OnZoom event Host Frequently asked questions

This post was most recently updated on July 28th, 2022

Hosts can easily create and list their events on OnZoom, so that new audiences can find them, and they can monetize them easily. A free event can be offered, a paid event can be offered, or a hybrid event can be offered in which fees and free tickets can both be offered. As part of Zoom’s platform, hosts are able to engage their attendees during live events by using Zoom’s features.

The following are the topics covered in this article:

  • How to get started as a Host
  • OnZoom event options
  • OnZoom hardware partners
  • How to use event security best practices
  • Private events and tickets
  • How to manage tickets
    • Track ticket sales
    • View ticket sales for an event that has already ended
    • View orders for a specific event
    • View and approve refund requests for a specific event
  • How to edit events
  • How to duplicate events
  • How to cancel events
  • How to delete event drafts
  • Ticket payment options
  • Ticket cancellations and refunds
    • Cancellation policies and penalties for refund failures
  • Payouts and fees
  • Error message from PayPal when refunding or comping a ticket
  • How to disable PayPal Instant Payment Notifications (IPN)
  • How to apply for tax exemption
  • Donations
  • Flagged events

How to get started as a Host

If you are interested in hosting events on OnZoom, you must first become an OnZoom Host by applying for the OnZoom host program.

OnZoom event options

Event hosts have the option of creating a single event or a series of events. It is possible for an event to be a free event, a paid event, or a hybrid event with both free and paid tickets. Ticket prices for paid events must be at least $1.00 in order to qualify for a paid event. It is not possible to create a paid event more than 28 days before the date of the event.

OnZoom hardware partners

Investing with one of the OnZoom hardware partners can elevate your session depending on the type of event you plan on hosting and the type of audience you will be attracting. Generally, if you are going to be moving around from event to event (e.g., if you are going to a workout class, or a technical demonstration, or even going on a field trip), then you will have to ensure that your video hardware is capable of supporting your event in order to get the best video quality. Whether you are using our hardware partners for music events or audio-focused events, you can be assured that you are getting the best audio quality when you use Zoom-compatible mics.

OnZoom is partnered with the following hardware manufacturers:

  • Neat
  • Poly
  • DTEN

How to use event security best practices

Our recommendation is that when you are creating an event, you should use the default settings in place in order to ensure increased event security.

There are some benefits to enabling security options such as eliminating background noise from attendees, giving you more control as the host (for example, reducing interruptions), but there is also a risk that the event would be less interactive if security was enabled.

Notes:

  • Attendees with free tickets will not be able to display their profile pictures during events as part of our efforts to reduce disruptions during events.
  • It is a good idea for the Host to start the event at least 10-15 minutes before the scheduled start time. It is recommended that if you need a co-host for your meeting, create a free ticket for them first, and then once your meeting has begun, promote them to be the co-host.

When creating an event, you can enable the following event options under the Advanced Options section:

  • Joining the Event
    • There will be a 15 minute window for attendees to join the event before it begins
    • There is a waiting room where you can wait
  • Event Security
    • The screen name of an attendee can be changed by the attendee
    • The attendees will be able to share their screens with each other
  • Access Permissions and Settings for Cloud Recording
    Note: In order for meetings to be recorded to the cloud, only the activity that happens in the main room of the meeting will be recorded. In the event, breakout rooms are not recorded as part of the event activity.
    • As long as video and audio recording are enabled, record the host and all participants of the session
    • As soon as the recording starts, it will automatically start recording
    • If you register for this event, you will receive complimentary access to the cloud recording of the event

Private events and tickets

The host can schedule an invitation-only event and choose whether or not to list the event in the OnZoom directory of events, as they will be held in a private location.

OnZoom users who have not been added to the guest list for a private event by the Event Host or who are not signed in will not be able to register for said event if private tickets are the only ticket type available, so they will not be able to attend that event.

It will be possible to register for all events on the event page for which both private and public tickets have been made available for purchase by the Host.

The OnZoom user will only be shown the tickets which are available to the general public after registering for an event that has both private and public tickets. A user who is not listed on the guest list will not be able to see private tickets on OnZoom.

Hosts can add users to the guest list by:

  • A step-by-step method for adding emails
  • A CSV file can be used to import emails
  • Domains can be added by specifying the domain name

Note:

Before the event begins as well as at any time during the event, additional guests may be added to the guest list.

How to manage tickets

Track ticket sales

It is possible to track the sales of tickets for upcoming events by following these steps:

  1. Sign in to OnZoom by entering your username and password.
  2. Click the Manage button in the top-right corner of the screen.
  3. Click on the Events link in the navigation menu at the top of the page.
  4. Click on the Upcoming tab on the left side of the screen.
  5. You can find the tickets sales for a particular event by clicking the ellipses next to the event you want to see, then you can click the View Event Summary button.

View ticket sales for an event that has already ended

If you would like to view an event’s ticket sales that have already ended, follow these steps:

  1. Become a member of OnZoom by logging in.
  2. Click on the Manage button in the top-right corner of the screen.
  3. Select Events from the navigation menu at the top of the page.
  4. Click on the Past tab on the left hand side of the screen.
  5. Click on the ellipses next to the event you want to check the ticket sales for, then click View Event Summary to the right of the event you want to check.

View orders for a specific event

You can view the orders for a specific event by following these steps:

  1. OnZoom can be accessed by logging into your account.
  2. Click on the Manage button in the top-right corner of the screen.
  3. Select the Events option from the navigation menu on the left side of the screen.
  4. Find your event by clicking either the Upcoming or Past tab on the left side of the screen.
  5. Click the ellipsis on the right side of the event for which you wish to view the order detail, then click on the View Event Summary button to the right of the event.

View and approve refund requests for a specific event

A refund request can be viewed and approved for a specific event by following the steps below:

  1. Sign into OnZoom by entering your username and password.
  2. Click on the Manage button in the top-right corner of the page.
  3. You can find the events menu in the navigation menu on the left side of the screen.
  4. If you are looking for your event in the Upcoming or Past tab, you can find it there.
  5. You can view details about an event by clicking the ellipses to the right of the event name and then clicking View Event Summary to the left.
  6. Refunds can be found by clicking the Refunds button.
  7. If a refund request has been submitted by the purchaser, click on the Approve Refund button which is to the right of their name.

Note: Registration information, including email addresses, will be shared with the host of the event only if the registrant allows OnZoom to share their contact information with the host of the event on their behalf. If you click on the View Event Summary button, you will be able to see a list of all the registrants for that event.

How to edit events

By clicking the Manage tab, then selecting Events, hosts will be able to edit their drafted and published events.

There are a number of changes that can be made to the date, time, ticket sale window, and cancellation policy of a OnZoom event at any time before a ticket is sold. If a ticket has been sold, it is possible to edit only the event’s copy and images, along with the ability to add new ticket types, after the ticket has been sold. It is possible for the host to modify the ticket type after the event is published to include more invitees for private tickets with invitees.

The Host is responsible for canceling an event, refunding the purchased tickets, and re-listing the revised event if it needs to change the event’s date, time, or cancellation policy after the event has been sold.

How to duplicate events

Whether it is a drafted event, a published event, or even an event in the past, hosts can duplicate it.

An event can be duplicated by following these steps:

  1. Sign in to OnZoom by entering your username and password.
  2. You will find the Manage button in the upper-right corner of your screen.
  3. Click on the Events link in the navigation menu at the top of the screen.
  4. It is necessary to locate the event that needs to be duplicated.
  5. You will need to click the ellipses to the right of your event, then you will need to click Duplicate Event to duplicate it.

How to cancel events

In the event that the host wishes to cancel an upcoming event, they can do so. A host who cancels a paid event will automatically refund to registrants the cost of the ticket for the event in the event that the event is canceled.

Note:

In accordance with your agreement with PayPal and/or Stripe, the transaction fees incurred by PayPal and/or Stripe will not be refunded, but will be deducted from the Host’s PayPal business account and Stripe account, respectively.

Cancellation of an event can be done in the following ways:

  1. Make sure you are logged into OnZoom.
  2. Select Manage from the top-right corner of your screen.
  3. Select the Events option from the navigation menu at the top of the page.
  4. To access the upcoming events, click the Upcoming tab.
  5. Locate the event that you would like to cancel and click on it.
  6. To cancel your event, you will need to click the ellipses that appears next to your event, then click Cancel Event.

How to delete event drafts

There is only one condition that you have to meet before you are able to delete an event. A draft event is only able to be canceled once it has been published as a live event, which means it cannot be edited.

A draft event can be deleted by following these steps:

  1. Please sign in to OnZoom by clicking here.
  2. You will find the Manage button in the top-right corner of the screen.
  3. Select Events from the navigation menu on the left side of the screen.
  4. The Drafts tab will appear once you have clicked it.
  5. The event you wish to delete can be found in the list of events.
  6. You can delete your event by clicking the ellipses to the right of your event, then by clicking the Delete Event button.

Ticket payment options

Note: In order to sign up with Zoom and OnZoom, you need to make sure that the email address you use is the same email address that you used to create your PayPal business account and/or Stripe account.

  • PayPal and/or Stripe: OnZoom requires you to have an account with PayPal business in order to be able to host and collect payments for paid events. In order to host paid events on OnZoom, you will need to set up a PayPal business or Stripe account, if you do not already have one, and then link it with your OnZoom account.
  • Credit cards: It is also possible to purchase paid tickets using a credit card via a direct payment process.

Ticket cancellations and refunds

Note: You are only eligible for a refund if you have paid for the event.

Cancellation policies and penalties for refund failures

At the account level, you are able to set the order cancellation policy that is applied to each event that you are planning to run -by default. During the creation of an individual event, you will be able to modify the cancellation policy.

If the Attendees cancel their tickets at least one hour before the event starts, the default cancellation policy allows them to retain a full refund if they do so at least one hour before the event starts. It is also possible to refuse to accept any cancellations of tickets as an alternative option.

The OnZoom refund request will not be processed if the funds have not been added to the PayPal business account or the Stripe account linked to your OnZoom account. In this case, you will be notified to retry the refund transaction. As soon as your refund request has been successfully processed, your Host privileges will be restricted. If you want to host events during this time, you will be able to do so, but the ability to sell additional tickets for these events during this time will be restricted.

After 7 days from the date of the initial refund request, if the refund process fails to complete, your Host privileges will be suspended. Make sure the PayPal business or Stripe account you are using for your hosting account has sufficient funds before contacting Zoom Support in order to reactivate your hosting privileges.

Payouts and fees

Depending on whether you are using PayPal or Stripe’s services, you will have different payouts and fees.

Error message from PayPal when refunding or comping a ticket

When you initiate a refund or comp a ticket through PayPal, you will receive an error message as a result of either one of the following two factors:

  • You must have an adequate amount of funds on your PayPal account to cover the payouts that you are trying to process in your account. PayPal does not allow withdrawals from personal accounts using a bank or credit card source. In order to withdraw from a PayPal account, you must have a sufficient amount of existing PayPal balance to cover your referrals, or else this error will occur. It is also important to remember that the balance in the PayPal sandbox account is different from the balance in your live PayPal account, so you should ensure that it has adequate funds before testing with a sandbox account.
  • Due to the country or account regulations, it is not possible for the recipient to receive the funds in the currency code they are being sent in.

How to disable PayPal Instant Payment Notifications (IPN)

It is a feature provided by PayPal that enables it to send messages to your website’s back-end systems directly regarding payments (and other transactional events) received from PayPal.

IPN messages sent by PayPal can be disabled by following the steps below:

  1. You will need to log in to your PayPal account in order to make a payment.
  2. You can find the Setting icon in the top-right corner of your screen.
  3. To access Seller Tools, click the button below.
  4. In the Instant payment notifications section, click on the Update button to the right of the notification.
  5. Select the IPN setting that you would like to use.
  6. It is recommended that you disable the option Do not receive IPN messages (Disabled).
  7. Save the changes by clicking the Save button.

How to apply for tax exemption

There is an opportunity for eligible Hosts to apply for tax exemptions during the onboarding process by filling out the Zoom Tax Exemption form or going to the Tax Settings under the Billing section in the Host Dashboard under the Billing section. Attendees will not be required to pay sales tax on tickets purchased by them for paid events if the application is accepted.

Donations

Once the event page is published, event hosts can enable and create a fundraiser so that it will appear on the event page as soon as the event is published. As an Attendee, you will be able to access it through your dashboard for upcoming events as well as past events. In addition, all proceeds raised will be donated to the selected 501(c)(3) nonprofit organization. There will be no transaction fees charged by Zoom.

Flagged events

There may be a delay of up to 72 hours before Zoom’s Trust and Safety Team completes its review of any event that is flagged or reported by another user.