Zoom Information for Public Events

Overview

The ease and availability of Zoom makes it an attractive option for many public events, but there are a number of procedural, technical, and security implications hosts must consider before scheduling a Zoom event. A key consideration is protecting participants from the possibility of an unwanted intrusion, or Zoombombing, during an event. This document serves as a guide for event hosts considering Zoom or alternatives to Zoom for a public event. Team members in Franklin OIT and the Franklin Office of Communications are available to provide guidance related to hosting a public event, and it is recommended that event hosts contact Franklin OIT for a consultation, technical assistance, and training.

Does it need to be a Zoom event?

There are a number of alternatives to synchronous Zoom Meetings that make content including guest lectures and performances available to the public (e.g., Kaltura, Zoom cloud recording, cell phone cameras). The first question to consider is, "Does it need to be a Zoom event?" For example:

• Can it be a guest lecture in class or a similar limited-audience event?
• Can it be a limited-audience event recorded for the public to view either streaming or at a later time?
• Can it be pre-recorded or documented differently?

Examples of asynchronous alternative options

Asynchronous events alleviate some of the pre-planning because content can be recorded and edited prior to publication. This allows hosts to focus on the content, not the security. Examples of asynchronous options include:

• Recorded guest lecture published to Kaltura for playback internally (e.g., eLC) or publicly via https://kaltura.uga.edu 
• Pre-recorded interview published to Kaltura 
• Podcast (video or audio) published to Kaltura
• Written interview or article for publication (e.g., departmental website, Franklin Chronicles, professional journal)

Synchronous event options

Recommended

Alternatives

There are some events where using a Zoom Webinar license or streaming an event (either live or previously recorded) is considered an appropriate or necessary alternative. Franklin College recommends the use of Zoom Webinar for public Zoom events, particularly when hosting large general audiences with interactive question and answer sessions. Information about these options and suggested settings are linked below. It is recommended that event hosts contact Franklin OIT for consultation, technical assistance, and training.

• Zoom Webinar Licenses
• Suggested Settings for Zoom Meetings
• Streaming Zoom Meetings and Webinars
• Approved Photography and Video Vendors