ZOOM-Events: Guide for Session Hosts (english)

Hosts are assigned their roles based on the email address they use to log in. This email hast to be the same address as the one they provided in advance for creating their speaker profile. 

If your ZOOM email address does not match the email address you provided for your profile, please contact the current host via the chat or the organiser of the event via e-mail to grant you Host-Privileges.  

If you know that your contact e-mail address does not match the email address you have linked to your zoom-account please contact us in advance at support@easylivestream.de

You can also join the event using your contact-e-mail address as a guest and will be granted host-privileges accordingly. To do that you’d have to sign out of your ZOOM-Account in the app and sign in again using the e-mail address you provided.

Preparation before the Event

• Ensure a stable internet connection, preferably using a LAN cable.
  
• Test your camera, microphone, and speakers in Zoom settings beforehand. Please check this page for more information.
  
• Log in through the Zoom Events link: Go to https://events.zoom.us/, sign in, and navigate to „My Events.“
  
• Select the relevant event NAME and then choose the session.
  
• Verify your host status: Click on your name in the participant list – it should display „Host“ or „Co-Host.“ If it does not say “Host” or “Co-Host”, then follow the steps provided above.
• If you want to know how to use the ZOOM-App in general please check our guide at: https://easylivestream.de/wissensdatenbank/how-to-use-the-conference-app-zoom/
• Make sure you have the contact-details of the organizer of the event in case of any questions or technichal difficulties. For events hostet by easylivestream it’s usually: support@easylivestream.de

Starting the Session

• Join the session at least 10 minutes before it begins by clicking „Start Session“ in Zoom Events.
  
• Greet the speakers / co-hosts / moderators and perform a quick tech check.
  
• Ensure screen sharing, microphones, and cameras are working as expected:
  
  • Activate Camera & Microphone: Bottom left on the Zoom toolbar.
    
  • Share Screen: Click „Share Screen“ (green icon in the middle of the lower toolbar) and select the desired window or the full screen.
    
  • Play Video: Before sharing a video, check the box for „Share computer sound.“
    
• Start the session on time by clicking the „Start“ button.
  

During the Session

• Moderate your session and ensure a smooth flow. Make sure to keep participant-engagement to an adequate level and insist on equal opportunities to participate for everyone.
  
• Guide participants on interaction options:
  
  • Chat: Available via the bottom toolbar under „Chat.“
    
  • Q&A: If enabled, under „Questions & Answers.“
    
  • Polls: Available under „Polls & Quizzes.“
    
• Mute disruptive participants: Click on their name in the participant list and select „Mute.“
  
• Assist speakers with technical issues (e.g., if screen sharing isn’t working, ensure the speaker has Co-Host rights). You can elevate their Status by clicking on their name, selecting more –  “Make Co-Host”
  
• Keep an eye on the schedule and announce the next program item on time.

Ending the Session

• Briefly summarize the key points.
  
• Thank the speakers and participants.
  
• Provide information about next steps or follow-up information.
  
• End the session for all participants: Click „More“ and then „End Meeting for All.“
  

Post-Event

• Save the chat history or poll results if needed (via the three-dot menu in the chat/poll area).
• Provide feedback to the organizing team.