Hosting SCORE Chapter Workshops on Zoom

SCORE HQ hosted a webinar to walk chapters through the process of setting up, managing, hosting and recording a SCORE workshop virtually, using the Webinar feature in Zoom. 

If you need help accessing your Chapter Pro Zoom account or have any questions, please contact volunteer.services@score.org.

Click here to download the powerpoint with resource hyperlinks.

WEBINAR Recording: Hosting SCORE Workshops on Zoom

Please make sure to check the "Program Format" > Online Course when creating your webinar!

Frequently Asked Questions (FAQs)

Q. What are best practices for promoting and collecting registration fees for events?

A. We recommend setting up your event in Constant Contact for promotion and when you want to charge. We outline the steps in our above presentation. Below is a video that walks you through the entire Constant Contact set-up in more detail.

Q. Can we host 2 meetings/webinars at the same time with the Admin Pro Account? 
A. No. Meetings can not be hosted concurrently with the same account. You must have 2 separate accounts to host meetings at the same time. We recommend using the Pro account for large meetings/webinars and having volunteers create basic accounts with their @scorevolunteer.org accounts for 1:1 mentoring. 

Q. Can we restrict viewing to X number of days following the workshop? 
A. When you set up a webinar recording to be 'On Demand' you can set it to expire after a certain number of days. Instructions for managing On-Demand webinars can be found here: https://support.zoom.us/hc/en-us/articles/360000488283-On-demand-Recordings

Q. Can we pre-record a workshop and then run it as a current live webinar? 
A. This approach comes with pros and cons. There are technical issues that could arise with pre-recording and then running the recording with live Q&A. We do not recommend this approach. We recommend running a test and practice workshop before going live instead. 

Q. Do we have the capability to download the webinar and meeting attendee list?
A. Here is how to download the attendee list for webinars: https://support.zoom.us/hc/en-us/articles/201393719-Webinar-Reporting

Q. Any guidance for switching back and forth between camera and screen? 
A. Again we recommend webinar practice mode so you can test the screen variations and testing the video on/off button. When you have video on, you will be able to see yourself on the screen so you will know how you are visible to others. Follow these instructions for webinar practice mode here: https://support.zoom.us/hc/en-us/articles/206316975-Webinar-practice-session

Q. Zoom announced they were lifting the 40 minute time limit for basic account group sessions during this crisis. Does that help us? 
A. Zoom is only doing this for K-12 educational organizations at this time. 

Q. What are best practices around conducting Polls during webinars? 
A. Polls should be set-up in advance of your webinar so that you can select which poll you want to release live. Here's Zoom's guide to polls: https://support.zoom.us/hc/en-us/articles/203749865-Polling-for-Webinars

Q. How can we do online evaluations for our webinars?
A. You can enable post meeting surveys. Instructions to do so are here: https://support.zoom.us/hc/en-us/articles/115005855266-End-of-Meeting-Feedback-Survey

Webinar surveys can must be done with another online survey platform. Guidance on that is here: https://support.zoom.us/hc/en-us/articles/115002548166-Webinar-branding

In case of questions when setting this up, contact volunteer.services@score.org 

Q. Can we upload the registration list from Zoom into Constant Contact? 
A. Exporting from Constant Contact and then importing into Zoom is for events that already have registrants. Here is how you import your Constant Contact event registration list into Zoom, so they do not have to register again: https://support.zoom.us/hc/en-us/articles/360036179892-Importing-Webinar-Registrants-Via-CSV 
When creating a new event in Constant Contact, you can customize the 'Register Now' button to go directly to your Zoom registration link so that you can use the Zoom registration fields directly. 

Q. How do I know if I have Zoom Pro or Zoom Basic? 
A. Zoom basic accounts will notify you that group meetings have a 40 minute limit. In case you have questions about your account, contact volunteer.services@score.org.

Q.  When I set up a chapter meeting, what do I send to our chapter volunteers? 
A. Both webinars and meetings allow you to set up 'Registration required' which will generate a Registration URL. Simply send this URL link to your chapter members and it will give them all the information they need to register for the meeting and know how to log-in at the scheduled time. 
If you'd rather do an instant meeting, or not require registration, you can 'Copy the invitation' for the meeting and send it via outlook to chapter members. This will contain the links and dial-in information they need for the day of the call, without requiring pre-registration information. 

• Zoom meetings with registration: https://support.zoom.us/hc/en-us/articles/211579443-Registration-for-Meetings
• Joining a meeting without registration: https://support.zoom.us/hc/en-us/articles/201362193-Joining-a-Meeting
• Scheduling a webinar with registration: https://support.zoom.us/hc/en-us/articles/204619915-Scheduling-a-Webinar-with-Registration
• Scheduling a webinar without registration: https://support.zoom.us/hc/en-us/articles/204619235-Scheduling-a-Webinar-without-Registration

Q. Can we host a 10-minute open workshop? 
A. In accordance with our SCORE Operating Manual and SBA requirements, a 10-minute workshop would not be creditable for SCORE. Workshops must be at least 1 hour in duration. 

Q. Our workshops are usually half- or full-day events. How do we convert these?
A. Many of you may have participated in SCORE's virtual conferences which were full-day event formats. These were very involved events, but ultimately ended up being a series of webinars. We would do one webinar for about an hour, let people take a break, and then come back for another webinar (generally a different speaker). We recommend taking a look at your content and really honing in on the most profound pieces. Simplify things as much as possible. You can always build on things later on.  

Q. Are 2-3 hour webinars too long? 
A. We've tested a variety of lengths with SCORE webinars and have found 45 minutes-1 hour is really ideal for presentation formats. Going longer may be successful in the case of walking clients through specific tutorials, and more hands-on training. 

Q. How can I get a moderator for my webinar? 
A. We definitely recommend having a moderator in addition to the host and panelists (if applicable). These people do not all need to be in the same room. But it is extremely helpful to have fellow volunteers to divide up the responsibilities, screen management and Q&A. 

Q. Is there a preference of Chat over Q&A features in Zoom?
Chat is more public and interactive. Q&A allows the moderator to answer questions directly, or flag them for addressing at the end of the webinar. We recommend Q&A for webinars.
More information on both below... 

Chat: https://support.zoom.us/hc/en-us/articles/205761999-Webinar-Chat

Q&A: https://support.zoom.us/hc/en-us/articles/203686015-Getting-Started-with-Question-Answer

Q. When do you recommend webinars versus meetings?
A. When hosting a webinar, everyone except the panelists will be muted. For extremely large groups, and where you'd like to do Q&A, polling or other features we recommend the webinar. Webinars are ideal for client workshops. Meetings are more of an open forum, and would be a good format for chapter meetings and smaller gatherings of local stakeholders.