Return to Online Event Planning

Sending Out The Tickets

In Zoom the meeting gets generated and scheduled with a few clicks. You can change lots of the options later and also modify the invite. If you only have a small number of people to invite then sending emails directly works really well, but you always need to be careful with sharing email addresses.

If you send an email with a BCC: to everyone on your list and then CC: yourslelf in then you will know it has been sent sucessfully. It might be worth assigning a Read Receipt and a Delivery Receipt so you know they have got somewhere.

If you are using Mailchimp then make a copy of your campaign and send an updated email to all those who have confirmed. If you are sending to 50+ addresses then it is important to use a service to send the emails or most of the tickets will get marked as spam.

The Zoom meetings invites look like this:


<Name of Account> is inviting you to a scheduled Zoom meeting.

Topic: <Your Event Title>

Join Zoom Meeting
https://us02web.zoom.us/j/[Meeting ID]?pwd=[obfuscated password]

Meeting ID: 111 222 1234
Password: [Randomly Generated]
One tap mobile
+16465588656,,…#,,1#,….# US (New York)

Dial by your location
+1 646 558 8656 US (New York)

Meeting ID: 111 222 1234
Password: [Numeric Password]
Find your local number: https://us02web.zoom.us/u/kd3xav9QLc


There is a lot of information there but all people need is that Join Zoom Meeting address. If they are going to use a phone then they get a numeric audio-only password. They can then tap on the One tap mobile link and their phone will dial everything for them.

You could create a template on Outlook (or OneNote to paste in) with an agenda, any joining expectations and them the ticket. If you put the link at the top then it makes it easier to find.