The timing sequence for when you should make a Session "Available At" in Expo Pass and when you should start the Webinar/Meeting in Zoom can be tricky.
Here are some best practices to consider before kicking off a Zoom Webinar/Meeting in Expo Pass, assuming it will be embedded into the session (using Zoom SDK).
Sequence of Timing Guidelines
Open up your Zoom Webinar/Meeting for your Hosts and Panelists at least 15 minutes before the scheduled start time.
Start Zoom Webinar 5 minutes before the actual start time and start “Broadcasting” - make sure that all panelists and hosts are muted.
Post up a placeholder slide in Zoom: “This session will begin at 10:30am EST.”
Set Expo Pass “Available At” time 3 minutes before the actual start time.
Attendees can now "Join" the Zoom Webinar and will see the slide (#2 above).
At the noted session start time, pull down placeholder slide and unmute your Hosts/Panelists
Your session is now live!
Here is a more thorough overview of each step.
1. When creating your Zoom Webinar, please make sure you check the box “Enable Practice Session,” which will allow you to “Start this Webinar” with your panelists and co-hosts in practice mode before Attendees can enter.
In Zoom, open up your Webinar for your Hosts and Panelists at least 15 minutes before the scheduled start time. Remember, Hosts and Panelists enter the session via Zoom and not through Expo Pass.
At this time, the host (co-hosts) will see an orange banner at the top of the window, letting them know that they are in practice mode. Have no fear, attendees will not be able to join the practice session.
2. Start your Zoom Webinar 5 minutes before the actual start time and start “Broadcasting” - please make sure that all panelists and hosts are muted.
3. Post up a placeholder slide in Zoom. For example, “This session will begin at 10:30am EST.”
4. When you added your Zoom meeting ID and password into Expo Pass, you also needed to set your "Available At" and "Available Until" dates/times. Please make sure that you set the “Available At” time 3 minutes before the actual start time.
Why follow this timing sequence?
The countdown timer is tied to your “Available At” time, not the actual session start time.
Once the “Available At” time is reached, the countdown timer will change to [Join]. At this time, if the attendee clicks [Join] they will then be allowed to enter into the live Zoom Webinar/Meeting. If the “Available At” time was the exact same time as the Session start time, there wouldn’t be enough time for your attendees to log in if you expect to start talking right away.
If you do not start “Broadcasting” your Zoom Webinar/Meeting before the “Available At” time, when the Attendee clicks “Join” they will get an error message from Expo Pass. This is because the Zoom Webinar/Meeting has not officially started yet.
Here are other articles that may help you with your embedded Zoom Webinar:
If you have any other questions, please reach out to your dedicated Event Success Manager or review other help articles in our: