WebEx Guidelines for Events

WebEx Events allows you to host large gatherings or cross-continental events online for up to 3,000 attendees. WebEx Events provides the same basic features as WebEx Meetings, such as document and screen sharing. But it also offers extra options that you can activate before, during or after a session, all geared towards hosting large events.

If you are seeking information about WebEx Meetings, Training, or Support please go here.

Before the Event

During the Event

After the Event

Program and Campaign Management

Panelist access with special privileges

Post-event surveys

Enhanced registration management

Threaded Q&As

Advanced Reports

Integrated panels room

Useful WebEx Links:

Before the Event

During the Event

After the Event

Roles in WebEx Events

Attendees are people who are receiving the information and asking questions. They don’t need to have a WebEx Events account but can be made a panelist by the host. They can utilize the Q&A functionality to ask questions throughout the events, and also vote in polls posed to the audience.

Panelists are people who are in charge of managing the events, like the host, presenter, and other people assisting during the event. Each has their own unique role to play in the Event and functionalities they can access reflect this:

Presenter

Other Panelists (moderators)

Host

·        No need to have a user account

·        Responsible for sharing content during the event

·        Participate in a practice session

·        No need to have a user account

·        Start a poll if the host passes Poll Coordinator role to the panelist

·        View and answer attendee Q&A

·        View poll results

·        Participate in a practice session

·        Respond to public and private chat messages

·        Needs to have a WebEx events account

·        Can schedule and start meetings

·        Invite presenters and other panelists to a scheduled event

·        Start and end a practice session

·        Originally act as presenter and poll coordinator

·        Change participant roles as needed

Best Practices

Before Event

  • Assemble your event day crew.  You will need a host to introduce the presenter, record the session, and keep the event on time, panelists to address questions, and presenters who will be 100% focused on delivering their presentation.
  • Organize a rehearsal for all speakers and panelists, so they know exactly what is expected of them and how to use the features. Make sure all hardware is configured, WebEx installed, and all necessary connectors (if applicable) are present.

During Event

  • Start a practice session for hosts and panelists just before the event starts to debrief at completion. A practice session is a break-out room created uniquely for all panelists to meet and discuss privately within the event. It’s like your backstage greenroom.
  • Interact with attendees using the Q&A, Chat, and Polling panels. You can save the Q&A to follow up on any questions and answers during the session.
  • Have the presenter show their video. Seeing the face and body language of speakers improves understanding and makes attendees less likely to multitask.

After Meeting

  • Check the event reports to gather detailed information about your attendees.

Event report types:

Attendance Report who attended?

In-event activity report  # of attendees, questions asked, response rate, # polls and response rate

Attendee history report – are there any other events that attendees joined?

Event recording report – who accessed and downloaded recording?

Connection and Audio/Video Requirements