Event App Setup Basics

A general overview of creating an event, including video

Emily van der Harten avatar
Written by Emily van der Harten
Updated over a week ago

Your Webex Events Event App is a resource hub for in-person attendees and a complete digital venue for virtual attendees. The features and information in your Event App flow between Registration, Branded Apps, Lead Retrieval, Onsite, and Live Display. Before setting up Live Display or Lead Retrieval, you need to set up your Event App.

This article shows how to set up an Event App in the Webex Events platform. You'll be amazed at how quickly and easily your Event App takes shape! 👍

The Sponsors feature in the Web App and Mobile App.

Event App creation options

There are three ways to start building an Event App:

  • Start with a template - If you want a jumpstart on setting up your Event App, use this form to request an event template. We have a wide variety of event templates to choose from, with the option to include example content if you want a nice model to compare to as you add your content! 🤩

    • After 1-2 business days, we'll notify you when your template is ready. From that point, continue following this article to fill in your Event App's basics and content. ⬇️

  • Clone an old Event - If your Event is similar to a previous one, it's easy to clone an old Event to get a major head-start on building the new one. 🏃 Cloning an Event copies most Registration, Onsite, Event App, Lead Retrieval, and Live Display content, features, and settings. Learn more in our article about cloning Event content.

  • Build from scratch - If you want to start with a blank canvas, simply follow the steps in this article. 🎨 ⬇️

Event App basics

Watch this video or keep reading to learn how to set up your Event App basics.

From your Event's Overview page, click Start on the 'Event App' tile. Haven't set up your Event yet? Create your Webex Event first!

The Event App 'Start' button on the Event Overview page.

On the next page, click Get Started.

Event Details

Now, fill in the following event details:

The Event Details page.
  • Event Title - This field auto-populates with the Event Name you entered when you created your Event.

  • Event Description - Describe what your event is all about! If applicable, you could copy the description from your event website and paste it here. When creating the description, consider these important points:

    • Does your event have a theme?

    • Who attends this event?

    • Do you want to highlight any event sponsors here?

    💡 Keep in mind, when adding images to the description, always do so with the image tool, which is the icon at the far right of the description toolbar.

When you're done with the Event Details, click Save & Continue.

Privacy Settings

Your Privacy Settings selection controls how users gain access to Event App content. Although the Mobile App is available for anyone to download, you can ensure only the right people get access to your Event App content.

There are three options to choose from — Public, Event Code, and Invite Only. Deciding which one is right for you depends on several factors. For a complete overview of each setting, refer to our Privacy Settings article.

The Privacy Settings page.

When you've selected a Privacy setting, click Save & Continue. This takes you to the Features page.

At this point, the information you've entered so far is saved, so treat yourself to a break if you like. ☕

Features

Features are what your attendees interact with in your Event App. With over 20 features to choose from, you might be a little overwhelmed when deciding which ones you need. For a quick overview of each feature, refer to our Event App Features Overview. We also have complete guides to adding, editing, and managing every single feature. 📚

Every Event App starts with three basic features — Lobby, Attendees, and Announcements.

The Lobby, Attendees, and Announcements features on the Features page.

Click the Add Features button to add more features. In the modal that appears, click Add under each feature you want. Use the search bar to find a feature quickly. Click the X in the top right corner when you're done.

💡 Keep in mind, you can add most features more than once. This is useful if you want multiple types of Video Rooms or different tiers of Sponsors, for example.

The steps just described.

Manage features

When you add features, they appear in the 'Selected' panel. Click and drag features to rearrange them. Use the arrow icons at the bottom of the 'Selected' panel to manage more features.

Animated GIF of moving features in the Selected features panel on the Features page.

The panel on the right shows you a preview of the Mobile App. To try out the Event App's web version, you need to publish your Event App first.

Hovering over any feature reveals a Settings (⚙️) icon, an Edit button, and a Delete button.

  1. Settings - In this modal, rename the feature and assign a custom icon. Use the 'Visible To' setting to lock content to certain groups of attendees, such as VIPs. We always recommend choosing or uploading a custom icon to make your brand shine — especially if you're using a Branded App.

    The Lobby Settings modal. The Visible to menu is expanded.
  2. Edit - For list-based features such as the Speakers or Sponsors features, this button takes you to a separate page where you'll add items to the list. For single-item or static features, such as the Web Link, Single Document, or Live Stream features, a simple configuration modal appears. Refer to each feature's dedicated feature guide for details on exact behavior.

  3. Delete - Be careful! When you delete a feature, all information and metrics for that feature are also deleted.

When you finish adding features, click Next. You don't have to fully fill out and customize every single feature before you publish your Event App. We recommend that you start by simply adding most of the features you'll use and customizing the icon for each.

Appearance

Before you publish your Event App, you must upload a cover image and logo and choose the layout for your Event App's home page.

💡 Keep in mind, adding these images is crucial to submitting a Branded App.

In your Event navigation bar under 'Event App', click Appearance to open the Appearance page.

The Appearance page.

To make sure your Event App's graphical elements wow your attendees, refer to our Look Book for inspiration and take our Webex Events Academy course on Designing a Beautiful Event. 😍 🎓

💡 Keep in mind, if you haven't logged in to the Academy since we merged with Webex Academy, read our quick guide to logging in.

Logo

The logo appears on your Event App's login page and is overlaid on the cover image in the Web App and on the Mobile App's home page, as shown in the following image. Keep the logo you uploaded during Event creation, or upload a different one here. Accepted icon formats and dimensions are:

  • JPEG or PNG

  • Minimum: 100px by 100px

  • Recommended: 500px by 500px

  • Maximum: 1000px by 1000px

    The Mobile App home page.

Cover Image

The cover image appears behind your event's name on the Mobile App and web version and in the Lobby feature. Accepted image formats and dimensions are:

  • JPEG or PNG

  • Minimum: 200px wide by 100px tall

  • Recommended: 1000px wide by 500px tall

  • Maximum: 2000px wide by 1000px tall

⚠️ Caution! we don't recommend including text or important information on the cover image since it will be cropped depending on a user's device and its location within the app.

Layout

The Event App layout mainly affects your Mobile App. However, Banners appear on the Web App, too! Not sure which layout is right for your event? Read our Event App Layouts article to learn more. Click Save when you're done uploading images and selecting your layout.

You just set up your Event App basics! Have a treat. 🍬

Next Steps

Use the following links for specific instructions. 📚

  • Publishing your Event App is necessary to link it to a Branded App and access additional menus. Attendees won't know how to find and access the Event App until you tell them, so publish, then keep building your awesome Event App.

  • Event App - Keep adding features and filling in information at any time after your Event App is published — even during your event! Any changes you make to your Event App will be reflected in the Mobile App and web version within seconds.

    • Collaboration - One awesome thing about Webex Events is that you can invite sponsors, exhibitors, and speakers to add their own information to their profile in the Event App! Simply gather contact information from each person or company, add simple Event App profiles for each, and send collaboration invitations.

  • Branded App - If you're using a Branded Mobile App, make sure you've added the following items to your Event App:

    • Logo (you added this when you created your Event)

    • Cover Image (you added this on the Appearance page during Event App setup)

    • Banner images (if you're using the Banners layout)

  • Live Display - Choose what you want to show on your Live Display, then configure the corresponding Event App features.

  • Lead Retrieval - You can now activate Lead Retrieval and start adding Exhibitors.

  • Test! - It's very important to test your Event App to make sure everything appears and behaves how you want it to! It's best to test once you've added most of your content and are ready to launch it to attendees.

  • Announcing - When you're ready to welcome attendees into the Event App, spread the word using our helpful app access templates!

Questions? Chat with us, email support@socio.events, or attend a Face to Face session.

Did this answer your question?