Role: Zoom Planner (Producer)

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This post is part of a series intended to become a Mermaid’s Tavern Guide to Zoom Singing publication for folk arts organizations, feature artists, session singers, and online audiences for folk music. We welcome comments below.

As the Zoom Planner for a music event, think of yourself as the producer, responsible for behind-the-scenes event production. You hold the keys for scheduling and creating the Zoom event, configuring Zoom security and other settings, and working with the event team to make sure that the Zoom Starter, Zoom Host, Co-Hosts, and MC have what they need to do their jobs.

You are the point person on the Zoom account for creating the event itself, providing the link to the promotion team, managing security settings and other Zoom administration, and configuring advance settings for any scheduled livestreams to YouTube, Facebook, or custom livestreaming services. On the day of the event, you may start the meeting yourself, or you may designate someone else with access to the account to be the Zoom Starter.

You do have to be comfortable using the Zoom administration website to be a Zoom Planner. You can get some practice by creating your own free account and playing with the settings until you know them well.

What You Need

  • administrative access to the Zoom account for the event (preferably a paid plan, but a free one will do for meetings of up to 40 minutes)
  • A computer or laptop (not a tablet or smartphone) running Windows or MacOS
  • Reliable internet access with high bandwidth: a wifi location close to your router is better, a wired Ethernet connection is best
  • The latest version update to the Zoom app so you can use all available features
  • The name and contact information for the Zoom Starter and Zoom Host for the event

What You Do

Schedule Meeting and Set Up Security

Share the Link for Promotion and Communications

  • Read the Virtual Contra Dance Security Guide in depth before copying/pasting the raw link to a Zoom meeting into an email or onto a web page.
  • Some considerations you may want to discuss with your event team:
    • PASSWORDS Do you plan to require a password for event participation?
    • REGISTRATION Do you want participants to have to register in advance?
    • TICKETING Do you plan to put the event behind a paywall and require a paid ticket?
    • COMMUNICATIONS How are you planning to distribute the link (email, social media, website)
  • The Virtual Contra Dance Security Guide has an excellent section on Promotion options and the pluses and minuses of each.

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