Creating a Webinar event

  • Updated

Here's a comprehensive step-by-step guide covering everything you need to know about launching a webinar event on RingCentral Events starting from initial setup. Webinars are single-track events can last up to 8 hours. They are perfect for single-day marketing demos, internal events and anything in between.

Note: The webinar event format is now available on all plans. As this event type operates on the attendee-based model, webinar registrations will not contribute to your registration count if you're on one of the legacy plans. To learn more about this, please reach out to our Support team.

Tip: To explore the difference between a webinar event and other event formats, refer to the guide: Choosing the right event format: Webinar, Virtual, Hybrid and Onsite

Step #1: Create your webinar

 1. In your Organization Dashboard, click Create.

2. On the next page, complete the following:

  • In the Name box, type your webinar name.
     Note: The name of your webinar can be changed at any time from the Event Dashboard.
  • Under Starts at/Ends at, enter the start and the end date and time of your webinar. 
    Note: Your event limit is strict, but you can extend your event by 15 minutes before it closes in case your program is running late. You can also extend the time of your event from your Event Dashboard before the event ends as long as you remain within 8 hours duration limit.
  • Select Webinar event as the preferred event format.
  • Click Create Webinar

3. Next, enter the description of you webinar. Once ready, click Continue.

 

At this point, you'll get redirected to the Event Dashboard. The Overview page features a helpful checklist designed to guide you through the event setup.

Note: The Event Dashboard for a webinar is different from that of a virtual, hybrid or onsite event. Certain event areas such as Expo and Networking are not available. 

Step #2: Set up your webinar style and activity panel

Navigate to Setup > Basics to access and adjust the fundamental settings. 

Event format

If your event expands in scope and requires additional event areas or more detailed features of a multi-track event, you can transform your webinar into a virtual, hybrid or onsite event by changing the event format. Under Event Format, select your preferred option from the drop-down menu, and save the changes. You will then be seamlessly redirected to the Basics page of the newly selected event type.

Note: It's not possible to convert a multi-track event back into a webinar. For further details, refer to the guide on changing the event format

Webinar details

Here you can change the name of the event or the start and end times you've previously selected. 

Note: Your event times are automatically localized to your attendees' regions according to the timezone set in your event details. For more information, see our guide What happens when attendees are from different time zones?

Recordings

You can also select if you'd like to record your webinar. This option is enabled by default. See our guide on accessing recordings for additional information.

Webinar style

You can set up your webinar as a Stage or as a Session. You have the flexibility to change the selected webinar style at any time without any associated data. Learn more about both options in the Webinar event: Choosing and setting up webinar style guide. 

1. Stage is powered by the StreamYard backstage. Therefore, once this option is selected, you will find the backstage link available.

Note: In contrast to multi-track events, the webinar setup only allows the creation of a single Stage.

Additionally, you have the option to set up an RTMP stream. Simply navigate to the RTMP tab and click Generate RTMP setup. This action will provide both Preferred and Backup RTMP URLs and Stream Keys. For detailed instructions on using RTMP endpoints, refer to our guide: Using preferred and backup RTMP stream endpoints

2. Session is based on the Session event area. Within this setup, you can specify the maximum number of participants visible on screen simultaneously and whether the session is moderated. Enabling the Moderated Session option grants Organizers and assigned Moderators control over granting permission for attendees to participate with Video/Audio on screen.

Note: Unlike in multi-track events, the webinar setup permits the creation of a single Session. 

Webinar areas

Click Show webinar areas next to the selected webinar type to enable or disable additional areas and set where your attendees will land first when entering the webinar. Depending on the goals and nature of your event, you can choose any combination of these areas or all of them. Stage or Session will be enabled by default based on the selected style. 

  • Reception can be used as a lobby where people learn about the event and get oriented. It will show the event schedule and speakers added to your event. Additionally, you can add a welcome message and sponsors in the Event Dashboard > Setup > Reception page.  
  • Replay allows you to show event recordings to attendees during and after the event for up to 12 months. You will need to go to the Event Dashboard > Recordings to publish your existing recordings to the Replay area. 
  • Custom Area adds an additional icon to your event navigation and links to an external page of your choice.

Activity panel

Within this section, you have the capability to toggle the engagement option located in the right-side activity panel on and off. Learn more about this in the Webinar event: Configuring the activity panel guide. 

Step #3: Create tickets and registration

At RingCentral Events, we’ve built our own registration systems so you don’t have to worry about using another platform to collect, track, manage, and accept payments for your attendee list. However, it’s completely possible to use a separate registration system and then import the registrations in bulk or to send out Magic Link invites.

Note: In order to create paid tickets, you will first need to connect your Stripe billing account.

Tickets

To create tickets, navigate to the Event Dashboard > Registrations > Tickets. You will see a free ticket created by default which you can delete or edit to fit your needs. Here is a guide where you can learn more about tickets settings: Creating tickets

Registration form

To create required and optional custom registration questions, navigate to the Event Dashboard > Registrations > Registration Form. Learn more about question types here: Creating a registration form

Advanced settings

To set up a custom registration close date for your event or to allow bulk ticket purchase, navigate to the Event Dashboard > Registrations > Advanced Settings. Refer to the following guide to learn more: Advanced event registration settings

Step #4: Create an event landing page

The landing page is where your attendees register for your event by claiming tickets. You can also use it to display the various components of your event, such as sponsors, schedule, and speakers.

To set up your registration page, navigate to your Event Dashboard > Registrations > Landing Page. You have two layouts available: Classic and Advanced. 

 

Classic is our default option which allows some custom color branding and displays the event details and automatically event areas you've set up.

Advanced is a drag and drop page builder that provides a customizable layout, branding, speaker bios, and custom fonts. There are four main themes to choose from, but all are customizable. 

 

Step #5: Build event venue (optional)

Under the Setup tab in the Event Dashboard, you’ll find a couple of extra components that you can customize for your event, such as Reception (if enabled) and Schedule.

Reception area

The reception page is where attendees may land once they enter the event, so you want to help orient them. Here is where you can write your welcome message, list useful sources and add sponsors. Your event schedule and speakers, if added, will also appear in your reception page. Head to the Setup > Venue > Reception page to edit it. See our guide on customizing Reception page for complete details and instructions.

Schedule

If you webinar consists of several presentations, you may consider creating a schedule to better guide your attendees. Once you create a schedule, it automatically populates on your event's Registration and Reception pages. Here is a guide where you can learn more about it: Creating a schedule

Step #6: Add Speakers

Let attendees know who is presenting and featured at your event by adding speakers.

Navigate to the Event Dashboard > People > Speakers to add, remove, and edit all of your speakers. You can either create a speaker profile or register them directly.

Speaker can also be added directly from the schedule. Check out our guide on adding speakers for complete instructions and details.

Note: If you add a speaker and they have not yet registered for your event, they must join the event using the same email attached to the speaker profile that you created. 

Share Registration Page!

While there are numerous additional customization options available, you now have the fundamental components to kickstart your webinar. You can copy the Registration page URL to start promoting your event and use the test mode to rehearse with your speakers.

Tip: Before sharing your event link, it's advisable to preview your Registration page to ensure everything appears as expected.

Note: Unlike multi-track events, there's no need to publish a webinar as it is automatically published upon creation.

All details of your webinar are editable at any time if you need to make a change, so there’s no pressure to make everything perfect before sharing the event link. You’re now able to keep track of registrants, ticket sales, and revenue on your Overview page.