WebEx - Event Center

The Schedule an Event page on your Event Center Web site lets you plan and schedule an online event according to your needs.

• Schedule
• Start
• Join

Schedule

To schedule an event:

1. Log in to your Event Center Web site.
2. On the navigation bar, click Host an Event > Schedule an Event.

The Schedule an Event page appears.

3. Select your event options on this page. You can create invitation lists, customize the registration form, create a post-event survey, and more.
4. Once you finish specifying all the details on the Schedule an Event page, click Schedule This Event.
5. On the Send Event Emails page, select the recipients of the invitation email message, and then click Send Now.

Note: Clicking Send Later takes you to the Event Information page, on which you can send event updates email messages at a later time.

6. Click 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.

Note: The Event Information page displays the event addresses for attendees and panelists respectively. You can copy and paste the URLs in your own invitation email messages if you do not plan to use the automated email system.

Specify Basic Information

1. Required. Event Type. Online Event is the default.
2. Required. Event Name. Name your event.
3. Optional. Choose whether you want participants to register for the event.
4. Optional. Event Password. Enter a password is you would like added security for your event.

Schedule the date and time

Specify the date and time at which the training session starts, as well as its duration.

Specify voice conferencing options

1. Under Teleconference, do the following:
• Optional. Set up a MeetMe instant audio conference for the training session. Click here for details.

Specify Event Options

1. Optional. Description. Type in a description of the event.
2. Optional. Host Image. Upload an image of yourself or the presenter.
3. Optional. Event Material. Upload material you would like to share during the event.
4. Optional. Select your UCF autoplay options. You can display a UCF file or URL when the first attendee joins this event.
5. Optional. Select whether or not your attendees will be allowed to view a list of participants. Select whether you would like to incorporate and/or create a post event survey and a URL to which you can direct your participants after the event.

Specify Attendee and Reservation Options

1. Optional. You can select contacts from an existing address book, import a distribution list in the CSV format, or add new contacts. The number of invitation emails cannot exceed 10,000.
2. Optional. Specify destination URL after registration.
3. Required. Specify whether you would like to incorporate a Registration ID.
4. Required. Specify whether you would like to set a registration password. Enter that password.
5. Required. Specify if you want to set approval rules. This allows you to bar unwanted participants (ie, competitors) from your event.
6. Optional. Create and customize an event registration form.

Specify Presenter and Panelist Options

1. Optional. Panelist into. Add a short bio and/or a photo of panelists for your event.
2. Optional (recommended). Set panelist password. Set a password for the panelists for private entry before the event begins.

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Start

Events do not start automatically at scheduled times. Unless you specify that attendees can join before the host, you must first start an event before attendees can join it.

Once you schedule an event, you receive a confirmation email message that includes a link that you can click to start the event. You can also start the event from My WebEx on your Event Center Web site.

You can start your event from the My WebEx page on your Event Center Web site.

To start an event from the My WebEx page

1. Log in to your Event Center Web site.
2. Click My WebEx > My Meetings.

The My WebEx Meetings page appears.

3. Find the event that you want to start, and then click Start.

The Event window appears.

4. Begin your audio conference as you normally would.

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Join

If the host invites you to an event, you receive an invitation email message that contains a link you can click to join the event. Once you click the link, either the panelist or the attendee entrance page appears. On that page, provide the required information before you can join the event.

Join as a Panelist

To join an event from an invitation email message:

1. Open the email message, and then click the appropriate link.

The Panelist Entrance page appears.

2. Provide the required information, and then click Submit.

The Event Information page appears.

3. Click Join.

The Event Manager window appears.

If you are the first participant in the event, the host will join shortly.

If you did not receive an invitation email message for an event, contact your host to obtain the URL for the Panelist Entrance page. Then join the event from the URL.

To join an event from the URL for the Panelist Entrance page:

1. Go to the URL that the host gave to you.

The Panelist Entrance page appears.

2. Provide the required information, and then click Submit.

The Event Information page appears.

3. Click Join.

The Event Manager window appears.

If you are the first participant in the event, the host will join shortly.

Joining an event as a participant

To join an event from an invitation email message:

1. Open the email message, and then click the appropriate link.

The attendee entry page appears.

2. Provide the required information, and then click Submit.

The Event Information page appears.

3. Click Join.

The Event Manager window appears.

4. If you are the first participant in the event, the host will join shortly.

If you did not receive an invitation email message for an event, contact your host to obtain the URL for the event. Then join the event from the URL.

To join an event from Event Center

To join an event from your Event Center Web site, follow these steps:

1. Enter your Event Center URL.
2. On the navigation bar, expand Attend an Event.
3. Click Unlisted Event.
4. Enter the event number

The Event page appears.

5. Enter any required information, and then click Join Now.

The Session window appears.

The Event Information page appears.

6. Click Join.

The Event Manager window appears.

If you are the first participant in the event, the host will join shortly.

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