Creating a Zoom Events conference

This post was most recently updated on July 22nd, 2022

In order to run a multi-day event that incorporates multiple tracks and multiple sessions, you can use the conference format to incorporate meetings and webinars into your event. Stream previews of each session will also be available as part of the service, as well as concurrent sessions with dedicated chat rooms for each session. Furthermore, attendees will have access to an enhanced lobby, sponsor booths and a sponsor networking event.

This format can be used in a variety of ways, including, but not limited to:

  • The format of the event is similar to that of a convention center
  • Expos and trade shows are an example of this
  • Conferences with a large audience
  • Training programs all over the world

In this article, we will discuss the following topics:

  • How to create a conference
  • How to save or publish an event
  • Conference event creation flow
    • Edit
    • Manage
    • Analytics

Prerequisites for creating a Zoom Events conference

  • Zoom desktop client
    • Windows: 5.7.6 or higher
    • MacOS: 5.7.6 or higher
  • Zoom mobile client
    • IOS: 5.7.6 or higher
    • Android: 5.7.6 or higher
  • There are four different types of accounts: Pro, Business, Enterprise, and Education
  • In order to create a paid event, you will need a Stripe or PayPal Business account
  • License for Zoom Events is required in order to use this feature

Notes:

  • The version 5.7.6 of Zoom Events does support Zoom Events, but it may cause a blank lobby environment for hosts due to a dependency with Windows’ Webview package for the Windows platform.
  • It is strongly recommended that hosts update to the most recent version of the Zoom desktop client/mobile application in order to be able to take advantage of the latest Zoom Events and Webinar features.

How to create a conference

  1. You will need to sign in to Zoom Events in order to participate.
  2. Click the Create button in the top-right corner of the screen.
  3. You can start a conference by clicking the Conference button.
  4. Click on the Got It button after reading the pop-up message that appears.
    Note: If you are setting up a conference for the first time, then you will only see this message once. As soon as you click Got It, a second pop-up message will appear; read the message and click Get It once you are finished.
  5. You will need to complete each section of the process in order to create a conference by entering the necessary information.
    As you are adding information throughout the creation process, a preview of the conference is updated in the right panel, displaying the information as it is added, in real-time. It is possible to switch between a desktop layout and a mobile layout by clicking on the swap-view icon in the preview window.

Notes:

  • A conference can not be edited once it has been published or tickets have been sold for the conference, and it is not possible to edit all fields.
  • When the event is created, hosts and co-editors (with editing permissions) can publish content in the event creation flow by clicking the Publish/Republish button. They can also update the event content and save changes in the Save button without publishing them, or edit the event content and save the changes without publishing them.

How to save or publish an event

Save/Save Draft

With the Save button, hosts and co-editors with editing permissions (who have access to edit the document) are able to save their changes without publishing them. As soon as you create an event for the first time, you will be able to see the Save button. Whenever you click the Save button, the updated content will be saved and no one will be able to view it if they visit the details page of the event or the lobby.

You will be able to save a draft of an event after it has already been published, by clicking the Save Draft button.

Publish/Republish

The Publish or Republish button can be used by hosts and coeditors (who have been granted editing permissions) in order to publish content. As soon as the Publish button is clicked, the event updates will be displayed to all registered attendees and registrants in the event (all updates will be displayed publicly).

In the event that you edit an already published event, a button named Republish will appear, which allows you to save and publish updated content. This content will appear to registrants and attendees.
Note: A republish button appears if the event has already been published and you do not need to publish it again.

In order to use the Republish button, please make sure you have made changes to the Basic Information, Conference Profile, Session Information, Speakers, Sponsors, and Expo tabs. If you click republish, you will have the opportunity to verify that your edits have been republished with the tab(s) where the edits were made. You have the option of clicking Select All to confirm that all the edits that you made to the event have been republished.

Conference event creation flow

During the creation of a conference, you will find sections for Editing, Managing, and Analyzing your conference. The event can be organized using a variety of tabs that can be found in each section.

Edit

Hosts can enter the details of their event in the Edit section of the event page. There are a number of tabs available in the Edit section, including:

  • Basic Information
  • Conference Profile
  • In-session Branding
  • Sessions
  • Speakers
  • Sponsors
  • Expo

Manage

There are several features that hosts can control and modify within the Manage section, such as tickets, advanced features, lobby and expo chats, registrants management, the history of changes made to the event, moderation, and integrations. There are the following tabs in the Manage section:

  • Tickets
  • Advanced Options
  • Controls
  • Registration
  • Integrations
  • Moderation
  • Change History

Analytics

Note: As soon as an event is published, guests will have access to the Analytics section of the website.

All Host Analytics Dashboard functionalities can be accessed by host users in the Analytics section of the dashboard. Among the tabs that can be found in the Analytics section are:

  • Overview
  • Registration & Ticketing
  • Sessions
  • Attendees
  • Expo
  • Sponsors
  • Surveys & Polls