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Technology at SCU

Zoom Webinar Checklist

There are a limited number of Webinar licenses available for use. 

You may request a webinar license from Media Services for a one time event by emailing mediaservices@scu.edu or calling (408) 554-4520. Reserve this service early, as we have few available. The license will be added to your account at 12pm on the day your reservation begins and removed at 12pm on the date your reservation ends , for a total of 7 calendar days with the license. 

You may schedule a Zoom meeting at your convenience and convert the meeting to a webinar once Media Services transfers the license to you. Any settings you have in the meeting will carry over to the webinar. The join link will remain the same for your attendees. 

The webinar license includes:

100 participants: $20 per 7 days (which allows time for setting up the webinar / rehearsals / run actual events / time to run and download reports & videos)
1 on 1 consultation and training with a Media Services staff 

500 participants: $60 per 7 days (which allows time for setting up the webinar / rehearsals / run actual events / time to run and download reports & videos)
1 on 1 consultation and training with a Media Services staff

1,000 participants: $340 per 30 days (which allows time for setting up the webinar / rehearsals / run actual events / time to run and download reports & videos)
1 on 1 consultation and training with a Media Services staff
 
For an additional fee we can provide a technician for the event, but in most cases this is unnecessary and participants can call Media Services on-call staff if they experience technical problems.

Contact Media Services as soon as possible to:

  • Check webinar license avaialbility
  • Reserve your webinar license if you already know your event date/time.
  • Schedule webinar training if you've never done one before

You can schedule and share event Registration links before you receive the webinar license.

  1. Schedule a regular Zoom meeting and select the automatically generated meeting ID.
    You may also set settings like require registration and record the meeting automatically.                       
  2. Distribute the registration link to your attendees.
  3. Send a calendar invite or save the date to your panelists, but they do not need to register for the event. You will add panelists when you have the webinar license.

You will receive your webinar license a few days prior to your event.  You can convert your meeting into a webinar and complete rest of the setup at that time.

Instructions on how to convert your meeting into a webinar

Recommended Webinar Options

Customize your Webinar and Invite Panelists

Below are some documentations on how to run a successful webinar.

Media Services will remove the webinar license from your account at 12pm the day your reservation ends.  It is best to download your recordings and reports before the license is removed.  

You can always contact Media Services with your event information if you need to obtain another copy.

Webinar Reports allows users to generate different metric and information reports including:

  • Registration: Displays a list of registrants and their registration details.
  • Attendee: Displays details about each attendee.
  • Performance: Displays engagement statistics on registration, attendance and feedback.
  • Q&A: Displays questions and answers from the webinar.
  • Polling: Displays each attendee poll result.

These reports can be exported in a .CSV format for further analysis. Reports are available for the previous year. 

  1. Sign into scu.zoom.us and select Reports. Click Webinar. 


  2. Select the Report Type you would like to search for:

    Note: Attendee, Performance, Q&A, and Poll Reports are available after the webinar has ended.

  3. Enter the date range for the webinar and select Filter, or enter the Webinar ID number and select Search.
  4. Select the Webinar, and then select click Generate CSV Report.


  5. Once the report has been generated, it will automatically download and can be opened in Excel, Notepad, or any other application compatible with the .CSV format. 

Additional Information: Zoom's documentation on downloading webinar report

 

 

Media Services will remove the webinar license from your account at 12pm the day your reservation ends.  It is best to download your recordings and reports before the license is removed.  

You can always contact Media Services with your event information if you need to obtain another copy.

A copy of the cloud recording will stored in Panopto video server under Media Services's account.  Should you need the cloud copy, please contact Media Services.

If you choose to record the event locally to your computer, Media Services will not have any copy of the video.

Instruction to Download the Recordings

  1. Log on to MySCU Portal and click the Zoom tile.
  2. Click Recordings on the left column.
  3. Select desired recording session, click More button > Download files.