Contents

• Setting Up Your Virtual Event
• Best Practices
• FAQs

Setting Up Your Virtual Event

All Kellogg students have access to Zoom accounts able to host events with up to 200 attendees. For events with over 200 attendees, please reach out to Student Experience.  For events with JVs or guest speakers see the "allow JVs or guests" notes in Advanced Options and FAQ below.

1. In Zoom

For events with over 200 attendees, coordinate with Student Experience to set up the Zoom meeting. For events with 200 or fewer attendees:

• Log into Zoom using SSO with your NetID & password, via the Zoom application (Mac | Windows) or https://northwestern.zoom.us 
• Under Meetings click the + (Zoom app) or click on Schedule a New Meeting (web app)
• Enter in the meeting Topic (meeting name), Start date/time, and Duration
• Recommended settings:
  
  • Turn on Host video
  • Optional but recommended: Turn off Participant video (they can manually turn on their cameras upon entry)
  • Set the Meeting ID to Generate Automatically
  • Optional: Set a meeting password (this will need to be distributed to meeting attendees)
  • Allow for Telephone and Computer audio

• Under Advanced Options (Meeting Options in web app):
  
  • Check Only authenticated users can join: Northwestern users only to exclude participants without NetIDs (checked by default)
  • Clear/uncheck Enable join before host
  • To allow JVs or guests without NetIDs to attend (the following steps must be performed on the web app at http://northwestern.zoom.us):
    
    • Go to your Zoom account settings (Zoom left nav > Settings)
      
      • Scroll down to the In Meeting (Basic) section
      • Under Chat, turn OFF the Allow meeting participants to send a message visible to all participants option
      • Under Private chat, turn OFF the Allow meeting participants to send a private 1:1 message to another participant option
      • Under File transfer, turn OFF the Hosts and participants can send files through the in-meeting chat option
      • Under Screen sharing, set the Who can share option and Who can start sharing when someone else is sharing options to Host Only
      • Under Whiteboard, turn OFF the Allow participants to use annotation tools to add information to shared screens option
      • Turn ON the Hide participant profile pictures in a meeting
      • Scroll down to the In Meeting (Advanced) section
      • Enable the Waiting Room option
        
        • Under Choose which participants to place in the waiting room, choose Guest participants only & Save
    • Click on Meetings in the left nav
      
      • Locate the meeting and Edit
      • Turn ON the Enable waiting room option
      • Turn OFF the Only authenticated users can join option

• • Optional but recommended: Check/Enable Mute attendees on entry to automatically mute the attendees' mics (they can unmute themselves afterwards as desired)
• Click Schedule when complete
• Copy the Zoom meeting link to use in your CampusGroups event

2. In CampusGroups

• • Create the event
  • Set the capacity so that it does not exceed the Zoom attendee limits:
    
    • Individual student account: 200
    • Student Experience account meeting: 300
    • Student Experience account webinar: 1000
  • In the Where section:
    
    • Select Video Conferencing
    • Paste in the Zoom meeting link
    • Select Zoom for the Meeting App
    • Set the meeting visibility to Only display the location to users who are registered

 

 

 

Best Practices

 

• Don't publicly post the Zoom link
• Only share the Zoom link with attendees
• Use a randomly generated Zoom meeting ID instead of your personal Zoom ID/link
• Use the Waiting Room feature to allow JVs and others without NetIDs to attend and to control who can join your meeting
• Turn off screen sharing, file transfer, whiteboard annotation, and chat in your Zoom settings for meetings and events with external audiences
• Require registration within Zoom or outside of Zoom (e.g., CampusGroups) to manage attendee lists
• Use Zoom Host Controls to lock the meeting once your expected attendees have joined
• Use a meeting password
• Don't allow the Enable join before host meeting option
• See the Northwestern "Zoombombing" - How to Protect Your Meetings and Respond to Disturbances page for additional information
• Use the right type of account for your event size
  
  • 200 or fewer: use your individual student Zoom account
  • 200-300: contact Student Experience
  • 300-1000: requires Webinar; contact Student Experience
• Set the event capacity in CampusGroups to equal to or less than the Zoom capacity

 

FAQs

Q: How do I make sure only invited guests attend my event?
A: To keep your private event private, be sure to use a unique meeting ID & don't publicly post the Zoom link for the event. You can increase the security of your event by enabling a waiting room, using a meeting password in Zoom, or requiring registration for your event.

Q: How many attendees can I have at a Zoom-based virtual event?
A: Your student account lets you have up to 200 attendees. If you anticipate more than 200 attendees, reach out to Student Experience for assistance.

Q: How do I ensure JVs, guest speakers, or others without NetIDs can attend my Zoom-based virtual event?
A: Turn on the Waiting Room for your event to let those without NetIDs join. To do so:

• Log into your http://northwestern.zoom.us account
• Click on Meetings in the left nav
• Create a new meeting OR go to the existing meeting and click Edit meeting
• Under Meeting Options, turn OFF the Only authenticated users can join meetings for this session
• Enable the Waiting Room
• Under Choose which participants to place in the waiting room, select Guest participants only
• Save