Creating a Virtual event

  • Updated

Here's a comprehensive step-by-step guide covering everything you need to know about launching a virtual event on RingCentral Events starting from initial setup to publishing it. Virtual event is a multi-track & multi-day event format, suited for online conferences, big internal and external events. It offers multiple virtual spaces and advanced features and settings.

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

Step #1: Create your event

1. In your Organization Dashboard, click Create.

2. On the next page, complete the following:

  • In the Name box, type your event name.
     Note: The name of your event 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 event. The duration limit is up to 72 hours on the legacy Starter plan, custom on the legacy Business plans and up to 10 days on our new Events plans
    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 your duration limit.
  • Select Virtual event as the preferred event format.
  • Click Create virtual event

3. Next, select the virtual event areas that you want to use. This can be changed later. Once ready, click Continue.

4. Finally, enter the description of your event. 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.

Step #2: Check your event details

Navigate to Setup > Basics in your Event Dashboard to access and adjust the fundamental event settings. Some of these settings may have already been configured during the event creation process.

Event name and time

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?

Event areas

Here you can enable or disable event areas and set where your attendees will land first when entering the event. Depending on the goals and nature of your event, you can choose any combination of these areas or all of them.

  • Stage segments are for live speakers, presentations, talks, interviews, live-streaming, and webinars. Up to 10 people can present on Stage at a time and 100,000 attendees can watch the Stage at your event.
  • Sessions are segments for live video group discussions, breakouts, and roundtables. You (and your attendees) can set up virtual groups in Sessions based on a topic. Up to 50 attendees can join a Session on screen. Up to 5,000 people can watch a Session (without participating on camera), depending on how many speakers you can on screen. See our guide Max On-Screen and Viewer Limits for more information.
  • People Area is where you can set up Networking and allow attendees to connect, explore common interests, and share professional details with each other. 
  • Expo can be used for virtual exhibitor booths, whether you have two or two hundred of them.
  • Replay (paid plans only) allows you to show event recordings to attendees during and/or after the event for up to 12 months, which you can enable below your Event Areas. See our guide How to make recordings available after the Event for more details.

  • App Area allows you to share apps with your audience, without directing them away from the RingCentral Events platform. 
  • Custom Area adds an additional icon to your event navigation and links to an external page of your choice.

Event format and visibility

If your event expands, you can transform your virtual event into 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. If you opt for a hybrid or onsite event rather than a virtual one, you'll be prompted to input the venue name and address.

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

Event visibility can be adjusted to hidden, public, or private:

  • Public events are indexed by search engines.
  • Hidden events are joinable only via a link or invitation. Not indexed by search engines.
  • Private events are password protected. A great choice for test events and events with limited access for privacy. Not indexed by search engines.

Event URL & session display

To display Event URL and Session Display settings, click Advanced setting

Event URL is the link to your event registration page and all pages inside your event. You can change the part after https://events.ringcentral.com/events to your preference, as long as it is not already in use by another event. 

Warning: Altering your event URL renders the previous event link invalid. If you modify the URL after sharing it with attendees, you'll need to send them the updated link.

Under Session Display, you can adjust the visibility duration of a scheduled Session outside its scheduled time. By default, if a Session is linked to a Schedule segment, it will only display for 5 minutes before and after the scheduled time in the Sessions area of the event. 

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.

Warning In order to publish your event with 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 registration 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.  

Note: The registration page will only be accessible to preview or share to registrants once you've published your event.  

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

Under Venue in the Event Dashboard, you’ll find a number of components that you can customize for your event, such as Reception, Schedule, Expo, Sessions, Stage, and more. The list will depend on the event areas you've earlier enabled in the Basics page.

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.

If you have sponsors for your event and you’d like to display them on your reception page, you can add them either from the Reception page settings or from the Venue > Sponsors tab. Sponsor logos can be tiered into three levels of sponsorships: gold, silver and bronze. Learn more about how to add sponsors to your event in our guide Adding sponsors to your event.

Schedule

Establishing a detailed and organized schedule is crucial when managing a multi-track event. It serves as a vital reference point for attendees, offering clear insights into the event's proceedings, locations, and timings.

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

Other areas

Next, we recommend creating and setting up your Stage(s), Sessions, Expo Booths and the People area if applicable to your event. You can also check out our dedicated guides for further guidance:

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. 

Go LIVE!

While there are numerous additional customization options available, you now have the fundamental components to kickstart your event.

Tip: Before publishing the event for attendee registration, it's advisable to preview your Registration page and Reception to ensure everything appears as expected.

Ready to share your event and open registrations? Head over to your Event Dashboard and click Publish.

Once your event is published, you can copy the Registration page URL to start promoting your event and use the test mode to rehearse with your speakers.

Important: You must publish your event before sharing the Registration page link, otherwise the link will redirect to RingCentral Events homepage.

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