How to Schedule Your Free Teleconference

It’s easy. Just follow these simple steps.

  1. Log into this site. If you have not yet registered, register here.
  2. Find a free time slot by checking our events list or calendar.
    Note we need a little time to set up the meeting and send you the link, so you should book at least 24 hours ahead to be sure we can do this.
  3. Schedule your teleconference by clicking  here and click on the “Add New” button to create your wonderful new event.
    Briefly describe the event so we can check it is suitable. We cannot host events which are not in the public interest.

Procedure for booking your Zoom meeting

The administrator will:

  1. Schedule your event on Zoom
  2. Edit your event title on this website by adding “booked”
  3. Send you a link so you can circulate to people who want to join the meeting.

Important notes

Checking your event has been booked

In the light of item 2 above, it is important you do not use the word “booked” in your title, otherwise the administrator might fail to book your Zoom conference!

If you do not receive an email containing the link to join the meeting within 48 hours, please contact the administrator at and ask them to book the event.

What happens on day of your event

Anyone with the link will be able to join the meeting so if the meeting is private, only make it available to those who need it. See below for what people see when they follow the link.

On the day of the event, we will start the meeting about 15 minutes before it is due to commence. Once you have joined, we will hand the Host over to you and leave the meeting.

The most important function of the Host is to remove unwanted people from the event. This is very uncommon but the host needs to be aware of the procedure, which is:

  1. Click on the Participants link at the bottom of the Zoom window.
    This will open a box showing the list of participants.
  2. Hover your mouse over the person you wish to remove.
    You will see a button labelled “More”
  3. Click on More and then on Remove.
    That will remove the person from the meeting.

How people join your meeting

On a Device with Zoom Already Installed

When people click the link, if they already have installed Zoom on their device they will be taken to the meeting.

On a PC Without Zoom


They can either download the Zoom app (which gives them full participation on the meeting) or run the meeting from a browser (which has slightly less power than the Zoom app).

On an Android or Apple Device

They will have to install the Zoom app…



Help — 3 Comments

  1. I scheduled a practice meeting today. in preparation of a board meeting on Thursday. I failed completely to acually host the meeting – no clue how to invite the two guinea pigs in. I’m sure it’s easy when you know how, but it stumped me. Can you provide me with an idiot’s guide to actually starting a meeting? many thanks Margaret Egrot co chair Age UK Coventry and Warwickshire.

    • Hi Margaret,

      Thanks very much for trying this out and sorry we have not explained the booking system in enough detail.
      I will add more information to the website today.
      In short, you need to book at least a day or two in advance since we need to manually set up the event on Zoom.
      In addition you need to write a few words describing the event so we can approve it. We do not approve events which can be harmful or against the public interest.

      If you wish to try again I’d be happy to set the meeting up for you.

  2. Thanks. I’ll schedule the Thursday meeting now. It’s a board meeting for Age UK Coventry and Warwickshire – one of the Lord Mayor’s charities of the year so, hopefully, we meet with your approval!

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