{"id":131073,"date":"2020-09-28T16:38:36","date_gmt":"2020-09-28T20:38:36","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=131073"},"modified":"2021-04-21T13:16:42","modified_gmt":"2021-04-21T17:16:42","slug":"planning-public-meetings","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/services\/cccs\/collaboration\/online\/zoom\/getting-started\/meeting-security\/planning-public-meetings\/","title":{"rendered":"Planning Public Meetings"},"content":{"rendered":"

When planning for public meetings, it’s important to balance access with control. Zoom Webinars<\/a> or streams<\/a> may not always be practical for times when you want high levels of interaction between your participants.<\/p>\n

1.<\/span><\/strong> Initial Considerations<\/h2>\n

Before scheduling your meeting, ask a few questions first:<\/p>\n

    \n
  1. Who are your participants?<\/strong> If this is an event for the BU community, you can restrict access<\/a> accordingly.<\/li>\n
  2. How are you publicizing the event?<\/strong> If you plan to advertise via social media, consider linking to BU hosted web page or requiring registration through Zoom<\/a> or an event management platform.<\/li>\n
  3. Who can help you run the event?<\/strong> Having a co-host or two available to manage crowds and questions will help the event organizer focus on the content at hand.<\/li>\n<\/ol>\n

    2.<\/span><\/strong> Scheduling the Meeting<\/h2>\n

    When scheduling your meeting, look for and enable appropriate security options:<\/p>\n

      \n
    1. Enable registration<\/a> so you can easily monitor attendance numbers and avoid publishing your meeting URL directly.<\/li>\n
    2. Enable Waiting Rooms<\/a> if not already on or required by your account. Using the option to automatically admit members of the BU community can help make large events manageable.<\/li>\n
    3. Disable the ability for participants to join before the host.<\/li>\n
    4. Enable authentication<\/a> for your meeting. Use the “Boston University” option if all of your participants are members of the BU community. If not, add custom email domains, add an authentication exception for guest presenters, or use “Sign In to Zoom.”\n