Your Webex Events App is the resource hub for in-person attendees and the digital venue for virtual attendees. A Webex Events App is also the backbone of nearly every other Webex Events Product. The features and information in your event flow between Registration, Branded Apps, Lead Retrieval, and Live Display.

Two screenshots of the Sponsors feature in the Web App and Mobile App.

Because the Webex Event is so critical, building your event is usually the best place to start your journey on the Webex Events Platform — even if you're using Webex Events Registration or a Branded App.

This article shows how to build an event in the Webex Events Platform and offers tips on configuring it to work with the other products. You'll be amazed at how quickly and easily your event takes shape! 👍

Contents

Video Guide

The video below walks through the technical steps of creating an event in the Webex Events Platform. Although the video focuses on events, these steps also apply to communities!

Event creation options

There are three ways to start building an event - templates, cloning, or from scratch:

  • Start with a template - If you're a current customer and want a jumpstart on creating your first event, you can request a template using this form. 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's basics and content. ⬇️

  • Clone an old event - If your event is similar to a previous one, you can easily clone the old event to get a major head-start on building the new one. 🏃 Learn more in our article about cloning event content.

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

Create an event

From any page in the Webex Events Platform, click the Event App button, then My Events. The My Events page lists all the events you've created. To make a new one, click Create Event.

Screenshot of the My Events page. The Create Event button is indicated.

The first step of creating an event is the Event Basics page.

Event Basics

Consider the what, where, when, and how of your event app. Don't worry — you can come back and edit things later as needed. The Event Basics page has 3-4 overall steps depending on which Event Type you select.👇

⚠️ Caution! To save your new event, start by making sure to at least fill out the minimum required info on each of the Event Basics sections in one sitting, and remember to click Save & Continue once you've reached the Privacy Settings section.

Event Details

Screenshot of the Event Details page.
  • Event Name - Enter the name of your event. We recommend that this follow the same naming convention that you've used in other materials, such as your website. Make sure attendees know what the event is. 🧠

  • Event Description - Describe what your event is all about! This could be copied and pasted from your event website if applicable. A few important things to consider when creating the description are:

    • Does your event have a theme?

    • Who attends this event?

    • Do you want to highlight your event sponsorship 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.

  • Best Email Address to Reach You - This field is internal-only, and will serve as the main point of contact for the Webex Events Platform. The email address should belong to someone who has access to the Webex Events Platform.

  • How many attendees are you expecting? - This field is internal-only and helps us measure adoption of your event app and load on our servers. Enter the number of attendees that you are anticipating for the event.

  • Pick an Event Type - Select how attendees will interact with your event content. If all attendees will be physically present at the event venue, select In Person. If all attendees will be participating online with no physical location, select Virtual. If there's a mix of in-person and virtual participants, select Hybrid. For more guidance on picking an event type, check this out.

    Screenshot of the

When you're done with the Event Basics, click Next.

Event Location

If you selected either In Person or Hybrid as the Event Type, complete the following page. If you selected Virtual, skip to the next step.

Screenshot of the Event Location page.
  • Event Location - Search for the event venue using the embedded Google Map search.

  • Venue Name - Enter what people would usually call this location in a conversation. Example: "Downtown Indianapolis Hyatt."

  • Venue Address - The address will auto-populate based on the Event Location. Double check that the address pulled from the Google map is correct.

When you're ready, click Next.

Event Date & Time

Select the start and end dates and times for your event.

Screenshot of the Event Date and Time page.

⭐️ Keep in mind, we recommend that the start and end dates encompass all of your sessions and activities, such as pre-conference workshops, post-conference workshops, or social events.

Click Next when you're done.

Privacy Settings

Screenshot of the Privacy Settings page.

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

There are three options to choose from - Public, Event Code, and Invite Only. Deciding which one is right for you can depend on several factors. For a complete look at each setting and a helpful decision flowchart, check this out!

When you've selected a Privacy Setting, don't forget to click Save & Continue. If you don't save your new event, you'll have to create your event again from scratch, and no one likes to lose their hard work!

Screenshot of the Save & Continue button on the Privacy Settings page.

After you click Save & Continue, you'll land on the Features page.

Screenshot of the Features page.

At this point, the information you've entered in your event so far is saved, and you can come back later to edit it if you need to.

Features

Features are what your attendees interact with in your Event App. With 22 (and counting) features to choose from, you might be a little overwhelmed when deciding which ones you need. For a quick overview of each feature, check this out. We also have complete guides to adding, editing, and managing every single feature. 📚

Screenshot of the

Every event starts with three basics features - Overview, Attendees, and Announcements.

Click the Add Features button to add even more. In the modal that appears, click Add under each feature you want. Click the X in the top right corner when you're done.

⭐ Keep in mind, most features can be added more than once. This can be useful for having multiple types of Video Rooms or different tiers of Sponsors, for example.

Screenshot of the Add Features modal.

Managing features

When you add features, they appear in the Selected panel. Click and drag features to swap their positions. Use the arrow icons at the bottom of the Selected panel to see more features.

Animated GIF showing someone switching between feature pages and reordering two features.

The Preview on the right shows you how the Mobile App looks. To try out the Web App version, you'll have to publish the event first.

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

Screenshot of the Selected panel. The Edit, Settings, and Delete buttons are visible.
  • Settings - In this modal, you can rename the feature and assigned a custom Icon. You can also 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 Event App.

    Screenshot of the Settings modal for a feature.
  • Edit - For list-based features such as the Agenda, Web List, 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, Overview, or Live Stream features, a simple configuration modal appears. Refer to the feature guide for each feature to see the exact behavior.

  • Delete - Any feature except the Announcements feature can be deleted from your event. Be careful! When you delete a feature, any information you added to it will also be deleted, and you can't see metrics for them.

When you're done adding features, click Next. You don't have to completely fill out and customize every single feature before you publish your event, but we recommend simply adding most of the features you'll be using and customizing the icon for each.

Appearance

The Appearance page is where you upload your event logo and cover image, and choose the layout for your event app's home page. To make sure your event's graphical elements will wow your attendees, check out our Look Book for inspiration, and take our Webex Events Academy course on Designing a Beautiful Event. 😍 🎓

Screenshot of the Appearance page.

Images

Before you publish your event, you must upload a Logo and Cover Image. These appear to attendees on both the Mobile App and Web App.

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

Screenshot of the Images section of the Appearance page.
  • Logo - The Logo appears on your event's login page and overlaid on the Cover Image on the Mobile App's home page, as shown below. Accepted icon formats and dimensions are:

    • JPEG or PNG

    • Minimum: 100px by 100px

    • Recommended: 500px by 500px

    • Maximum: 1000px by 1000px

      Decorative image.
  • Cover Image - The cover image appears behind your event's name on the Mobile App and Web App and in the Overview feature, as shown below. 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

⭐️ Keep in mind, 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 layout mainly affects the mobile version of your event. However, Banners appear on the Web App, too! Not sure which one is right for your event? Check this out!

Click Save when you're done uploading images and selecting your Layout.

Publish the Event

Publishing your event is necessary to link it to Webex Events Registration or a Branded App, or activate Lead Retrieval. However, publishing isn't always the last step of building your event. Attendees won't know how to find and access the event until you tell them, so you can publish and then keep working on getting your event decked out, filled in, and ready to roll! 👍

To publish, go to the Appearance tab, and click the Publish Event button in the top-right corner. In the modal that appears, choose which app the event will be published to.

  • If you're using a Branded App, select your app, and click Next. Haven't started making your Branded App yet? Don't publish your Event App just yet! Click the Create App option, then check this out for instructions.

  • If you're not using a Branded App, select Webex Events App, and click Next.

Screenshot of the Publish Event modal with the Publish Event button indicated in the background.

Now, select the Team that's linked to your Webex Event credits, and click Publish Event. If you don't have any event credits, you'll be prompted to contact our support team to arrange purchase.

Screenshot showing the team selection step of publishing an event.

Congratulations — you've just published your event! 🎉

Next steps

Use the links in each section below for specific instructions. 📚

  • Event - You can keep adding features and filling in information at any time after your event and app are both published — even during your event! Any changes you make to your event will be reflected in the mobile app within a matter of seconds.

  • Registration - If you published your event so you could configure Groups for registration, you're ready to start creating your Registration Event and making Checkout Forms.

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

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

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

  • Test! - It's very important to test your event to make sure everything looks and behaves how you want it to! Hold off on testing until the event is ready for attendees to join. You don't want to overlook problems arising from edits made after testing.

  • Announcing - When you're ready to welcome attendees into the Event App, spread the word using our handy App Access Templates!

Questions? Chat Us or Email support@socio.events

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