Webex Events adoption toolkit

Hey, IT admin, we've got your back.

Webex Events adoption toolkit

How to use this toolkit.

Your toolkit for successful adoption of Webex Events

Hey, IT admin, we've got your back.

Is your marketing team looking for smart ways to host online events? Your sales team are looking for innovative ways to connect with their prospects? Does your leadership team want to host an "All-hands" with everyone in your company?

This toolkit will show you how easy it is to solve their business problems by hosting large meetings online with Webex Events. Saving them the expense and hassle of venue hire and travel.

This toolkit includes the following:

Overview of Webex Events
Who Webex Events is for
Special features and key benefits, at a glance
Inspirational use cases you can share with colleagues who manage and lead events
Useful links and handy tips to help make your first event a big success

Made for you

We’d love to hear your feedback on how this toolkit has helped your users get to know Webex Events and begin to adopt it within your organization.

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Webex Events overview

What is Webex Events and who is it for?

Webex Events allows you to host large company gatherings or cross-continental events online for up to 3,000 attendees depending on your license. That means you can reach a huge audience with very little effort, and for a fraction of the cost of organizing a physical event.

Unsure of how many attendees you can host? Check out our help article.

The biggest users of Webex Events are:

Marketing departments
– to unveil marketing campaigns, product launches, rebrandings etc to sales prospects and partners globally.
Senior leadership teams
– to hold highly secure company-wide meetings, or present financial results to stakeholders.

Special features and key benefits

What does Webex Events do that Webex Meetings doesn’t?

Webex Events provides the same basic features as Webex Meetings, such as document and screen sharing. But it also offers a wealth of extra options that you can activate before, during or after a session, all geared towards hosting large events. Check out these features and benefits...

What are the benefits of Webex Events?

Whether you’re in senior leadership, marketing or IT, Webex Events helps you do what you do better – and can save you money at the same time. Take a look at all the possibilities it offers below.

Webex Assist for Webex Events

Host extraordinary events every time. The Cisco Webex Assist team helps every step of the way, for smooth execution and greater event ROI.

Seamless delivery: Take comfort in knowing that your producer is a certified expert who will support your event from start to finish to help ensure that it runs smoothly.

Added value: Our experts are there to help before, during, and after your
event. Your producer can help you get maximum impact by using in-event features such as Q&A, chat, and polling and provide the best possible experience for your attendees. Take advantage of a dry run session to fine-tune, prepare, and practice.

Find out more about Webex Assist packages and get practical information on booking a Webex Assist.

Webex Events use cases

Shareable use case 1

Download here

Shareable use case 2

Download here

Shareable use case 3

Download here

Jumpstart

All you need to know to get going.

Getting started with Webex Events

Before the event

During the event

After the event

Generate reports

Roles in Webex Events

In every Webex Events, there are two types of participants, Panelists and Attendees.

Attendees are people who are receiving the information and asking the 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 send 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 assistingduring the event. Each has their own unique role to play in the Event and the functionalities they can access reflect this.

Best practices

Best practice

To give your audience the best possible Webex Events experience, be sure to follow these top tips.

When prepping an event

01. Create a short, catchy and unique hashtag to use in social media posts and all branded materials that attendees will remember and associate with the event.

02. Don’t confine yourself to Facebook, LinkedIn, Twitter etc – post event info on Instagram, Pinterest, Snapchat, Google+ communities etc to reach more people.

03. Associate a source ID to your event joining link. After the event, this will show you which social platform attracted the most attendees, so you know where best to promote.

04. Assemble your event day crew. You'll need a host to introduce the presenter, record the session and keep the event on time, your esteemed panelists to address questions, and of course, a presenter who can be 100% focused on delivering a compelling message.

05. Organize a rehearsal for all speakers and panelists, so they know exactly what is expected of them and how to use the features. Include the equipment in the location you are presenting from, make sure hardware is configured, and all necessary connectors are present.

06. Create a group or space for attendees to join after registering. In this group, you can post information before and after the event and allow attendees to interact with you long after it has finished.

07. In the scheduler, by Destination URL, add a page that will automatically open when the attendees leave the event, featuring more information.

Tip:

Need a professional to produce your event? Webex Assist Services offers guidance scheduling your event, in event production, post-event reporting and everything in between.

During an event

01. Start a practice session for hosts and panelists just before the event starts or to debrief at completion. A practice session is a break-out room created uniquely for all panellists to meet and discuss privately within the event. It's like your backstage green room!

02. Record the event so it can continue to inform, entertain and earn revenue long after it is over.

03. Use the annotation tools to show where you are on each page, underline words or circle important concepts. That means you won’t need so many PowerPoint animations, saving you time and helping to make your message clearer.

04. Interact with your attendees throughout the event using the Q&A, chat panels and polls. Save the Q&A to follow up on any questions or to give a list of the questions and answers during the session.

05. Think carefully about event length: audiences prefer webinars that run between 30 and 40 minutes.

06. Have the presenter(s) switch their video on. Seeing the face and body language of speakers improves understanding and makes attendees less likely to multitask.

After an event

01. Monitor and save posts mentioning your event in the following weeks, and ask posters for permission to quote them to promote future offerings.

02. Keep in touch with attendees by continuing to post content in the private space and inviting them to other events. Ask those most qualified for additional feedback and advice.

03. Check the Webex Events reports to gather detailed information about your attendees:

Attendance report:
Includes their name, email address, IP address, what time they joined and left the event, how long they spent in it, and their level of attentiveness

In-event activity report:
Includes the number of attendees, the number of questions asked and response rate, and number of polls and response rate.

Attendee history report:
A list of all events hosted on Webex by your company that a specific attendee joined.

Event recording report:
Contains access and registration information of people who have viewed or downloaded the recording.

Going the extra mile

Want to learn more?

New to Webex Events? Join an interactive, hands-on setting while you learn the details of the basic features and functionality of Webex Events. Or need a refresher? We've got 30 minute quick classes to get you going.

How can we help?

For quick help guides, step-by-step instructions, and technical information head to our Webex Help Center.

Want to do even more with Webex Events?

Find out how to get extra support from Webex Assist Services.

Need to reach a bigger audience?

Check out Webex Webcasting.

Want to put your stamp on it?

Would you like to rebrand or edit the content we’ve provided?
Download the editable artwork here to share with your designers.

Webex Events Learning Path

Embark on your Webex Events journey through free, in-product online courses. Use this specifically designed Webex Events learning path to guide you in the right direction towards becoming a Webex Events master.

Begin with a high-level overview of what Webex Events is, then move onto scheduling, conducting, and producing in our highly recommended Webex Teams Core Courses.

After you have completed the core curriculum, sign-up for a Drop-In Session, no set agenda just a time to ask questions about any Webex product.
Register today for our Webex Events courses!