Event Center FAQs

Document created by liwise on Jan 27, 2015Last modified by Dave DeCarlo on Mar 8, 2017
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Where can I retrieve my username and password?     

If you can’t remember your username, try one of the following:

  • Your full email address
  • The first part of your email address before the domain (name@mycompany.com)
  • If your organization uses Single Sign-On, your username will be the same as your network login.

If you can’t remember your password, click the Forgot your password? link, then follow the prompts. You will receive an email from which you can reset your password.

WebEx Technical Support cannot reset your password. If you are unable to log in after following the steps above, contact your WebEx site administrator. You should be able to reach your site administrator through your organization’s computer support or IT department. Contact information for your WebEx site administrator may also be included in the password reminder email.


How do I join an event from a PC or Mac?    

You can join an event in any of the following ways:

Open the invitation or registration email and click the link. Enter your name, email address, and the event password, then click Join Now.


Navigate to the WebEx site, then click Live Sessions. Click the name of the session you want to join and enter your name, email address, and the event password, then click Join Now.


To join an unlisted event, click Unlisted Sessions, enter the session number, then click Join Now.


How do I schedule an event?

After you log in, click Host an Event to expand the menu, then click Schedule an Event. On the Schedule an Event page, enter an event type, a password, the event's date and time, as well as any other information you and the attendees will need for the event. Then, click Schedule this Event.


I scheduled my event for 1 hour. Will it end automatically when the hour is up?

No. The event will continue until you end it. Participants can leave the meeting at any time, however.


Can I schedule and start an event from Outlook?

Yes. You can use Outlook to schedule events, invite attendees, and start events. Attendees you invite can join your session from their Outlook Calendars.

To get started, download and install WebEx Productivity Tools from the Support, Downloads page on your WebEx site. For detailed instructions, see Productivity Tools: Integrating WebEx into Outlook (WBS29.13, WBS29.30).


You will need administrative privileges to install WebEx Productivity Tools on a Windows computer.


Once productivity tools are installed, click Schedule Meeting in the Outlook Ribbon, then click Add WebEx Meeting and select a Event Center option from the Meeting Template field.


Can I schedule a recurring event?

No. Because events generally require registration, each event is scheduled individually.


If you need to schedule multiple events with the same settings, create a template, then use it when scheduling.


Can I specify an alternate host for an event?

Yes, if they have an account on the same site. To do so, when you schedule an event, scroll to the Presenters & Panelists section, and click Create invitation. Next, select, import, or create a contact, then select Add as alternate host.


How do I start a scheduled event?    

Unless you specified that attendees can join before the host when you scheduled an event, you must start it before attendees can join. To start an event from your Event Center website after you have logged in, click My WebEx > My Meetings. Find the event, and then click Start. You can also start an event by clicking the link in the confirmation email message.


Is there a limit to the number of people I can have in my event?

Depending on your Event Center service type your organization has purchased, up to 3000 participants can join a WebEx Event Center session. Up to 1000 participants can connect to the audio conference using WebEx Audio - 500 using the phone and 500 using the computer to connect over the internet. If you anticipate more than 1000 people joining the audio portion of the event, consider one of these options:

  • Select the Audio Broadcast option, which allows participants to listen to the event.
  • Contact another teleconference provider.


The participant total includes the host, presenter, panelists, and polling coordinator.


How do I share an application, a file, my desktop, or video during an event?    

After you start your event, click the button at the bottom of the sharing panel on the Quick Start tab. Select what you want to share with attendees, such as a whiteboard or file.  Once you share something, attendees will see what you see. You can also select Share from the event menu bar.


How do I share a presentation during my event?

Select Share > File from the menu bar, or click Share File on the Quick Start page. Locate the presentation file you want to share, then click Open. Use the page controls at the top of the meeting window to move through slides. If you are sharing a presentation created with PowerPoint 2013 or later, the page controls will not advance through transitions and animations.


If you have added notes to a shared PowerPoint presentation created with PowerPoint 2010 or earlier, they will be available to the presenter in the PPT Notes panel.

For best results when sharing presentations created with PowerPoint 2013 or later, use Share Application.


Where can I get a list of global call-in numbers?

When you join the event's audio conference, select I will call  in from the Use Phone drop-down. Then, click All global call-in numbers. Or, from the Event Info screen, click Show all global call-in numbers.


How do I record my event? 

After an event starts, click the Record button on the Quick Start page, or select Event > Start Recording from the menu bar.


Can I turn off the beep notifying me that someone has joined my event?

Yes. On the Schedule an Event page, scroll to the Audio Conference Settings section, then select No Tone from the Entry & exit tone drop-down.


As an event host, can I determine whose video feed is displayed?  Yes. Click a name in the video window to display the Panelist Video Options dialog box, then click the Lock Large Video tab. Select The active speaker, or select A specific panelist and then choose from the list. Click OK or Apply.