A webinar license agreement is recommended for large-scale meetings using Zoom

A webinar license agreement is recommended for large-scale meetings using Zoom

Notes
・Since this content is intended to provide general information, it includes initiatives in which we are not involved.
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*Zoom and services including the name Zoom are services provided by Zoom Video Communications, Inc.

From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings with 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

Zoom has become widely used in the business scene.

Did you know that while it can be used casually for business negotiations and group meetings, Zoom also supports meetings with a large number of people.

There are two ways to hold a meeting with a large number of people on Zoom, but we recommend using a webinar license.

How many participants can a Zoom meeting hold?

How many people can join a regular Zoom meeting?

In Zoom, the capacity of meetings is determined by the type of license.

basic plan Meeting capacity (maximum)
Basic (Free) 100 people
Pro 100 people
Business 300 people
Enterprise 500 people

Up to this number of people can participate in the meeting without any options.

A free license allows up to 100 participants, but meetings with a free license have a time limit of 40 minutes.

40 minutes is not enough for a business meeting with 100 people.

For long meetings, we recommend a license of Professional or higher with no time limit.

Two ways to use Zoom for large meetings

Two ways to use Zoom for large meetings

You can invite 100 to 500 participants with the basic plan license, but you can increase the maximum number of participants you can invite by adding optional licenses.

Zoom provides options for hosting large meetings.

Here are two options for hosting large meetings.

①Large-scale meetings

Option to expand the maximum number of participants in a Zoom meeting to 500 or 1000.

For example, if you want to run a meeting with 300 people on your Pro license, you don’t need to upgrade to a Business license just to increase the capacity limit.

You can host meetings with up to 500 people by adding a 500 person license with the large meeting option.

Only paid licenses (Pro and above) can add large meeting licenses.

Large meeting license (up to 500 people) is already included in the enterprise license.

How to purchase a large meeting license

 Please feel free to contact us if you are interested in a large-scale meeting.

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How to set up a large meeting

  1. Sign in to the Zoom web portal (https://zoom.us/).
  2. Click User Management → Users.
  3. Click Edit for the user you want to assign a license to.
  4. Select a license and click Save.

②Zoom webinar license

A webinar is a seminar held over the web. Zoom has an optional license specifically for webinars.

Webinar licenses are available in the following plans according to the number of participants, and the maximum number of participants can be increased up to 10,000.

  • 100 (Abolished in July 2021)
  • 500 people
  • 1000 people
  • 3000 people
  • 5000 people
  • 10000 people

Webinar licenses can only be added to paid licenses (Pro and above).

Enterprise licenses already include a webinar license (up to 500 people).

How to purchase a Zoom webinar license

Please feel free to contact us if you are interested in a webinar license.

How to set up a webinar license

  1. Sign in to the Zoom web portal (https://zoom.us/).
  2. Click User Management → Users.
  3. Click Edit for the user you want to assign a license to.
  4. Select a webinar license.
  5. Select a size if you have multiple size webinar licenses.
  6. Click Save.

What is the difference between a meeting and a webinar?

What is the difference between a meeting and a webinar

If you are planning to hold a meeting with a large number of people in the future, you may be wondering whether to have a large meeting or a webinar.

Zoom meetings and webinars have the following differences:

If the number of participants exceeds 1,000, the webinar is the only choice, but if the number of participants is less than 1,000, it is better to compare and consider the functions of “meeting” and “webinar”.

meeting webinar
communication Two-way (participant ⇔ participant) One-way (panelists ⇒ audience)
Maximum number of participants Up to 1,000 people 500-10,000 people
share video screen all participants host, panelist
Viewing the Participant List visible to all participants Visible to host and panelists
Usage conference, workshop meeting, performance

Features of Zoom Meeting

When using a large-scale meeting, it becomes a meeting, and the function is the same as for a meeting held by a small number of people. All participants have the right to speak and can discuss among themselves.

Zoom webinar features

The webinar has a seminar-style function, and there is a distinction between the presenter (panelist) and general participants. It is the image that the panelists speak and the audience hears.

Why Webinar Licenses are Recommended for Large Meetings

In many cases, the purpose of holding a meeting with a large number of people is assumed to be a large-scale event such as a lecture, briefing session, or general meeting of shareholders.

The webinar license allows you to choose a plan for up to 10,000 people according to the number of participants, and various functions specialized for the seminar format are added.

  • Question-and-answer session
  • Participant report creation
  • Viewing restrictions on the list of participants (possible only for hosts and panelists)
  • View-only participation is possible
  • live streaming
  • On-demand delivery (archive)
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In large meetings with hundreds to thousands of participants, you may be reluctant to let other participants see your information and video footage.

For webinars, only the host and panelists can see the participant list, participants cannot see each other’s participant list. Another feature is that you can watch your video without projecting it.

Attendees mainly watch, but they can also raise their hands and ask questions.

When holding a large-scale meeting, the information of the participants can be seen among the participants.

Also, make sure you turn your mic on and off. Dozens to hundreds of participants starting a conversation at the same time can get out of hand.

When using the “speaker view” that displays the speaker who is speaking in a large size, the image may change just by picking up ambient noise.

It is necessary for the host to mute the participants’ microphones and focus on the presenter.

Points to note when holding large meetings

Points to note when holding large meetings

Small meetings with only a few participants are attractive because they can be started immediately. However, for large meetings with hundreds to thousands of participants, it is important to prepare well in advance.

Subscription to a paid plan is a prerequisite

A large meeting license can be added to a paid plan (Pro or higher) account. Please note that it cannot be used with the free plan.

Don’t forget to set your license

Large meeting licenses and webinar licenses cannot be used unless they are assigned to users even if they are purchased. If you can’t host it, make sure you have a license assigned to you.

How to check the licenses assigned to me

  1. Sign in to the Zoom web portal (https://zoom.us/).
  2. Click Profile.
  3. The assigned license is displayed in the “User Type” column.

Prepare carefully

Unlike a meeting with a small number of people, the impact of trouble is very large in a meeting with a large number of people.

In a small meeting, if there is a problem, it may be relatively easy to ask you to wait for a while or reschedule.

However, in a meeting with a large number of people, we would like to avoid the event that the host cannot connect to Zoom and the meeting is canceled or delayed, or that the sound cannot be heard or the image cannot be projected due to equipment trouble.

Don’t go straight to the show, but spend some time preparing for the show so you have plenty of time to spare.

Conduct connection test and rehearsal by the day

In order to avoid equipment trouble, please use the same devices, cameras, microphones, etc. as the actual performance, and perform the connection test and rehearsal in the same environment as the actual performance.

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Let’s decide on the details such as the position of the camera and the volume of the microphone. Please eliminate any worries during the rehearsal stage and welcome the day with a perfect system.

Allow entry from 20 to 30 minutes before the start time

If you enter the start time just before the start time, you will not be able to deal with any connection problems, etc., by the start time. If there is enough time before the start time, there will be time to deal with the connection problems of the participants.

The host should start the meeting 30 minutes before the start time to allow other participants to enter early.

By playing still images and BGM, it is also possible to check whether the participants can receive the video and audio normally.

summary

  • A paid license and option contract are required to hold a meeting with a large number of people on Zoom
  • There are two types of optional licenses that allow you to hold meetings with a large number of people on Zoom: “Large Meeting” and “Webinar License”.
  • Large meetings can be attended by up to 1,000 people
  • Webinar license allows up to 10,000 participants

The Zoom webinar license allows you to choose a plan according to the scale you need, and is packed with features that make it easy to control large meetings.

Consider a webinar license for large meetings on Zoom.