Manage Zoom Meeting [Facilitator Guide]

This guide will outline the major steps involved in managing a Zoom Meeting as a Session Facilitator. 

For this guide, it is assumed that the Session Speaker will be responsible for sharing their own screen, and potentially a presentation. It is up to the Session Speaker how confident they feel in doing these things. Please be aware that sharing a speaker’s presentation may become the Session Facilitator’s responsibility.

As a Session Speaker using a Zoom Meeting for Live Streaming, there are several important aspects you will need to understand and manage. These include:

  • Accessing a session
  • Starting Live Stream
  • Configure Audio and Video
  • Sharing your screen
  • Controlling Speaker and Attendee Output View
  • Managing Interactive Sessions

Access a Zoom Meeting session

The Event Organiser will be in contact with a Join Meeting URL to access the Zoom Meeting. By clicking this link, you will be taken directly to the Zoom Meeting. 

You will be prompted to download the Zoom App onto your computer. It is advised that you use the Zoom App rather than the web browser, as you will have more control over the session.

For more information, please read this Zoom Help Centre article.

Configure Audio and Video for Zoom Meeting

There are two ways to join meeting audio, joining via computer audio or joining via telephone using dial-in details. Watch the below Zoom Help Centre video for more information on configuring your audio and video.


It is recommended that the Session Facilitator not have their video or audio on during the session, as this can compete with the speaker.

Starting the Live Stream

You will need to enable to live streaming manually for each Zoom Meeting. This can be achieved through the Zoom Meeting interface.

  1. Open the session
  2. Click More in the Host Controls

  3. Choose Live on Custom Live Stream Service​​.
    1. If the organiser configured this webinar for live custom streaming, a browser window opens that shows the progress as Zoom prepares the live stream of your webinar.


Sharing Your Screen during a Zoom Meeting

As part of the Zoom Meeting, you are able to share your screen. This allows you to share Powerpoint slides or other materials. Watch the below Zoom Help Centre video to learn more about sharing your screen.

Controlling Speaker and Attendee Output View

As the Session Facilitator, you are responsible for managing what the attendees can see in the Live Stream. 


  • Only one speaker’s video can be shared at a time when screen sharing
  • All speaker videos can be displayed at one time using Gallery View when not screen sharing 

You may find it useful to pin or spotlight a speaker’s video. This will allow you to display only the relevant speaker in the attendee live stream output. Otherwise, the video will change depending on who is speaking.

More information on controlling the layout of the speaker video layout, please read this Zoom Help Centre article.

Managing Interactive Sessions

If your Session Speaker has chosen to incorporate Interactive Session into their session, it is the responsibility of the Session Facilitator to manage this for the speaker. Below is a list of relevant articles to help with managing the Interactive Sessions Display Screen.