Event Setup

Schedule Live webinar events, set up the event landing page, and add event features and content.

Events

Events

About webinar Q&A

Allow attendees to submit questions during a Live, Simulated Live, or On-Demand event.

For Live and Simulated Live events, you can use the Q&A queue to answer questions, prioritize questions to decide which ones you'll answer first, edit answers, and delete questions you won't answer. You can also assign questions to specific presenters or groups by creating additional tabs and assigning questions to them from the New Questions tab. The Q&A queue refreshes automatically as questions are submitted and answered. Questions are hidden from the audience until they're answered.

The numbers next to questions show the order in which they were asked. Use the tabs to monitor new questions as they arrive or to view lists of questions that were answered, deleted, or revoked (sent back to be answered again). Click any of the column headers to sort the questions.

At the top right of the Q&A queue are additional options. You can manually refresh the queue, open it in a new window (from the Live Studio), add new questions to the queue, save the list of questions from the tab you're on as a CSV file, and print them.

The Manage Q&A window shows the New Questions tab with 3 questions in the Q&A queue

For On-Demand events, you can have questions sent to specific email addresses and reply to the email to answer the question. You can also optionally have questions sent by email for Live events.

After the event, run an Event Analytics report and select Q&A to view all submitted questions, the attendees who asked the questions, and presenter answers.

Events

Add marketing consent tracking to a registration form

You can collect marketing consent from event and portal registrants and provide links to privacy policies, terms of service, and more on the registration form. Event and portal reports let you easily identify those who provided consent and ensure you communicate only with those who opted in.

Registrants can unsubscribe from emails at any time by clicking Unsubscribe at the bottom of the email.

To allow attendees to opt in to emails:

  1. Sign in to the Webcast Admin portal and edit the Live event or portal.
  2. On the left panel, click the Registration tab.
  3. Under Standard Registration Questions, select [INSERT COMPANY NAME HERE] may contact me....

    Standard Registration Questions section with [INSERT COMPANY NAME HERE] option selected

  4. In the Question field, delete [INSERT COMPANY NAME HERE], enter the name of your company or organization, and edit the text as needed.
  5. Click Save and Continue.

The following example includes the marketing consent option and additional links.

Registration form with privacy consent check box

To find registrants who opted in to email communications:

Use the Audience Details report to retrieve a current list of people who opted in to receive email communications. You can run the report for a single event or for multiple events. 

  1. At the top of the Webcast Admin portal, click Reports.
  2. On the Report tab, under Selected Events, click Add Events/Folders.
  3. Select the event or portal and then click Select Events and Folders.
  4. On the Reports tab, under Report Type, select Audience Details, click Select Columns, and then select Registration Data. Choose the data to include in the report.

    Report Type section with Audience Details and Registration Data options selected

  5. Expand the Filter Results By section and select Exclude Unsubscribed Users.

    Report filters with the Exclude Unsubscribed Users option selected

  6. Click Run My Report
Events

Allow people to attend a webinar without registering

If you do not want to collect any information from attendees, set up the event with no registration form and allow people to attend anonymously. To allow attendees to access the event even faster, you can also have them bypass the landing page when they click the event link and join the event immediately.

Without a registration form:

To hide the registration form:

  1. On the left panel, click the Registration tab.
  2. Under Registration Type, select Use Anonymous Registration.

    Registration Type section shows Anonymous Registration option selected and Skip landing page option not selected

  3. Optional. Select Skip landing page to have attendees bypass the landing page.
  4. Click Save and Continue.
Events

Auto-fields for emails

Jump to: Auto-field Reference | Registrant Auto-fields

On the Emails & Marketing tab, you can enable confirmation, reminder, and follow-up emails for an event. By default, the emails include the event title, the event date and time, duration, and the event link. The system uses auto-fields - that is, placeholders or variables - to pull in these specific details. The benefit of auto-fields is that they automatically update when you make any changes to your event title or scheduling on the Event Settings tab.

Note: For attendee portals, the registration confirmation email includes the portal URL.

To customize the information in an email, go to the Email & Marketing tab, select the type of email to enable, and then select Send My Custom Message. Available auto-fields are listed below the text editor.

Auto-field Reference

The format of an auto-field is __AUTOFIELD__ (the auto-field in ALL CAPS with two underscores before and after).

The following table explains the available auto-fields and the text they display.

Auto-field Description
__TITLE__ Event title
__DATE__ Scheduled date
__TIME__ Scheduled time
__DURATION__ For Live events. The scheduled duration of the event
__EVENTLINK__ Event URL
__EVENTPASSWORD__ Registration and login password (if enabled)
__GOOGLEREMINDERBUTTON__ Add to Calendar button. Creates a new event in Google Calendar.
__GOOGLEREMINDER__ The URL of the Google calendar reminder. Creates a new event in Google Calendar.
__REMINDERBUTTON__

Add to Calendar button. Downloads an ICS file with event details.

ICS files are a universal calendar format that can be read by Microsoft Outlook, Google Calendar, and Apple Calendar.

__REMINDER__ The URL of the ICS calendar reminder. Downloads an ICS file with event details.
__REMINDERBUTTON1__ Add to Calendar button for the first custom calendar reminder
__REMINDER1__ The URL of the first custom calendar reminder. Downloads an ICS with event details
__UNSUBSCRIBEBUTTON__ An HTML link that says Unsubscribe. Opens a confirmation page for the recipient to unsubscribe from emails.
__UNSUBSCRIBE__ The full URL behind the Unsubscribe link

Registrant Auto-fields

You can personalize emails by including details captured when an attendee registers for an event or portal. Make sure the fields you want to use are required on the registration form. You can include any of these standard registration fields.

Events

Create and schedule a Live event

To schedule a Live event, in the Webcast Admin portal, at the top of the page, click + Create New Event. On the Event Settings tab, next to Event Type, select Live with Archive. Enter the event name, and select the event date and time, duration, and time zone.

Note: The event can be from 30 minutes to 8 hours long and can be scheduled at any 5-minute interval on the hour (9:00, 9:05, 9:10, etc.).

Then, select how presenters will broadcast their audio or video on the day of the event. If you're broadcasting audio only, select Telephone as the Live Acquisition Source. If you plan to broadcast live video, select another broadcast type. Once you've selected a broadcast source, select the location you'll be broadcasting from on the day of the event.

For the Max. Audience Size, select the number of people you expect to attend the event. Access to your event will be limited to this specified number of simultaneous live viewers.

Event Settings tab shows a Live event scheduled with Webcam as the broadcast type

Once the event is scheduled, at the bottom of the Event Settings tab, click Create Event to proceed with the setup process.

Events

Embedding an Event

Using an iframe allows an event to be embedded into another website. Depending on your desired setup, you can customize the event to load the webcast player only or require viewers to register before loading the webcast player. This document will include basic iframe code examples and a list of parameters that can be used to customize how the webcast displays.

Support is not able to assist in customizing code. Any customization is the responsibility of the hosting party.

Example #1 - No Registration Required

When using an event's default registration form (First Name, Last Name, Company, and Email), the embed code below is used to bypass the registration page and automatically load the webcast player in the iframe.  Since viewers will not be required to register to view the presentation, reporting data on individuals will not be available.  If you customize the event's registration form for viewers accessing the event link directly, you will need to customize the embed code to include any additional parameters in the Event URL.

<iframe src="https://event.webcasts.com/starthere.jsp?ei=1234567&tp_key=bbcffdef6c&fname=FirstName&lname=LastName&company=CompanyName&email=Email@Address.com&tp_special=7" name="viewer" allow=“autoplay” allowfullscreen="true" width="800" height="600" scrolling="no" style="overflow:hidden;" marginheight="0" marginwidth="0" frameborder="0"></iframe>

Note: The Event URL (italicized in the example above) needs to be replaced with your Event URL.  You may also need to adjust other parameters of the iframe to fit your requirements.

Example #2 - Registration Required

When requiring registration, viewers will load the event's landing page and must complete the registration/login process in order to load the webcast player.  Since viewers will be required to register to view the presentation, reporting data on individuals will be available. 

<iframe src="https://event.webcasts.com/starthere.jsp?ei=1234567&tp_key=bbcffdef6c&tp_special=7" name="viewer" allow=“autoplay”  allowfullscreen="true" width="800" height="600" scrolling="no" style="overflow:hidden;" marginheight="0" marginwidth="0" frameborder="0"></iframe>

Note: The Event URL (italicized in the example above) needs to be replaced with your Event URL.  You may also need to adjust other parameters of the iframe to fit your requirements.

Example #3 - Responsive Code with Registration Required

Below is an example of responsive iframe code. The code may need to be customized based on your requirements. This example can be updated to bypass the registration process using the instructions above.

<!DOCTYPE html>
<html>
<head>
<title>Responsive iframe example</title>
<meta name="viewport" content="width=device-width" />
<style>
.wrapper {
width: 90%;
height: 90%;
margin: 0 auto;
min-width: 319px;
}
.resp-container {
position: relative;
overflow: hidden;
padding-top: 56.25%;
}
.resp-iframe {
position: absolute;
top: 0;
left: 0;
width: 100%;
height: 100%;
overflow:hidden;
border: 0;
}
@media only screen and ( max-width: 769px){
.wrapper{
width: 100%;
}
}
</style>
</head>
<body>
<div class="wrapper">
<div class="resp-container">
<iframe class="resp-iframe" src="https://event.webcasts.com/starthere.jsp?ei=1234567&tp_key=bbcffdef6c&tp_key=bbcffdef6c&tp_special=7" scrolling="no" allow="autoplay, fullscreen" allowfullscreen></iframe>
</div>
</div>
</body>
<!-- gesture="media" -->
</html>

Note: The Event URL (italicized in the example above) needs to be replaced with your Event URL.  You may also need to adjust other parameters of the iframe to fit your requirements.

Optional Parameters

The optional parameters below can be used to customize the iframe used to host the event.

The following parameter allows the ability to hide the zoom browser warning, help button, player exit button and/or lobby message from displaying to viewers.  This can be accomplished by adding “&tp_special=#” at the end of the Event URL used in the iframe code.  The “#” entered will depend on which options they would like to hide.  "&tp_special=7" will be included in the sample embed examples above.  Below is a list of available options:

Adding together any of the numbers above allows you to hide a combination of the options:

Muting Playback

If you would like to mute the playback in the webcast, you can add the following parameter. Muting playback is commonly used for silent testing but can be included on events as needed.
 
By appending “&tp_player=1” to the webcast URL, playback will be muted for viewers

Events

How do I cancel or reschedule my event?

If you need to reschedule a presentation, update the Broadcast Date and time on the Event Settings page of the setup.

Event Settings tab shows a Live event with a Telephone broadcast scheduled for January 22 2020 at 2PM EST

Viewers will NOT be notified of this change, so it is recommended you send an Event Reminder email to make the audience aware of the new date/time.

If you need to cancel a presentation and will not need to reschedule or access the event in the future, click the Delete button below the event in your library. This will deactivate the event link and remove the event from displaying in your library.

The event list shows an event selected and the Delete button circled

Viewers will NOT be notified of this change, so it is recommended you send an Event Reminder email to make the audience aware the event was cancelled before deleting the event.

Events

How do I create an On-Demand event?

Click Create New Event in the top left of the admin tool to begin. Select On-Demand as your Event Type and fill in the required information. On-Demand events require an Event NameDuration, and a Media Type to be defined. Select Audio or Video as your Media Type. Click Create Event at the bottom of the page to proceed with the setup process.

Event Settings section shows an audio-only On-Demand event scheduled for 1 hour

The media, slides, and other content are uploaded on the Event Content page of the setup. The primary content for the presentation needs to be uploaded as the Primary Media Clip. Once the setup is complete, use the On-Demand Studio to assemble, review and publish the content for the presentation. Once published, open access to viewers in the Manage Access section of the Event Summary page to allow viewers to begin viewing.

Review the On-Demand Studio section for detailed instructions on setting up On-Demand events.

Events

How do I customize my registration page text?

By default, your Landing Page Content contains the name of your event, the date and time it begins and an Add to My Calendar button.

To customize this information, go to the Registration Options page and open up the Landing Page Content section. Select the Custom option to make changes to your registration page. If available, use the Title Bar Text and Date Bar Text fields to customize the information that will appear at the top of the audience link.

Landing Page Content section shows the default text for the Title and Date bars, and the Landing Text option is set to Default


Use the What-You-See-Is-What-You-Get (WYSIWYG) Editor to format text, add images and modify the HTML code directly. Roll your mouse over each tool icon for function information.

Landing Text set to Custom shows the text editor with default auto-fields


You can use the following automated fields to include event details in your custom Landing Page Content. If you update these event details on the Event Settings page, they will be automatically updated on your Landing Page. Use:

If you create custom calendar reminders, refer to the Auto Field name under Add In Fields to add custom calendar reminders to your landing page.

Please note that Auto Fields are case-sensitive and require all capital letters to be used. Auto Fields also require two underscores (Ex. _) on each side of the field name. If Auto Fields are not displaying correctly, please check this formatting.

Events

Send follow-up emails for an event

Schedule one or more emails to be sent after the event ends to promote future events, gather feedback, and reconnect with attendees. You can send emails to registrants who attended the Live event, attended the Simulated Live event, watched the On-Demand event (Live event replay), did not attend the event, or to everyone. You can also customize the subject and the body of the email and change the sender name and reply-to address.

Note: To ensure that the registration data is up to date and attendees receive the emails, schedule follow-up emails at least one hour after the event concludes.

Schedule and send follow-up emails

To schedule follow-up emails:

  1. Sign in to the Webcast Admin portal and edit the event.
  2. On the left panel, click the Email & Marketing tab.
  3. In the Audience Emails section, under Follow-up Emails, click + Add New.

    Audience Emails section shows the Follow-up emails section and the +Add New button

  4. In the Edit Follow-up Email window, select who you want to send the email to. Attended Live is selected by default.

    Edit Follow Up Email window shows all send options and the Attended Live option selected

  5. Optional. Delete the placeholder text in the From Name, Reply-To Email, and the Email Subject fields and enter new text.
  6. At the right side of the text editor, click </> to switch to code view.
  7. Delete all the placeholder code.
  8. Paste your custom code or click </> again to switch back to the text editor view to add text, images, or links.
  9. Click Schedule Email, select the date and time you want to send the email, and then click Save and Schedule Email. You can also optionally save the email as a draft and schedule it later.

    Send Follow-up Email section shows an email scheduled for August 27, 2021 at 2PM EST

  10. Click Save and Continue.

Preview your work

You should always send yourself the email before sending it to attendees.

To preview the follow-up email:

  1. In the Webcast Admin portal, edit the event.
  2. On the left panel, click the Email & Marketing tab.
  3. In the Audience Emails, next to the email you scheduled, click Edit.

    Follow-up Emails section shows a scheduled email

  4. Under the text editor, next to Send a test email to, enter your email.

    Send a test email to field shows an email address entered

  5. Click Save and Schedule Email.
  6. Click Save and Continue.
Events

Send registration confirmation emails for an event

Send a registration confirmation email to attendees after they register for the event. By default, registration confirmation emails are plain text messages with the event title, date, time, duration, URL, and a link to unsubscribe from email messages. You can use the text editor and customize the message, including the sender name and email and email subject.

Note: Help registrants remember your event with an Add to Calendar button or link in the email. You can include links for Outlook and Google calendars. For more information, see Auto-fields for emails.

To send registration confirmation emails:

  1. Sign in to the Webcast Admin portal and edit the event.
  2. On the left panel, click the Email & Marketing tab.
  3. In the Audience Emails section, select Enable Registration Confirmation Email.
  4. Under Send Default Text, click View to review the default message. To customize the message, select Send My Custom Message and use the text editor to add text, images, and more.
  5. You should always send yourself the email before sending it to registrants. Under the text editor, next to Send a test email to, enter your email address.

    Send a test email to field shows an email address entered

  6. Scroll to the bottom of the page and click Save and Continue.
Events

Send reminder emails for an event

You can send one or more reminder emails to people who registered for your event. By default, a reminder is sent 24 hours before the scheduled start time of your event. You can change the date and time the reminder will be sent and also schedule additional reminder emails. For example, schedule one reminder for a week before the event and a second reminder for the morning of the event.

Event reminders are plain text messages with the event title, date, time, duration, URL, and a link to unsubscribe from email messages. You can use the text editor and customize the message, including the sender name and email and email subject.

Notes:

To schedule reminder emails:

  1. Sign in to the Webcast Admin portal and edit the event.
  2. On the left panel, click the Email & Marketing tab.
  3. In the Audience Emails section, select Enable Event Reminder Email.
  4. Under Send Default Text, click View to review the default message. To customize the message, select Send My Custom Message and use the text editor to add text, images, and more.
  5. To send the reminder more than one time, click + Add New and select the date and time to send it.

    Enable Event Reminder Email selected and shows two reminder emails scheduled with default text

  6. You should always send yourself the email before sending it to registrants. Under the text editor, next to Send a test email to, enter your email address.

    Send a test email to field shows an email address entered

  7. Scroll to the bottom of the page and click Save and Continue.
Events

Set up Guest Administrator accounts

After scheduling an event, invite your presenters, moderators, and schedulers and give them Guest Administrator access to allow them to manage aspects of the event. To create Guest Administrator accounts, you must create Guest Admin Access Types. Access Types allow you to set permissions for multiple Guest Administrator accounts at once. For each Access Type, you can allow Guest Administrators to upload event content, edit the On-Demand event or replay, deliver the event, manage Q&A, and generate event reports.

Note: To limit what Guest Admins can see and do during the Live event, see Limit presenter actions in the Live Studio.

There is no maximum number of Guest Administrators that can join the Live Studio for an event. However, if the event is using Video Bridge or Telephone as the acquisition source, only 20 presenters will be able to join the bridge.

To create Access Types and Guest Admin accounts:

  1. On the Event Summary page, select Guest Administrators and under Access Type, click Create New.

    Guest Admin segment with create new button

  2. In the Create Guest Admin Type window, keep individual passwords enabled.

    Note: You cannot create individual Guest Admin accounts if you disable Individual Passwords. Instead, presenters will share a PIN and use it to sign in to the event.

  3. Select the event activities you want to give Guest Admins access to. You can select:
    • Live Studio to join and deliver the Live event.
    • OD Studio to upload media clips and headshots to the On-Demand event or replay, and edit the event timeline.
    • Reports to generate Audience Details and Event Analytics reports for the event.
    • Content to upload slides, event resources, and headshots (audio events only).
    • Q&A Only to manage Q&A for a Live or Simulated Live event.

    Create guest admin type, with individual passwords turned on and all access

  4. Click Create Guest Admin Type.
  5. In the Manage Guest Admin Type window, click either:
    • Create Individual Accounts to set up accounts for each of your Guest Admins. Enter their names and email addresses. Click + Add Another Account to create more accounts. Select who you want to send email notifications to and the email content you want to send, and click Create Accounts and Send.

      Note: By default, emails are sent to yourself and to individual Guest Admins. Select ONLY send to me to send the email to yourself. Click Send My Custom Message to edit the email content.

      Create new guest admin account on left side, with invite template on right side

    • Enable Sign-up Portal to allow Guest Admins to register for the event and create their own accounts. In the Send Sign-up Portal Invitations to box, enter the email addresses of the people you want to make Guest Admins and click Send Invitations.