Webinars and Webcasting for Large Events

Current Bryn Mawr faculty, staff and students can host three types of online events using existing College-provided software:

  • A fully interactive Zoom Meeting with up to 300 participants.
  • A Panopto “webcast with unlimited viewers.
  • A webinar-like event created by combining the two: a Zoom Meeting for interactive participants that is livestreamed to a Panopto webcast for a larger viewing audience. If more that 300 people are expected for a Zoom event, you can use this method to enable the overflow audience to view without participating.

In all cases, you can schedule the events in advance, get links to share with participants and/or your audience, and record the event for later on-demand viewing. Participants and viewers DO NOT need Zoom or Panopto accounts to join or view.

Note: Zoom’s Webinar option is not included in our standard license. Departments can purchase annual Webinar add-ons for $700-1400; please email help@brynmawr.edu for more information. 

Table of Contents


Meetings, Webcasts, and “Webinars” Compared

Max attendees Audience Visible/Audible? Registration Waiting Room Recordings
Zoom Meeting 300 Can use focus mode to hide participants, but anyone can unmute. Yes Yes Meetings recorded “to the Cloud” are uploaded to Panopto. Panopto link can later be shared for on-demand viewing.
Panopto Webcast Unlimited No No* Yes Automatic; webcast link becomes on-demand viewing link
“Webinar” using Zoom and Panopto Unlimited No No* Yes Automatic; webcast link becomes on-demand viewing link.

*Panopto does not have a built-in registration option; however, you can create one by asking audience members to register in advance via a Wufoo or Microsoft Form and emailing or displaying the webcast view link once they do.

Webcasting with Panopto

A Panopto webcast is a recording in progress that is streamed over the Internet for an audience to watch while the recording is underway. You create a webcast link in advance to share with your audience; what viewers see when they click on that link depends on the timing:

  • Prior to the event — a “waiting room” with the event title, description, and preview image
  • Once you’ve started the webcast — a livestream of the event
  • After the webcast is over — the recording of your webcast (you can hide this if you don’t want to provide a recording)

Prefer video? Watch Panopto’s webcasting walkthrough.

In Advance: Set Up Your Webcast URL

  1. Log into https://brynmawr.hosted.panopto.com using Moodle or SAML and your college credentials.
  2. Click Create, then choose Webcast from the drop-down menu.

Panopto Create menu expanded with "Webcast" is highlighted by a red box.

  1. Enter a Title and Description, then click Create.
  2. Use the Settings > Overview window to:
    • Edit the Title and Description
    • Add an optional Preview Image (click Edit, choose a picture, then Save).
    • Enable a text-based discussion board where viewers can post public comments by checking the Allow viewers to post comments.
    • Use the Downloads menu to control whether viewers can download a copy of the recording (by default, only people with Creator permissions for a video can do this).
  3. Copy the Viewer link and paste it into whatever media you are using to advertise the event to your audience (email, web pages, etc.).

Warning: Webcasts are single-use only — about an hour after you stop one, it becomes a recording and cannot be used for further livestreaming. Don’t test your webcast if you’ve shared the viewer link with an audience; instead, create an a second webcast to use for testing. We do strongly recommend conducting at least one advance test run using the computer and equipment you will be using on the day of your event so you can catch and fix any technical issues.

Just Before the Event: Start the Webcast

  1. Log into the computer you are using to record the webcast and launch the Panopto app.
  2. Click the Join Session button. (Do not click Record yet!!!)
Panopto application. On it, the button "Join Session" is highlighted by a red box.,
Recorder Window on PC with Join Session button highlighted.

 

Recorder on Mac with Join Session highlighted.
Recorder on Mac with Join Session highlighted.
  1. Choose your webinar from the drop-down menu. (If you don’t see it listed, double-check that you are the user who is currently logged into Panopto; you may need to log out and log back in.)
  2. If you want to capture video, choose a Video source under Primary Sources, then configure your camera as needed.
  3. Check your Audio levels by speaking; adjust using the slider bar if needed.
If you are webcasting from a classroom and have difficulty with the microphone or video, please contact Multimedia (multimedia@brynmawr.edu or 610-526-7449) for help.
  1. Only check the Capture Computer Audio box IF you plan to play media with sound on the podium computer during the talk AND you want to include that sound in the recording.

Screen shot of recorder controls

  1. Select and configure any Secondary Sources you want to capture.
  2. When you are ready, click (record) to start the webcast/recording.
  3. If you are capturing a screencast, minimize the recorder window so that it is out of the way.

Webinar-Style Events Using Zoom and Panopto

Prefer video? See Panopto’s How to Webcast with Zoom and Panopto demo.

  1. Schedule your Zoom Meeting and invite any speakers, moderators or panelists — that is, anyone who will need to speak and/or share their video and screens to that meeting.
  2. Create a Panopto Webcast using the instructions above. Publicize or share the webcast Viewing link with people who will view and listen to the event, but not speak.
  3. Finally, enter data from Panopto into Zoom to create a Live Streaming connection between the two:
  1. Open a web browser window and log into https://brynmawr-edu.zoom.us.
  2. Under Meetings > Upcoming Meetings, find the meeting and click on it to open the Meeting information page.
  3. Scroll down to the bottom and click Live Streaming.
  4. Click Configure Custom Streaming Service.  Here is where you will paste information from Panopto to create the live streaming connection.

Zoom's configure custom streaming service

  1. Leaving Zoom open, open another browser window or tab and log into Panopto.
  2. Find your webcast and click Settings.
  3. Click Manage.
  4. Change the Webcast Type to RTMP Source.

Panopto webcast settings window with Manage tab visible and arrows pointing to the RMTP radio button and the Server URL and Server Keys to copy

  1. Copy the value in the Server URL field, then paste it into the Stream URL field of the Zoom window.
  2. Switch back to the Panopto window or tab, copy the value in the Stream keys and types field, and paste it into the Stream Key field of the Zoom window.
  3. Click Save in the Zoom window to save your changes.