Schedule an Event

1

Sign in to your Webex site and select Webex Events (Classic) in the left panel.

2

On the navigation bar, select Host an Event > Schedule an Event.

3

Complete your scheduling information, noting the following:

  • Listed events are shown on your Webex site and visible to everyone. Only invitees can see the details for an unlisted event.

  • Registration allows you to learn information about the people who plan to attend your event.

  • You can group related events for a specific project, product, or audience.

  • You can always run reports from My Webex to view information about your events, even if you delete them when completed.

  • If you enter an event password, make sure that it does not contain spaces or double quotation marks (“ ”).

  • If the e-commerce feature is turned on, you can require payment for an event by typing an amount in the Event fee box.

  • If the promotion codes feature is turned on and you offer discounts for event fees, make sure that promotion codes are sent to attendees.

  • Tracking codes can be optional or required, depending on how your site administrator sets them up.


 
If your site administrator has also specified that the same tracking code options appear in your user profile, you can edit your user profile to specify the tracking codes. The codes then appear automatically on the Schedule an Event page.

Date and time

  • Select Plan event time zones to select a suitable time for your participants in different time zones.

  • The estimated duration is for your planning purposes only. An event does not end automatically after the specified duration.

Audio Conference Settings

  • Up to 3,000 attendees can connect to audio using their computers.

  • Select whether you want an entry and exit tone. Choose No Tone to avoid disruptions in your larger events.


     

    When using the Webex Audio option, if the Announce Name feature is selected, those who join using the Use computer for audio option can't record and announce their name.

Event Description and Options

  • You can format an event description using HTML code. If you use a web page authoring program, create your formatted event description using that program, then copy its HTML code and paste it in the Description box.

  • You can upload course materials files no greater than 200MB in size.


     

    You cannot upload executable file types such as .exe, .sh, .bat, and .msi.

  • A destination URL refers to a website that displays after the event ends.

  • For events with many attendees, for Who can view the attendee list, select Only the host, presenter, and panelists to improve performance.

  • The video feature is only available if it has been turned on by your site administrator.

Attendees and Registration section

  • Registration options are unavailable if you require attendees to sign in with single sign-on authentication before joining an event and restrict the event to invited attendees only.

  • If you select Yes for Registration ID required, each attendee receives a unique registration ID after you approve the registration request. This option provides more security for your event.

  • If you require approval for registration requests, you can set up approval rules to automatically approve or reject registrants.

Presenters and Panelists section

  • Invite panelists to assist you during an event. For example, panelists can be part of discussions and answer questions during Q&A sessions.

  • Hosts can also promote attendees to the panelist or presenter role during an event, but it is recommended that you invite panelists in advance, so there’s less to keep track of after your event starts.

  • Check the check box if you want panelists to be able to upload event materials, which will be available before the event.

Email Messages section

  • Including an iCalendar attachment allows invited participants to add the scheduled event to their calendar programs, such as Microsoft Outlook.

4

(Optional) If you plan to reuse similar information, select Save as template.


 

After saving the template, only the host images that were uploaded remain. All other files uploaded to the template like the meeting materials and the image description are deleted.

5

When finished specifying your event details, select Schedule This Event.

6

On the Send Event Emails page, select the recipients of the invitation email message, and then select Send Now.

Selecting Send Later takes you to the Event Information page, on which you can send event updates email messages later.

7

Select OK and Continue on the messages that appear on your screen.

The Event Information page appears. You also receive a confirmation email message that includes information about the scheduled event.

Start, Edit, or Cancel an Event

Task

Action

Start an event.


 

Unless you specify that attendees can join before the host, make sure that you start the event before attendees can join it.

  1. Log in to your Webex Events site.

  2. Select Webex Events > Site Events in the left panel.

  3. Find your event and select Start.

Edit an event.

  1. Log in to your Webex Events site.

  2. Select Webex Events > Site Events in the left panel.

  3. Open your event and select Edit Event.

Cancel an event.

  1. Log in to your Webex Events site.

  2. Select Webex Events > Site Events in the left panel.

  3. Open your event and select Delete Event.

  4. Select email notification options.