Add Locations to your Event
Emily van der Harten avatar
Written by Emily van der Harten
Updated over a week ago

"Excuse me, where's the keynote presentation?" Let locations in Webex Events help answer questions like this for you! ✨ Create locations and add location capacity limits, then link them to Sessions, the Maps feature, and other features. This shows attendees where to find Sessions, sponsor and exhibitor booths, and other activities throughout your physical venue. This connectivity between locations and Sessions, maps, and other features means your staff will spend less time telling people where to go. 🧭

Animated GIF of tapping a location on the Maps feature,

This article explains where and how to create locations, where to link them in the Webex Events platform, and it provides an overview of locations in practice.

Where can I create locations in the Webex Events platform?

There are two main places to create locations in the Webex Events platform:

  • Sessions - In your Event's Sessions menu under 'Locations'.

    Screenshot showing the process just described.
  • Maps feature - In your Event App's Maps feature on the 'Locations' tab.

    Screenshot showing the process just described.

    💡 Keep in mind, while it's also possible to create new locations as you draw location regions on a map or add Sessions, you can't add a location capacity using these methods. Either add locations before adding them to maps and Sessions, or edit the location capacity later.

Whichever method you choose, the locations you create appear in both places, and any edits you make are instantly reflected across the platform. 🌈

Create a new location

On either Locations page, click New Location.

In the modal that appears, enter the Location name, then enter the maximum number of attendees allowed to be in that location at one time in the Location capacity field. This is one way to help you know when to stop admitting in-person attendees into an area of your venue so that your Sessions and other activities adhere to fire code regulations.

Screenshot of the New location modal.

Click Save changes when you're done.

Repeat until you've added all the locations you need. If you forget something, don't worry — you can come back and add more later. 👍

Link locations to the Maps feature, Sessions, and other feature items

Maps feature

After uploading a Map image to the Maps feature, select a location from the Location Name drop-down after adding or drawing a location region on the map. Read our Maps feature guide for full instructions on setting up the Maps feature.

Screenshot of the Location name field in the Edit Map modal.

Sessions, Sponsors, Exhibitors, Speakers, Custom Lists, and Single Item

Although you could simply link a location to a Map region, doing only that might not tell the whole story about what's happening at that location, like where a Session is taking place, who's speaking at a Session, or where sponsor and exhibitor booths are located. That's why you can add locations to the following areas:

Linking any of the items above to a location is as simple as picking a location from the 'Location' drop-down when creating the item. Refer to each guide listed above for specifics on where to add locations.

Screenshot of the Edit Session modal from the Agenda feature.

Locations in practice

Locations and the Event App

In the Event App, locations appear on any Sessions, Maps feature regions, and feature items you add them to.

When using the Maps feature (and we hope you do), attendees can click or tap the feature and select a region on the Map image to find out what's happening at that location. For example, if multiple Sessions and related speaker profiles are linked to a single location, selecting that map region shows a list of those Sessions and speaker profiles. Attendees click or tap an item on the list to open the item's page in the Event App.

Animated GIF of tapping a location on the Maps feature,

It works the other way, too! Tapping a location on an item takes attendees to the corresponding region on the Map.

Read our Maps feature guide for more information on setting up and using the Maps feature in your Event App!

Locations and Onsite Session Check-In

Session locations appear under a Session's start and end time in Onsite Session Check-In. If you set a location capacity as described earlier and then check the 'Use location capacity limit' box when editing the Session Check-In section for a Session, you and your staff can track the number of checked-in attendees out of the total capacity to ensure compliance with venue regulations. Once the Session reaches its location capacity limit, no more attendees can check in. 💪

Screenshots of Onsite Session Check-in on an Ipad and on Mobile.

Now you know everything about creating and using locations in Webex Events! Now start crafting Game challenges that encourage attendees to explore the venue and interact with speakers, sponsors, and exhibitors.

Questions? Chat with us or email

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