This article explains what Zoom bombing is, why it happens, and—most importantly—what clubs can do to keep meetings safe, welcoming, and professional.

What Is Zoom Bombing?

Zoom bombing occurs when uninvited individuals join an online meeting and intentionally disrupt it. This may include:

• Shouting or playing loud noises
• Sharing offensive images or language
• Taking over screen sharing
• Harassing or intimidating participants

Toastmasters clubs are sometimes targeted because meeting links are publicly shared to welcome guests—an important value of our organization, but one that requires thoughtful safeguards.

Why Toastmasters Clubs Are Vulnerable

Most Zoom bombers gain access through:

• Publicly posted Zoom links on websites or social media
• Meeting links forwarded without restrictions
• Meetings that allow anyone to join and share immediately

None of these are mistakes—many are done with the best intentions. However, a few adjustments to how we configure meetings can greatly reduce risk without discouraging guests.

Simple Steps Every Club Should Take

1. Enable the Waiting Room

The Waiting Room allows the host to see who is joining before admitting them.

Best practice:

• Assign a Sergeant at Arms or Tech Host to monitor the Waiting Room.
• Admit recognized guests individually, especially during larger meetings.

2. Do Not Publish the Direct Zoom Link Openly

Instead of posting the meeting link publicly:

• Post a contact email or registration link
• Send the Zoom link privately after contact is made

This maintains openness while preventing automated or malicious access.

3. Restrict Screen Sharing

Only the host (or co-host) should be allowed to share screens.

Recommended setting:

• “Only Host” can share (host can grant access when needed)

4. Control Microphone and Chat Permissions

During larger meetings:

• Mute participants upon entry
• Allow chat to host/co-host only, or monitor chat closely

This prevents sudden disruptions while still allowing interaction when appropriate.

5. Assign a Dedicated Zoom Host

Every meeting should have someone whose only role is managing Zoom controls.

Their responsibilities include:

• Admitting participants
• Removing disruptive users immediately
• Locking the meeting once all expected attendees have arrived

6. Lock the Meeting After It Starts

Once the meeting is underway and all guests are present:

• Use Zoom’s “Lock Meeting” feature

This prevents anyone else from joining mid-meeting.

7. Act Quickly and Calmly if an Incident Occurs

If Zoom bombing happens:

• Remove the offending participant immediately
• Disable screen sharing and chat as needed
• Reassure attendees and continue the meeting

A calm response helps minimize distress and keeps the meeting on track.

Supporting Our Members and Guests

If your club experiences a Zoom bombing incident, remember:

• It is not your fault
• You are not alone—many organizations face this challenge
• Taking preventive steps demonstrates professionalism and care

Clubs may also wish to acknowledge the incident briefly at the next meeting and reassure members that safeguards are in place.

Final Thoughts

Toastmasters meetings should be a safe place to learn, grow, and practice leadership. A few simple Zoom settings—and a prepared hosting team—can ensure we continue to welcome guests while protecting our members.

Let’s look out for one another and share these best practices within your Area and Division. Together, we can keep our online meetings positive, secure, and supportive.

✅ Zoom Meeting Safety Checklist

For Toastmasters Club Officers

Purpose: Prevent Zoom bombing while keeping meetings welcoming to guests.

🔒 BEFORE THE MEETING

⬜ Waiting Room enabled

• All participants must be admitted by the host or co-host

⬜ Direct Zoom link not posted publicly

• Use a contact email, registration form, or private message instead

⬜ Meeting password enabled

• Share password only with members and registered guests

⬜ Screen sharing restricted

• Set to Host Only

⬜ Join with microphone muted

• Prevents unexpected disruptions on entry

⬜ Chat settings reviewed

• Limit to host/co-host or monitor during the meeting

⬜ Zoom Host assigned

• One person responsible only for Zoom controls (not facilitating)

👥 AT THE START OF THE MEETING

⬜ Admit participants individually

• Confirm names when possible

⬜ Rename unknown participants

• Example: “Guest – Sarah” for clarity

⬜ Co-host assigned

• Provides backup if the main host is unavailable

⬜ Meeting locked once all expected guests arrive

• Prevents late, uninvited entry

🚨 DURING THE MEETING

⬜ Monitor participant list and chat

• Watch for unfamiliar or suspicious behavior

⬜ Respond immediately to disruptions

• Remove participant
• Disable chat or screen sharing if needed

⬜ Remain calm and professional

• Reassure members and continue the meeting

📝 AFTER THE MEETING

⬜ Review what worked and what didn’t

• Adjust settings as needed for next time

⬜ Reassure members if an incident occurred

• Brief acknowledgment and confirmation of safeguards

⬜ Report serious incidents to District leadership

• Helps identify patterns and protect other clubs

⭐ QUICK REMINDER

A welcoming club can still be a secure club.
These steps protect members without discouraging guests.