OnZoom event Host Frequently asked questions
Event hosts can easily create events on OnZoom and list them as well as monetize them to reach new audiences with ease. You can register for free or paid events, as well as a hybrid event where both free and paid tickets can be used to attend. During online events, Zoom’s platform can be used by the hosts to provide attendees with a way to interact with them.
How to get started as a Host
In order to be able to host events, you need to apply for hosting on OnZoom by going to their website and filling out the form.
OnZoom event options
It is possible for hosts to create an event or a series of events. Depending on the type of event, there may be free tickets available, paid tickets available, or a hybrid of the two. The ticket price of paid events must be at least $1.00 for at least 28 days prior to the event date. It is not possible to create a paid event more than 28 days before the date of the event.
OnZoom hardware partners
You may be able to elevate your sessions with one of the OnZoom hardware partners based on the type of event that you plan on hosting. There is a better chance of getting good video quality if you have the necessary video hardware to support your event. This will be particularly important for events where you will be moving around a lot (e.g., a workout class, technical demonstration, or field trip). We partner with hardware partners who provide Zoom-compatible microphones for music-focused events.
There are a number of hardware partners for OnZoom, including:
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Neat
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Poly
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DTEN
How to use event security best practices
When you create an event, we recommend that you run it using the default settings so that there is an increased level of security.
In terms of improving the quality of your event, such as eliminating background noise from Attendees and giving you more control as a Host (such as reducing interruptions), enabling security options may improve your event, but the event may also be less interactive as a result.
Notes:
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We have disabled the feature of displaying profile pictures for attendees who attend an event with a free ticket, so that disruptions can be minimized during events.
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In order to make the event run smoothly, it is recommended that the host starts 10-15 minutes before the event begins. Create a free private ticket for them if you need a co-host, and when your meeting starts, let them know that they will be promoted to co-host.
When creating an event, you have the option of enabling the following advanced options under Advanced Options:
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Taking part in the event
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There is a 15-minute grace period for attendees to join the event before it begins
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Room for waiting
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Event Security
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The screen names of attendees can be changed at any time
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It is possible for attendees to share their screen with each other
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Cloud Recording Settings and Access Permissions
Note: Recordings made in the main room of your event are the only activity that will be recorded when you record to the cloud. During the event, there are no records of what happens in breakout rooms.-
Ensure that video and audio recording is enabled for the host as well as all participants
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During the start time, an automatic recording will be made
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With your registration, you will receive free access to the cloud recording of this event
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Private events and tickets
Organizers have the option of scheduling events that are private and invite-only and have the option of omitting these events from listing on the OnZoom event calendar.
A private event’s guest list may be placed by the event host if there is a reason for such a list to exist, or if an event is only available to registered users who are signed in or who have not been placed on the event’s guest list by the event host.
Whenever an event is held where both public and private tickets can be purchased, the page for that event will provide a registration option so that guests can choose between them.
Upon registering for an event with both private and public tickets, a user will be able to view only the public tickets when they register for an event that has both private and public tickets available. OnZoom users who do not have a guest list associated with their account will not be able to view private tickets.
Users can be added to the guest list by the host by following these steps:
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One by one, adding emails to the list
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A CSV file can be used to import emails
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Domains to be added to the list
Note: The guest list can be expanded at any time during the event and additional users can be added at any time before and after the event starts.
How to manage tickets
Track ticket sales
For the purpose of tracking the sales of tickets for an upcoming event, follow these steps:
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OnZoom requires that you sign in.
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Click Manage in the top-right corner of the page.
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Click on the Events link in the navigation menu on the left.
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On the Upcoming tab, you will find a list of upcoming events.
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Click the ellipses to the right of the event that you want to see the sales results for, then click on View Event Summary, to see the details of the event.
View ticket sales for an event that has already ended
Ticket sales for events that have already taken place can be viewed by clicking on the following link:
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Join OnZoom by logging into your account.
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Click on the Manage button in the top-right corner of the screen.
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Click on the Events link in the navigation menu on the left.
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To access the Past tab, click on it.
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When you click on the ellipsis next to the event you want to view tickets sales for, click on the ellipsis, then click on View Event Summary in the drop-down menu.
View orders for a specific event
For an event-specific list of orders, follow the steps outlined below:
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OnZoom requires that you sign in.
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You will find a Manage button in the upper right corner of your screen.
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Go to the navigation menu and click on Events.
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Find your event on the “Upcoming Events” or “Past Events” tab.
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You can view the orders associated with an event by clicking the ellipses next to it, then clicking View Event Summary within that ellipses.
View and approve refund requests for a specific event
A refund request for a specific event can be viewed and approved by following the steps below:
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OnZoom requires that you sign in.
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Go to the top-right corner of your screen and click Manage.
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Select Events from the navigation menu at the top of the page.
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Find the event you wish to attend in the Upcoming or Past tabs.
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Click on the ellipsis to the right of the event you would like to see, and then click on View Event Summary to view the summary of the event.
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Refunds can be requested by clicking the Refunds button.
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If the purchaser has requested a refund, click on Approve Refund to the right of their name.
Note: In order to be able to provide the event Host with contact information about registrants, such as their email address, OnZoom requires that the registrant check a box allowing OnZoom to share this information with them. If the host clicks on View Event Summary, he or she will be able to see a list of all the registrants at the event.
How to edit events
By choosing the Manage tab, then clicking Events, hosts will be able to edit their drafted and published events within the system.
OnZoom events allow you to edit the date, time, and ticket-sale window of an event at any point before it is sold, as well as the cancellation policy at any point before it is sold. As soon as a ticket has been sold, the only thing that can be edited is the copy and images of the event, along with adding new ticket types, after the event has been sold. The Host can edit the type of ticket for private tickets that have invitees after the event has been published in order to include more invitees.
Changing an event’s date, time, or cancellation policy when a ticket has been sold takes place at the Host’s discretion. In this case, the Host is responsible for canceling the event, reimbursing the ticket purchases, and relisting the revised event.
How to duplicate events
A host may duplicate an event that has already been drafted, published, or that has already taken place in the past.
Duplicating an event is as simple as the following:
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OnZoom requires that you sign in.
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Click Manage in the top-right corner of the page.
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Go to the navigation menu and click on Events.
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Duplicating an event is as easy as finding it.
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You can duplicate the event by clicking the ellipses to the right of the event and selecting Duplicate Event on the next screen.
How to cancel events
The hosts of upcoming events have the option of cancelling them. Registrants will receive a refund automatically to their credit cards if a Host cancels a paid event and a refund has been made to the registrant.
Note: Depending on your agreement with PayPal and/or Stripe, PayPal and/or Stripe may not be able to refund the Host’s transaction fees and these fees may be deducted from the Host’s PayPal business account or Stripe account as part of the host fee.
Cancellation of an event can be done as follows:
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OnZoom requires you to sign in before you can use the service.
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Go to the top-right corner of your screen and click Manage.
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Select Events from the navigation menu at the top of the page.
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On the tab that says Upcoming, click the link.
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It is possible to cancel an event by finding it on the event calendar.
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If you wish to cancel your event, you must click the ellipses to the right of your event, followed by Cancel Event.
How to delete event drafts
An event can only be deleted if it has not yet been published. As soon as a draft of an event has been published, it is considered live, and will only be able to be canceled once it has been published.
In order to delete a draft of an event, follow these steps:
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OnZoom requires you to sign in before you can use the service.
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Click on the Manage button in the top-right corner of the screen.
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Select Events from the navigation menu at the top of the page.
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Go to the Drafts tab and click on it.
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The first step to deleting an event is to find it.
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You can delete an event by clicking the ellipses next to your event, then clicking the Delete Event button.
Ticket payment options
Note: Please be sure that the email address you enter to create your PayPal business account and/or Stripe account is the same as the one you enter to sign up with Zoom and OnZoom. This will ensure that your PayPal and Stripe accounts work together.
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It is necessary to have a PayPal business account in order to host and collect payments for paid events on OnZoom, as well as to have a Stripe account. In order to host paid events on OnZoom, you will need to set up a PayPal business account and a Stripe account if you do not already have either. Once you have both accounts, you can link them together.
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Ticket purchases can also be made by direct credit card payment if you wish to purchase paid tickets.
Ticket cancellations and refunds
Note: It is only possible to receive a refund for events that have been paid for.
Cancellation policies and penalties for refund failures
Upon setting up an account, you can specify which order-cancellation policy applies to their events as a default. During the process of creating a new event, it is possible to modify the cancellation policy.
If during the registration process the attendee cancels their ticket 1 hour or more before the event starts, the default cancellation policy states that the attendee will receive a full refund. A second option is not to accept any cancellations of tickets, which would be the alternative.
Refund requests which do not process will be sent a notification asking you to add funds to either the PayPal business account linked to your OnZoom account or the Stripe account linked to your OnZoom account, and allowing you to retry the refund transaction. You will be restricted from using your Host privileges until the refund request has been processed and approved by the bank. As long as the event is scheduled to go live during this time, you will still be able to host it, but additionally, you will not be able to sell additional tickets for this event at this time.
Should the refund process fail to be successful within 7 days of the date of your initial refund request, your Host privileges will be suspended. Depending upon your PayPal business account and / or Stripe account’s balance, you may be able to reactivate your Host privileges by contacting Zoom Support.
Payouts and fees
Depending on whether you choose to use PayPal’s services or Stripe’s services, payouts and fees will vary.
Error message from PayPal when refunding or comping a ticket
If you attempt to initiate a ticket refund or comp a ticket through PayPal, you will receive an error message that is caused by either of two factors:
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To make sure that your PayPal account is able to process your payouts, you need to ensure that you have a sufficient amount of funds in your account. You will receive this error if you attempt to withdraw either from your personal PayPal account that withdraws from a bank or credit card source, rather than from your referral account, which draws funds from your PayPal balance when making a withdrawal. Furthermore, it is also important to keep in mind that your PayPal sandbox account has its own balance; therefore, you will be required to verify that it has an adequate balance when testing with a sandbox account before testing with your live account.
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As a result of country or account regulations, it is not possible for the recipient to receive the funds in the currency code which they are being sent in.
How to disable PayPal Instant Payment Notifications (IPN)
In the case of PayPal, IPN refers to the fact that PayPal can deliver messages to your websites’ back-end systems (for example, in response to a payment) directly from PayPal itself.
IPN messages sent by PayPal can be disabled by following the steps below:
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Ensure that you are logged into your PayPal account.
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You will find the Setting icon at the top right corner of the screen.
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Please click on the Seller Tools link.
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On the right hand side of the Instant payment notifications, click on the Update button.
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Select the IPN settings you would like to use.
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If you want to disable receiving IPN messages, click Disable receiving IPN messages.
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Then click on the Save button.
How to apply for tax exemption
Hosts who are eligible for tax exemption may apply during the onboarding process or at any time after logging into the Host Dashboard by going to Tax Settings and then to Billing, under the Billing section, to apply for tax exemption. As long as the application is accepted, there will be no sales tax collected from attendees purchasing tickets for paid events if the application is accepted.
Donations
When the event host enables and creates a fundraiser for their event, it will automatically go live on the event page as soon as it is published once it has been enabled. For both upcoming and past events, you will be able to access it via your Attendee ticket dashboard. All the money raised goes straight to the 501(c)(3) nonprofit organization selected as a recipient of the funds. All transaction costs will be covered by Zoom.
Flagged events
There is a possibility that the Trust and Safety Team can take up to 72 hours to complete its review of an event after it has been flagged by Zoom or reported by another user.