First click ‘schedule a meeting or webinar’ and remember to use the same title and summary as you have when you created your event on Beautystack (this saves any future confusion!). Next set the date and time! You can also finesse the settings regarding having your ‘host’ video on, and the participants set to video off – which you can also change on the day as they enter the Zoom! There’s also a fantastic ‘waiting room’ feature which is ideal to have on – as you can then submit the attendees into the event one by one as they log on!
Once you’ve saved these settings, your ‘registration URL’ will appear. You’ll then want to copy this link, and paste it under the ‘Online Field’ of your Beautystack event form. Once your attendee’s register to the event, they’ll automatically be sent an email from Beautystack that includes the access link.
Ready to go live?! Click ‘start meeting’ on either the meeting or webinar page beside the event on Zoom.
Practise makes perfect!
Getting the hang of hosting an event on Zoom can be a bit daunting at first, so we find having a practise session beforehand essential. How to do this? Invite a friend to join using the same link that is sent to your attendees, and give it all a proper run through!
WTF is spotlighting on Zoom?
Spotlighting is when you make one of your cameras/screens the only picture you (the host) and everyone else can see in the virtual event. Without spotlighting, during the event the screen would flicker between anyone who makes a sound - which isn’t ideal if you’re running through a presentation. You can spotlight yourself (keep the screen on you), or spotlight another attendee by upgrading them to co-host.
As best practise, we recommend asking attendees if they want to be on camera/talk by raising their hand. By doing this, any attendees who raise their hand will go to the top of the attendee list and you’ll be able to see the names of those you want to promote to co-host and then spotlight. And then, once they’ve finished with their question/input – feel free to remove the spotlight and co-host status.
How do I get a virtual background?
Virtual backgrounds are a fantastic way to have a waiting image for people arriving. It’s super reactive to movement, so make sure you cover your camera with a sticker, a sticky note, blu tac to keep it perfect ✨ Then once your event kicks off, you can either remove the cover and step into frame if you want your virtual background to appear behind you (ideal if you’re not thrilled about showing your IRL background), or turn it off completely… totally up to you!
To add virtual background on Zoom go to preferences > virtual background > add an image.
Wanting background music at your event?
Playing background music throughout your event is an excellent way to set the vibe. Rather than playing it off your phone when streaming from your computer, we recommend playing it directly from your computer. That way when you mute yourself, the music will continue.
As best practise, we recommend always muting yourself unless you are talking. The audio is super sensitive so attendees can hear you click your mouse, type, move around or noises in the background of your house. It’s fine if you’re talking because your mic will override any other noise, but if you’re not talking it’s best to keep yourself on mute and let the music play.
To play music from your computer go to the bottom of the window > share screen > advanced > computer or music audio only.
Once it’s on, get your Spotify playlist up, and turn yourself on mute while your attendees arrive.
It’s finally here… starting your Zoom event!
During the first few minutes of your event, make sure to allow a few moments to monitor your DMs/emails to ensure everyone who has a ticket has been able to access the event. No matter how many times you host an event, you’ll find there’s always an attendee with a faulty link. While sorting these teething issues, try not to stress. Just keep your virtual background up, with the music playing, and let attendees know that you’re just “...checking that everyone’s got in okay!” or ask a friend beforehand to help you out by being on your DM’s with the link to hand.
For security reasons: if you have a waiting room, do not let anyone in with a usernames that isn’t a full name or recognised business. We’ve found from previous experiences that if they are a legitimate user and are unable to get into the class, they’ll just DM or email you for access. This is better than risking it.