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Best Practices for Hosting Digital Events on Zoom

With the current on-going pandemic, there is no doubt that the amount of webinars, meetings and zoom calls are at an all time high. With the uncertainty of when life will return to ‘normal’, it is important to ensure that we all have an understanding of how to use this aspect in order to make business life a little easier. Zoom recently held an online webinar to help demonstrate how to create impactful, world-class online events using zoom with their tips and tricks. 


Let’s first take a look at if you should be hosting a zoom meeting or a webinar.


As shown in the table, there are a few slight differences in terms of meetings and webinars. The main difference is the size. Meetings are able to have up to 1,000 participants compared to webinars which can hold up to 10,0000 participants and in some terms 40,000. This demonstrates how meetings are more conversational with everyone being able to have an input, compared to webinars which are quite similar to a lecture style.  Another big difference is the practice sessions beforehand. A webinar allows you to have a run through with the host and the panelists before the webinar is scheduled for. This is a great feature to allow the panelist to be equated with the platform and how to use the different aspects if they are not yet familiar and also allows you to discuss if there are any challenges or questions that may occur.

So, moving on to what everyone wants to know. What are the video tips for your meetings and webinars?

As we’re all working from home in this current time there may be a few obstacles that need to be addressed. Luckily, Zoom showed their best tips and tricks of how to overcome some issues and how to deliver the best video content for your audience. 


  1. Invest in a great webcam, a webcam light and a headset. This will improve the quality of your meetings and webinars while ensuring your audience are engaged throughout. 
  2. Minimise background noise. We all know at this time that working from home can be stressful! It is totally fine to address that, however, try and make the best out of it and keep the noise to a minimum.
  3. Start on time. It’s always a good tip to start the meeting or webinar a couple of minutes beforehand. Don’t forget to also give your audience a few minutes to join! 
  4. Test audio and video before the scheduled time. This helps resolve any problems before the meeting begins. It is also best to set your camera at eye level or higher. 


Another useful tip that was discovered was the use of virtual backgrounds.


Believe it or not, you are able to set a virtual background for your meeting or webinar. As mentioned before, working from home may not be ideal… therefore with this tip, it allows you to change your background to a setting that is perhaps more visually pleasing and plain. This however does not take away the noise but it does take away any distractions!


So in terms of engaging your audience, how is the best way to interact on a webinar? 


These points are extremely important to note. Unlike a Zoom meeting, webinars are slightly different in the sense that the audience are muted and are also not able to be seen. Therefore, it is slightly more difficult to communicate, however with these 5 tools you should have no issues! 


  • Q&A feature- This allows your audience to have input throughout the webinar. As a host, you can allow either your audience to be able to answer others questions, your panelist to be able to answer some questions or for you to answer the questions live or right at the end.

  • Poll- This is another great way to gain interaction from your audience. It is recommended to set polls up before your webinar goes live.

  • Raise your hand feature- This allows your audience to confirm if they can hear you or if you have understood something that was said.

  • Chat feature- Recommended for the host and panelist. For example, if the host forgets to mention something, the panelist are able to let the host know without the audience knowing

  • Feedback- There are many different ways of doing this. This can be done through post attendee url on the company site, or questionnaire which can be done in zoom, on google questions or any other survey site.


Finally, it is important to know how to broaden your reach. The best way to reach more viewers is to stream your content to facebook live, facebook workplace, youtube or any other streaming services. With doing this, the limit capacity does not apply and you are able to capture a new audience with people you were not able to in just your meeting or webinar.


The last thing to say is dress to impress… even if it is from the waist up!