in the hub's content library
• Share analytics
• Hub hosts can be assigned as a speaker, granting themselves additional functionality, to the sessions at their event.
• Hub hosts can designate up to 3 co-editors to edit published and live events.
  Note: The number of co-editors is dependent on the license type.
• The host can also enable or disable lobby and expo chats. A log of all moderation actions taken will be stored in the control panel.
• The host can appoint a temporary host in session, and the temporary host will have the following permissions until the host returns:
  • Start and end that specific session
  • Moderate that specific session
• Access the Billing Management and Billing Information tabs for hubs they are added to.
  Note: Hub hosts can see—but not edit—the information set in these tabs (cancellation policy, payments and billing, and business information)

Note: Exhibitors, sponsors, and representatives cannot edit their expo booth. The host or co-editors (with editing permissions) can edit expo booths.

Co-editor

Co-editors collaborate and support hosts by working on events with the ability to:

• By default, co-editors have permission to view all tabs in the event creation flow, including the Analytics section.
• Co-editors can publish events.
• Co-editors can update all sections in the event creation flow.
• If the host designates them, co-editors can edit published and live events.

Notes:

• This role is not included as a special role.
• Co-editors are not provided with tickets to attend the event.
• Co-editors do not have permission to add or remove other co-editors.
• Co-editors do not have to belong to the same hub or the same account as you and do not have to have a Zoom Events license.
• Co-editors can view and select resources from the hub's Content Library tab (at the hub level) by default; however, co-editors cannot contribute resources to the content library because the content library is at the hub level.

Zoom account admin

Zoom account admins can access and manage licensing and hubs on their account. The admins who manage the overall Zoom account (from the Zoom web portal) are able to see the profile page of a hub under their account—if they sign in to Zoom Events—so that they can delete the hub and cancel upcoming events listed under the hub.

Additionally, the Zoom Events account admin can view all the hub's features. They can also add or delete event organizers for each active hub. Account admins can edit the Business Information and Settings tabs for each active hub.

Role descriptions

Note: A Zoom Event only requires one Zoom Events license. Participants with special roles do not need a Zoom Events license, but they must have a Zoom account.

Speaker

Speakers are only available for multiple sessions or Zoom Sessions (single session) events. Speakers will be able to speak in the sessions they are assigned to and will have their images displayed in the People tab. The speaker bio will be displayed on the event detail page and in the event lobby.

Additionally, speakers can join an event as webinar panelists or attendees, and they will not have additional in-session access by default.

Note: A speaker can bypass a meeting waiting room when they are assigned to a session and when Waiting Room is enabled for their meeting session (as long as the Users invited during the meeting by the host or co-hosts will bypass the waiting room option is selected).

Speakers have permission to:

• Access the lobby before the event’s start time to start practice sessions and view event details
• Access their speaker landing page to view their assigned sessions or speaker bio
• Start the session they are assigned to
• Edit the details of the session they are assigned to (if delegated by the host)
• Edit their bios (if delegated by the host)

In their assigned sessions, speakers can:

• Mute/unmute themselves
• View all Q&A and respond
• Start/stop their own video

The host can choose to feature speakers. When a host chooses a primary featured speaker, that primary featured speaker will appear on the session card (their image will be displayed) on that session tile. Additionally, that primary featured speaker will appear on the session details as the featured speaker. If there are multiple featured speakers, the first person that the host selects will appear on the session card; all featured speakers will appear on the event details page's People tab as well as the lobby People tab.

Speakers will also receive a Speaker ticket so they can join all other sessions.

Alternative host

The host or co-host with permission can choose to enable or disable a speaker's alternative host access on a per-session basis.

Alternative hosts can start a session, without being part of the speaker list for the event, and have the same in-session permission as the host. This role is available for both meeting and webinar sessions. Alternative hosts share many of the controls that the host has, which allows the alternative host to manage the administrative side of an event.

Note: Each event session is required to have one assigned alternative host.

Alternative hosts have permission to:

• Access the lobby before the event’s start time to view event details (for multiple sessions events only)
• Start sessions assigned to them if the host isn't able to join the event on time
• Start a session and then become the host of the session
• Join a session and then become a co-host (if allowed by account settings)
• Use the tools in the security shield (located in the meeting controls)
• Moderate attendees in the event
• Enable attendees' audio and video privileges upon entry
• Mute and unmute attendees' audio
• Respond to chats

Alternative hosts will also receive an Alternative Host ticket so they can join all other sessions; they will join all other sessions as regular attendees.

Panelist

Speakers can join webinar sessions as panelists; they will have access to tools that allow them to enhance their participation during a webinar event. Panelists have video, chat, and screen-share permissions.

Speakers who join as panelists have permission to:

• Access the lobby before the event’s start time to start practice sessions and view event details (for multiple sessions and single events only)
• Mute/unmute themselves
• Start/stop their own video
• Turn on their video and chat
• View and answer questions in the Q&A window
• Annotate on shared screens
• Share their screen

Exhibitors

Exhibitors/sponsors are only available for multiple sessions events. The exhibitor/sponsor info will be displayed on the event detail page and the event lobby.

In their session, exhibitors/sponsors also have permission to:

• Access the lobby before the event’s start time
• Start their session
• Use the tools in the security shield (located in the meeting controls)
• Moderate users
• View all Q&A and respond
• Start/stop their own video
• Mute/unmute themselves
• Enable or disable attendees’ audio/video upon entry
• Mute or unmute attendees
• Start expo booth sessions
• Enter expo early to get the booth and sessions ready and started
• Edit the details of the session they are sponsoring

Exhibitors/sponsors will also receive an Exhibitor ticket so they can join all other sessions.

Representative

Exhibitor and sponsor representatives are only available for multiple sessions events. Representatives connect and speak with customers in the session chat who request a demonstration of the product and/or service being presented in the session, and will be listed and have their image displayed on the exhibitor details page. Representatives can be added to the exhibitor’s sessions, be available to connect with attendees via chat (if enabled) and start expo booth spaces in the booth (if expo is enabled).

Representatives can access the lobby before the event’s start time.

In their session, representatives can:

• View all Q&A and respond
• Start/stop their own video
• Mute/unmute themselves
• Representatives have the same permissions as exhibitors.

Representatives will also receive an Exhibitor ticket so they can join all other sessions.

Booth owner

The booth owner is only available for multiple sessions events with expo. The booth owner is the primary contact who can enter the lobby, expo, and booth early as well as start booth space meetings to engage with attendees.

The booth owner can:

• Enter the expo floor (before expo is open) to get the booth and sessions ready
• Start the expo booth session(s)
• Start meetings within booth spaces
• Mute/unmute themselves
• View and respond to all Q&A
• Start/stop their video

The booth owner will be emailed their Expo ticket and expo role information, detailing their role permissions. They can use their Expo ticket to join all other sessions. 

Note: Sponsors, sponsor representatives, booth owners, and booth representatives cannot edit their expo booth. The host or co-editors (with editing permissions) can edit expo booths.

Booth representative

Booth representatives are only available for multiple sessions events with expo. Booth representatives will be available to connect with attendees of the booth and host the meeting in each booth space. The booth representative image will not show up on the exhibitor detail page. The booth representative will appear on the list of booth representatives to the event organizer.

Booth representatives can access expo before it starts. They can also start the expo booth session(s). 

Booth representatives will be emailed their Expo ticket and expo role information, detailing their role permissions. They can use their Expo ticket to join all other sessions.

Moderator

Moderators are available for multiple sessions and single-session events. In the Moderation tab, moderators are tasked with moderating reports sent to the event organizer from the lobby and lobby chat. A log of all moderation actions taken will be stored in the control panel.

Moderators have the following permissions:

• Review user reports from the lobby sent to the event organizer
• Remove reported users from the event
• Monitor and remove reported messages and users from the lobby chat
• Enable and disable lobby, session, and expo 1:1 chats in the Control tab
• Event moderator with event alternative hosts permission can start all sessions and have the same in-session privileges as the host
• Can be assigned additional special roles
  Note: Likewise, users who are already assigned a special role can also be assigned the chat moderator role.

Moderators will also receive a Moderator ticket so they can join their assigned event (or event lobby) and access their assigned event's control panel.

Interpreter

Interpreters are only available for multiple sessions and Zoom Sessions (single session) events. Interpreters are tasked with language interpretation, which is broadcast to attendees over a specified channel. An interpreter in the channel will hear the original meeting audio, which they can translate. They only have access to the language channel that they've been assigned.

Interpreters can:

• Join Meeting sessions as an attendee
• Join Webinar sessions as a panelist

Interpreters will receive an Interpreter ticket so they can join all other sessions.

Attendee

Note: This role is not included as a special role.

During a Webinar event, attendees are view-only participants, and their view is controlled by the host. Attendees can interact with the host and panelists from the Q&A window and chat.

During a Meeting event, attendees can share their own audio and video (if enabled by the host).