Zoom Events: Roles, tickets, and permissions

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

In Zoom Events, there are multiple roles that can be assigned and each of the roles has a set of tools that can be used to enable participants to participate during the event.

Prerequisites for Zoom Events roles and permissions

  • There are several desktop clients available for Zoom:
    • 5.7.6 or higher is required for Windows
    • A macOS version of 5.7.6 or higher is required
  • Mobile client for Zoom
    • The iOS version should be 5.7.6 or higher
    • 5.7.6 or higher is required for Android devices
  • Account types include Basic, Pro, Business, Enterprise, and Education accounts.
  • A Zoom Events license is required for the use of Zoom Events (only for hosts).

Notes:

  • Although version 5.7.6 of Zoom Events does support Windows’ WebView package, it may cause some attendees to experience a blank lobby experience due to a dependency with the Webview package.
  • Please note that it is highly recommended that attendees update the Zoom desktop client/mobile application to the latest version in order to take advantage of the latest Zoom Events and Webinar features.

Roles that require a Zoom Events license and Zoom account

There is no role that does not require a Zoom account, but there are some roles that do require a Zoom Events license.

Zoom Events roles

Roles Zoom Events license Zoom account
Host
Co-editor
Attendee

Zoom Events special roles

Special roles Zoom Events license Zoom account
Alternative host
Speaker
Sponsor
Sponsor representative
Booth owner
Booth representative
Interpreter
Moderator

Zoom Events hub roles

Hub roles Zoom Events license Zoom account
Hub owner
Hub manager
Hub host
Zoom account admin

How to access your special-role ticket

If you receive a Special-Role ticket at an event as a result of being invited, then this means that you have a special role, or more than one special role, at the event. There are several special roles that can be played by attendees during the conference. These roles include alternative hosts, speakers, panelists, sponsors, sponsors’ representatives, booth owners, booth representatives, interpreters, and moderators.

Notes:

  • Your ticket can only be used by you. The account associated with this email address must be signed in so that you can access the information.
  • The special roles that you have for the same event will be listed on one ticket if you have more than one for the same event. Ticket holders are able to hold one Special-Role ticket at a time and contain as many Special-Role roles as they like within one special role ticket.
  1. Join Zoom Events by signing in with your Zoom account.
  2. Click on the Tickets link in the top right corner of the screen.
  3. Go to the Upcoming tab and click on it.
  4. The ticket for the event for which you have been invited should be available on the website.
    As a Special-Role ticket holder, you will have a ticket labeled as such for that particular event.
  5. You can view the details of the ticket by clicking on the View Details button.
    1. In the section What is your role?, view details about your role.
    2. You will be able to view your sessions, which have been assigned to you, under the Your Sessions tab. In addition, you will be able to view the details of the session, such as the date, time, and title of the session.
  6. Click on the Join button on the ticket once the event is available for you to join and you are able to do so.

If you have received a confirmation email, you can also access your ticket there.

  1. Please open the confirmation email you received from Zoom Events.
    The event’s date/time, your special role, and the event’s special role details can all be viewed in this section.
  2. The ticket can be viewed by clicking the View Ticket button.
    On the Tickets page, click the Upcoming tab to see a list of all the events that are coming up in the near future.
  3. In order to participate in the event that you have been invited to, you need to find the ticket for the event.
    During those events, you will be given a special-role ticket which will be clearly marked on your ticket.
  4. Interested in knowing more about your role and the details of the event as it relates to you? Then click View Details on your ticket.
  5. Click join on the ticket when you are able to join the event when it is available for you to join.

Upon removal or assignment of your role by the event organizer, your Special-Role ticket will become inactive. You will receive an email from the event organizer notifying you of this action.

The conference lobby is also available in order for you to start practice sessions and view details of the event if you are participating in a conference event and have clicked Join Lobby to access the conference lobby before the start time of the event.

Role descriptions

Note: Zoom Events licenses are only required for one Zoom Event at a time. In order to participate in Zoom Events webinars, participants must have a Zoom account, even if they do not have a Zoom Events license.

Host

Hosts – or event organizers – are the users who schedule and manage the events and have a full range of permissions that are available to them, such as managing the meetings, managing the webinars, securing alternative hosts, and securing panelists for the event. There can only be one host per event.

In addition to the host, co-editors can be designated by the host to edit published as well as live events.

As well as enabling or disabling lobby chats and Expo chats, the host can control them as well. In the control panel, you will find a record of all the moderator actions that have been taken.

In a session, a host can appoint a temporary host who will have the following permissions until the host returns. The temporary host will have the following permissions during that session:

  • During that particular session, you should start and end it
  • It is your responsibility to moderate that particular session

Note: An expo booth can be edited only by the owner, the owner’s representative, the representative of the booth, and the representative of the booth. Exhibit booths can be edited by either the host or a co-editor (with editing permissions).

Co-editor

Note: There is no special role included in this job description.

When you are creating the conference, you will be able to add co-editors who will be given the permission to edit the pages that you assign them. In order for a co-editor to be able to contribute to the event with you, they need not be part of the same hub or account as you, nor do they need a Zoom Events license. There is an option for them to access the conference lobby before the start time of the event if they are attending a conference event.

A co-editor can edit an event published on our website as well as one that is currently live, if the host designates them.

Co-editors:

  • There is no permission for other co-editors to be added or removed from the project
  • It is not necessary to have a Zoom Events license in order to participate in Zoom Events
  • Tickets for the event are not provided to those who want to attend

Speaker

It is only possible to hire speakers for conferences. You will be able to select which sessions you would like to speak in and your image will appear under the Speakers tab in the event that you are assigned to that session. In addition to the event details page, the speaker bio will appear in the event lobby as well.

It is important to note that speakers can also participate in an event as webinar panelists or attendees, without having additional access to in-session facilities.

Note: In a meeting, if waiting rooms are enabled for a session and a speaker is assigned to a session in that session, then the speaker can bypass the waiting room when it is enabled for his/her session (as long as the Users invited in the session by the host or co-hosts can bypass the waiting room option).

It is permissible for speakers to:

  • In order to practice sessions and view event details before the event’s start time, please come to the conference lobby before the event starts
  • As soon as they are assigned to a session, they should begin it.
  • If the host has delegated them to the session you have assigned to them, make sure that they have edited the session details.
  • Ensure that their bios are updated (if the host has delegated this task to them)

If the speaker is assigned to a session, he or she will be able to:

  • Become mute and unmuted on their own
  • You can view all the questions and answers and respond to them
  • Videos can be started and stopped by the user themselves

Speakers can be featured by the host if he or she chooses to do so. It is important to keep in mind that if a host chooses a primary featured speaker, that speaker’s image will be displayed on the session card for that particular tile on which it is displayed. Furthermore, the session details will also feature that primary featured speaker as the featured speaker so that they can easily be identified. Featured speakers can be selected by the event host; however, the first speaker selected by the host will be visible on the session card; all featured speakers will also appear on the conference lobby’s Speakers tab as well as on the event details page’s Speakers tab.

In addition to the speaker ticket, all other sessions will be open to speakers as well.

Alternative host

In some circumstances, a speaker’s alternative host access can be enabled or disabled on a session-by-session basis by the host or co-host with permission.

An alternate host can open a session, but they will not appear on the speaker list for the event, and they will have the same permissions to start the session as the host. Both meeting and webinar sessions can be conducted using this role. The alternative host has been given many of the same control tools as the host. Because of this, the alternative host is able to handle many of the administrative functions of the event.

Note:There must be at least one alternate host assigned to each event session.

In addition to the above, alternative hosts are permitted to do the following:

  • If you would like to view the event details before the event starts, you can access the conference lobby (for conference events only) before the event starts.
  • When a host is not able to make it to the event on time, they can start sessions assigned to them
  • It is possible to host a session by starting one and then becoming the host of the session after that
  • Become a co-host by joining a session and becoming a co-host from there (if your account settings allow for that)
  • Use the tools which are found in the meeting controls to secure the meeting (located in the security shield)
  • There will be a moderate number of attendees at the event
  • Enable audio and video privileges for attendees as soon as they enter the event
  • It is possible to muffle or unmute the audio of the attendees
  • Answer chats in a timely manner

A special alternative host ticket will be provided, so they can attend all other sessions as regular attendees; they will have the same access to all other sessions as the alternative host.

Panelist

There is an opportunity for speakers to become panelists during webinar sessions; they will have access to a variety of tools that will offer them improved capabilities during their participation during the webinar session. There is a video conferencing capability, a chat facility, and the ability to screen share for panelists.

In order to participate as a panelist, speakers must have the following permissions:

  • In order to start practice sessions and view event details before the event’s start time, you will need to access the conference lobby before the event’s start time.
  • You can mute or unmute yourself
  • Their own video can be started and stopped at any time
  • You will need to turn on their video and chat so you can talk to them
  • There is a Q&A window where you can view and answer questions
  • Shared screens can be annotated
  • I would like to share their screen with you

Sponsor

In order to become a sponsor, you must attend a conference event. On the event detail page as well as the lobby of the event, the sponsor information will be displayed. Sponsors have the right to include the following in their session as well:

  • If you arrive earlier than the event’s start time, you will be able to access the conference lobby
  • It is time for them to begin their session
  • You can do this using the tools offered in the security shield (which can be found in the meeting control panel.
  • Users who are in the middle
  • All questions and answers will be available for you to view and respond to
  • Video can be started or stopped at any time
  • Make sure that they are muted and unmuted as needed
  • At the time of entry, attendees have the option of enabling or disabling their audio/video.
  • Attendees can be muted or unmuted through the mute button
  • The Expo booth sessions will begin as soon as the Expo opens
  • It is possible to enter Expo early in order to prepare the booth and to begin the sessions as soon as possible

A Sponsor ticket will also be provided to the sponsors so they will be able to attend all of the other sessions as well.

Primary sponsor

There is only a limited number of primary sponsors available for event sponsorship at conferences. Primary sponsors are those who are listed first on the conference or session brochure and at no point is the level of sponsorship (platinum, gold or silver) of the sponsor considered to determine their status as a primary sponsor. In order for a conference or session to take place, there can only be one primary sponsor.

In accordance with the primary sponsor’s permission, the following may be done:

  • Please allow plenty of time before the event starts for you to access the conference lobby
  • In order for them to be able to sponsor a session, they need to edit the details of
  • Let’s get started with the Expo booth
  • Start meeting attendees early in the lobby, at the Expo, and at your booth in order to engage with them and learn more about what they are attending.

In addition to the primary sponsor receiving a Sponsor ticket, all other sessions that will be held will be open to the primary sponsor.

Sponsor representative

It is only possible to speak with sponsor representatives during conference events. It is the responsibility of the sponsor to connect and communicate with customers in the chat room during the session who request a demonstration of the product or service being presented, and these representatives will be listed on the sponsor’s details page along with their image.

Before the event’s start time, sponsors can access the lobby of the conference hall where they will be able to meet with attendees.

In addition to being able to view and respond to all Q&A during their session, sponsor representatives can start/stop their own videos, and mute/unmute themselves. There are the same permissions for sponsor representatives as there are for sponsors themselves.

It is also expected that Sponsor representatives will be given a Sponsor ticket, so they will be able to attend all other sessions.

Booth owner

As far as booth owners are concerned, they are only available for conference events that are organized by Expo. In order to engage with attendees at the booth, the booth owner is the primary contact who is capable of entering the lobby, Expo, and booth early and arranging booth space meetings in advance.

Booth owners are able to do the following:

  • It is advisable to access the conference lobby at least 15 minutes before the event begins
  • It is recommended that they edit their non-sponsored booths
  • You should arrive early at Expo in order to get the booth ready and for the sessions to begin as soon as possible
  • The expo booth session(s) should begin as soon as possible

A copy of the booth owner’s Expo ticket and the Expo role information, describing its permissions, will be emailed to the booth owner via e-mail. It is possible for them to participate in all other sessions during the Expo with their Expo ticket.

Note:

An expo booth can be edited only by the owner, the owner’s representative, the representative of the booth, and the representative of the booth. Expo booths can be edited by the host or co-editors (with editing permissions) who are logged in to the site.

Booth representative

It is only possible to schedule a booth representative for conference events with Expo. Each booth space will have a booth representative on hand to assist attendees of the booth in speaking with the representative and to host meetings within the booth space itself. On the sponsor detail page, the image of the booth representative will not appear. During the event, the organizer will receive a list of booth representatives with the name of the booth representative appearing on it.

Representatives of the booth can access the conference lobby prior to the start time of the event. It is also possible for them to start the session(s) at the Expo booth.

A copy of your Expo ticket and information of your Expo role will be emailed to booth representatives, detailing the permissions associated with their role. All other sessions can be attended using their Expo tickets as well.

Moderator

It is only possible to book a moderator for a conference event. There are moderators on the control panel, who are responsible for moderating the event organizer’s reports sent to him/her from the conference’s lobby and lobby chat after the conference has concluded. It is planned that the control panel will keep a log of all moderation actions that have been taken.

There are a number of permissions that are available to moderators:

  • Make sure you are able to access the lobby before the event begins
  • The event organizer should review the user reports from the lobby that have been sent to him/her
  • The event should be removed from the list of reported users
  • The lobby chat must be removed from the lobby chat because of reported messages and users
  • In the control panel, you have the option to enable or disable 1:1 chats during lobby, session, and Expo sessions
  • Moderators can be edited by clicking on the link below.
  • Moderators should be added to the group

A Moderator ticket will also be sent to moderators, so they can join their assigned event (or event lobby) and access the control panel for their assigned event with the help of their Moderator ticket.

Interpreter

A conference interpreter is only available for events that take place during the conference. During a meeting, interpreters are responsible for interpreting the speech into a language that is broadcast over a specific channel to attendees. Interpreters will be able to hear the original meeting audio in the channel, which can then be translated by the interpreter. As soon as a person is assigned a language channel, he or she will only be able to access that channel.

It is possible for interpreters to:

  • Attend Meeting sessions as a member of the audience
  • As a panelist, you will be able to participate in Webinar sessions

It will be possible for interpreters to take part in all the other sessions if they receive an Interpreter ticket.

Attendee

Note: There is no special role included in this job description.

It is important to note that attendees of a Webinar are view-only participants, and the host is controlling their view. In addition to the Q&A window and chat option, attendees will be able to interact with the host and panelists during the event.

If the host has enabled the ability to share audio and video during a meeting event, then attendees may share their own audio and video.

Available roles in a hub

Hub owner

There are a number of actions that hub owners are allowed to take on behalf of their hubs:

  • The hub can be customized by adding events and users
  • All events within a hub can be edited by the user
  • The hub allows you to see all the events and users that are associated with it
  • The permissions of hub managers should be re-granted to the hosts of hubs
  • Reassign permissions to hub hosts in order to make them hub managers
  • Take a look at the analytics page of the hub
  • On the public profile page of the hub, you will be able to view and edit the information about the hub
  • You will need to enter the billing information as well as a cancellation policy for your account
  • The hubs that they own should be deleted
    Note: A hub can be deleted only by the owner(s) of the hub.

Hub manager

Hub managers have the same rights as hub owners in terms of the actions they can perform for a hub they manage, with the exception of:

  • The hub will display all of the events associated with it as well as the users associated with it
  • All events within their hub can be edited by the user
  • Provide re-permissions to hub managers so that they can host hubs
  • The analytics page for the hub can be viewed by clicking here
  • Visit the hub’s public profile page to find out more about the hub

Hub host

In order to host a hub, you can do the following:

  • Add events to the hub that they belong to by creating them
  • Check out the hub’s public profile page for more information

Zoom account admin

Users with Zoom accounts who wish to manage hubs on their account can do so by accessing the Manage tab. In order to delete a hub and cancel upcoming events listed under a hub, admins over the Zoom web portal (who manage the overall Zoom account) can see the profile pages of hubs under the Zoom account, as well as delete the hubs and cancel events listed under the hubs themselves.