Skip Top Navigation

Zoom Webinar Planning

Invitation Communications

  • Suggested Communications Planning Schedule
  • At least 5 days before
    Email, text, and advertise on social media
  • 2-3 days before
    Email and text reminder
  • Day of webinar
    Email and text reminder

Post-webinar Communications

  • Prior to the webinar, set-up thank you email to attendees with video webinar recording
  • Email to entire invited audience with video webinar recording included
  • Prior to the meeting, set-up thank you email to panelists in Zoom

Webinar Set-up

  • Make sure to set the access settings the way you want them.
  • Select Host(s) and Panelist(s), include them on the Zoom webinar set-up. Tip: For example, as a panelist, you can let them have the ability to show video, access microphone, and answer Q & A questions.  You need to allow this on the front end.  You can also allow another person to co-host.
  • If you’d like to be able to see registrations and attendees in detail, its recommended to set-up registration capability, so you can track the registrations and allow registrants to submit questions in advance.


Its recommended that you do a full-dress rehearsal prior to the webinar.

Tip: Make sure you have proper lighting, sound is clear, no distracting backgrounds and that you mute all notifications on email, phone, etc. This allows for no extra distracting noise during the webinar.

Internet Connection

Internet connection is important.  The host and panelist should have a strong internet connection. If not, the webinar could cut out and glitch.  Consider the host broadcast from a land-line internet connection.

Tip: A benefit of having two hosts is if the interest connection fails for one host, the webinar transfers to the other host. Both hosts should be ready to go at all times, including have the PowerPoint ready to go, if needed.

Outline Script and Talking Points

Tip: During the webinar, only the person(s) talking should have their microphones unmuted, all other panelists should have their video and mic muted.

  • Build into your script a quick overview of Zoom at the beginning of the webinar. For example, how to use Q&A and chat in the webinar. It is best practice to tell the attendees if the webinar is being recorded.
  • If providing a PowerPoint, request slides/content from the panelist. Combine the content into a PowerPoint with a consistent brand, font, and design.
  • Build your webinar format to allow for Q & A.  An option is to build them in at the end or answer them throughout.

Webinar Session


If you are recording your webinar, you have two options; save to the cloud or your computer. If you save to the cloud, it will save to the Zoom account under the recording tab.  This option is recommended because then you or anyone that has access to the account can copy or download the recorded webinar.

Co-Hosting and Panelists

If you are having co-host and panelists, make sure everyone is one the webinar and ready to go be for “Broadcasting” to your attendees.

Tip: Have everyone log-in and ready to go 10 minutes before webinar. This allows everyone to mute their devices and check microphone and video quality before broadcasting.

Questions & Answers

A recommendation is having a team of people ready to answer the chat feed and the Q & A section. The Q & A section will show up in the recorded webinar.


  • OIT Support Center

    Bayou 2300
    2700 Bay Area Blvd.
    Houston, TX 77058-100
    Phone: 281-283-2828

    Fall/Spring/Summer Hours of Operation
    Monday-Thursday: 7:30 a.m. - 7:30 p.m.
    Friday: 7:30 a.m. - 5:30 p.m.
    Saturday: 7:30 a.m. - 5:30 p.m.
    Sunday: Closed

    Semester Break Summer/Winter Hours of Operation
    Monday-Friday: 7:30 a.m. - 5:30 p.m.
    Saturday-Sunday: Closed