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Creating Attendee Instructions and Guides
Creating Attendee Instructions and Guides

Equip attendees to use your Event App to its fullest

Daniel Murphey avatar
Written by Daniel Murphey
Updated over a week ago

All content shared in this article is used with the express permission of the person or organization who created it.

An Event App from Webex Events is extremely customizable, so the possible feature combinations and configurations are nearly limitless. You work hard to build the attendee experience, so when attendees use the Event App to its fullest, everyone benefits. Guidance and help content tailored to your audience, event, features, and branding is the best way to inform and help attendees when they first open your Event App and beyond.

This article provides stellar examples of how other organizers handled their attendee guidance and help content, and it offers guidelines for what to cover. We hope these inspire you as you create your own content.

💡 Keep in mind, some of the content shared in this article may not reflect all current Webex Events features.

Guided app tours and help content

Video guide

If you or someone on your team has some basic video editing experience, a personalized video specific to your event can make a huge impact! Providing attendees with an overview of your specific Event App features encourages them to participate and get the most out of your event. Our customers have created some amazing videos. Here's one we thought was great.

When creating an Event App overview video, remember to move your cursor slowly and smoothly, and don't forget to mention each item you click on or highlight. Consider uploading overview videos to the Video Center and activating Captions & Translations to make your video more accessible and help attendees follow along more easily!

We made a pretty awesome Event App tour, too! 🎺

Video library

This Webex Events customer went above and beyond with an entire library of bite-sized videos for their attendees, including a tour, login and password reset tutorials, and more!

A list of videos on the TACA Autism Conference's Tutorials page.

TACA hosted these videos on Vimeo and then embedded them on their website. Host videos in the Webex Events platform with Video Center and use the Custom List feature to make them available to attendees as Video on Demand content. Activate Webex Events Closed Captions & Translations when you add videos to the Video Center for a more inclusive experience.

Don't have access to video editing expertise? No problem! Use a free screen capture and recording solution like Vidcast to quickly and easily make videos that embed in your Webex Event.

Help center

Creating a customized help center, including help articles, FAQs, and live chat, might sound fancy and difficult. However, it's really simple using a service like, which seamlessly embeds in your app. Read all about it in our article about embedding third-party platforms into your Event App.

A help center embedded in a Web App.

Frequently Asked Questions (FAQs)

We've seen customers get really creative with an FAQ feature! FAQs for attendees are often organized in a Custom List feature or a Single Item feature, depending on the desired format. In the Custom List feature shown in the following screenshot example, attendees can review key pieces of information, which takes some of the burden of answering these questions off your team.

An FAQ feature in the Mobile App.

Written guide

A PDF document is easy to share. Email it, add it as a Single Document feature in your Event App, add it to your website, or all of the above. We've seen customers include a welcome message, Event App feature guide, FAQs list, event organizer contact information, and more. The following image shows part of a fantastic how-to guide created by one of our customers!

How to guide example.

Creating your content

The complexity of your event, your audience, and your preferences are all factors in deciding how to create your content. No matter which route you choose, we suggest testing your Event App before you start creating attendee help content. This gives you insight into the attendee experience, which informs better content.

Top 10 topics

Based on our experience, the top 10 questions organizers get from attendees involve how to:

  1. Join an Event App

  2. Create an awesome profile

  3. Add connections

  4. Send messages to connections

  5. Network effectively

  6. Create, like, and comment on Wall posts

  7. Use the Agenda

  8. Navigate features and resources

  9. Join live streams

  10. Participate in the Game

Keep reading for advice on addressing these questions. 📖

Joining the web version and downloading the Mobile App

Attendees sometimes forget which email they used to register for your event, don't know where to join, or forget their password. We provide some app access instruction templates attendees can use to join your Event App. Copy, personalize, and send those instructions to attendees, or make a video or PDF to show them how.

Whatever you decide, proactively sending instructions will delight your attendees and reduce commonly asked questions.

Social features

One of the most important aspects of an event is networking! Whether attendees join in-person or virtually, making connections in the app lets attendees text and video chat with each other and identify other events they're both attending. Show them how to make and review connections and start text and video chats. An overview of social features should address numbers 3, 4, and 7 from the 'Top 10 topics' list above.

If you're using the Wall feature or the Event Game, highlight these features and encourage attendees to start interacting.

Using the Agenda

The Agenda feature is central to most multi-day events! A quick guide or video showing how to navigate the Agenda and its various features helps attendees learn how to use the Agenda to guide their experience. Highlight filtering by tracks (if applicable), adding Sessions to personal agendas, joining live streams, activating closed captions, and accessing recordings.

Still from a video showing how to use the Agenda on the Mobile App.

Sponsors and speakers

A shoutout to your sponsors in your instructional content is a great way to promote attendee awareness and interaction right away. Focus on your title sponsor in an attendee resource as part of a sponsorship package offering.

Highlight your speakers and show attendees how to interact before, during, and after sessions to help start conversations and connections.

Still showing an Event Partners feature from a video tour.

...and more!

With over 20 features in the Webex Events platform, you have the power to create experiences that are unique to your event. It may not be useful to cover each feature in your event, so simply ask yourself these questions:

  • What's most important for your attendees to know about your event?

  • What should they know right away?

  • What questions might they have?

  • What questions did my coworkers or beta testers have when they tested the Event App?

Have you made the world's best attendee resources? Want to share your best tips and ideas with other organizers? We'd love to showcase you in this article! Reach out to your Webex Events contact to have your content featured here.

Questions? Chat with us, email, or attend a Face to Face session.

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