Creating an event for a Zoom Events Hub

This post was most recently updated on July 28th, 2022

You will be able to select which Zoom Events Hub you would like to associate the event you are creating with after you have created a Zoom Events Hub.

In this article, we will discuss the following topics:

  • How to create an event for your Zoom Events hub
    • Event Card
    • Event Profile
    • Event Options
    • Tickets

Prerequisites for creating an event for a Zoom Events hub

  • 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 types of accounts: Professional, Business, Enterprise, and Education
  • Event licenses for Zoom are available for purchase

Notes:

  • While version 5.7.6 of Zoom Events does support the Windows platform, there is a dependency with Microsoft’s Webview package. This may result in hosts having a blank lobby experience when using Zoom Events.
  • We strongly recommend that hosts update to the latest version of Zoom’s desktop client or mobile app in order to be able to access the latest Zoom Events and Webinars features.

How to create an event for your Zoom Events hub

Creating an event in the Zoom Events hub is as simple as the following:

Event Card

  1. Join Zoom Events by logging in with your Zoom account.
  2. You will be taken to the Create page.
  3. Select the event that you would like to attend.
  4. Click the dropdown menu next to the heading Create an Event for and select the hub that you would like the event to be associated with from the dropdown menu.
  5. If you wish to convert the existing Zoom Meeting or Webinar into a Zoom Event, click on the option that appears.
  6. In order to create an event, you will need to enter the following information:
    • Event Name: I would like to know what the event’s name is.
    • Short Description: It is recommended that you use a maximum of 140 characters in your description of your event.
    • Category: For your event, you will need to select a category.
    • Note:
    • As you select Education and Family from the drop-down menu, you have the option of selecting the “Event intended for parents with their children.” If you check this option, you will be required to agree to the Host’s Code of Conduct before proceeding. Anyone who attends a family-oriented event will also be required to agree to the Attendee’s Code of Conduct.
    • If you would like to add your own tags to the tracking system, you can click the Add Tags button.
  7. You can create a Webinar or a Meeting by selecting the type of event you wish to create under Select the event type.
  8. During the process of selecting if this is going to be a Free or Paid event, you will be asked whether the event will be free or not.
  9. (Optional) Enter the countries or regions that will not be able to participate in your event under the Countries or Regions Not Allowed to Join Event (Optional) heading.
  10. Under Date and Time:
    1. Please select either a one-time or a series of events.
      • You will need to proceed to the next sub-step if you selected Series in the previous step. It is now time to move on to the next step if you selected One-Time.
        1. Please select the series you would like to watch.
        2. Make sure the event starts at the specified time.
        3. Decide how long you would like the event to last.
        4. By clicking the down arrow, you will be able to select the Time Zone for the event.
          Note:
        5. If your Zoom profile includes a time zone, then it will default to use that time zone when used by Zoom by default.
        6. In addition to setting recurrence days, recurrence weeks, and recurrence months, you are also able to set recurrence days.
        7. You will be able to select the number of days in which the Recurrence will occur under the Recurrence Every section that you will find under the Recurrence Every section.
        8. Select how you would like the series to end under End Series:
          • If you would like the series to end after a certain number of events, enter it by After.
          • Choose the date at which the series will come to an end by selecting the On option.
    2. In order for the event to start on time, you need to set the Start Time.
      Note:It is possible for free and paid tickets to be offered for events that are scheduled to begin within 28 days of the event taking place. As a result of this, if the event starts within 28 days of the date of its publication, then only free tickets can be offered for the event if the event is scheduled to start after that date.
    3. Decide how long the event will last by setting the Duration.
    4. Choose the time zone in which the event will take place.
      Note: Your Zoom profile will be set to use the time zone that you have set in the profile by default.
  11. In the Save & Continue box, click on the Save & Continue button.

Event Profile

A description of your event can be added in this section, along with images and video links.

  1. Under Main Event Media, you will find the option of adding a mandatory cover image for your event by clicking + Add Cover.
    Notes:

    • It is recommended that the image size be 1920×1080 pixels. It is important to note that only JPG/JPEG/PNG files with a size of less than 10MB can be used.
    • After an image has been uploaded, you have the option of resizing it. As well as resizing all uploaded images manually, event creators can also search for an image to upload and manually resize it so that it fits within the image window.
  2. If you would like to upload up to two additional images or videos to your Event Profile, click + Add Image or + Add Video under Additional Image/Video.
    Notes:

    • It is recommended that you take images with a resolution of 1920 x 1080 pixels. It is only allowed to use files that are JPG/JPEG/PNG files and do not exceed 10 MB in size.
    • It is recommended that videos are no longer than 60 seconds in length. There is a limit of 50MB for the size of the video files, and only MP4 files will be accepted.
    • After you upload an image, you will have the option to resize it. All uploaded images can be manually resized by the event creator so they fit into the image window as well as searched for by the event creator before being uploaded.
  3. It is optional to add a YouTube video to the event page by adding the URL of the video under YouTube Link and clicking Go.
  4. In the About Event section of the form, you can add any additional details about the event you wish to include.
  5. You have the option to customize the name of the contact that will appear on the details page of the event under Contact Info.
    Note:
  6. The name displayed on your Zoom profile page will by default be the name used for your Zoom account.
  7. (Optional) You may enable the toggle switch in the Fundraising section to enable you to raise funds for a nonprofit 501(c)(3) organization in the event by clicking the toggle switch.
    • You can donate to a nonprofit organization if you know the name of that organization:
      1. When you click the Search for nonprofits button, you will be asked to type the name of the nonprofit that you would like your donations to go to.
      2. Select the nonprofit by clicking on its name in the drop-down menu.
      3. If you want to add another nonprofit, you can repeat the process (optional).
      4. Save the file by clicking on the Save button.
      5. To set a fundraising goal for your fundraiser, click the Set Fundraising Goal button (optional).
    • I would be happy to help you choose which nonprofit(s) to donate to if you need any assistance:
      1. Find a nonprofit organization by clicking on the Find a nonprofit organization box.
      2. You can get inspired by clicking the Get Inspired button.
      3. By clicking the Choose a cause box, you will be presented with a drop-down menu that will allow you to choose a category from.
      4. Select a nonprofit organization from the box labeled Choose an organization and click on the Next button.
      5. To add a nonprofit organization, click on the Add Nonprofit button.
      6. If you would like to add another nonprofit, you can repeat the process (optional).
      7. Save your changes by clicking the save button.
      8. There is an option to set a fundraising goal by clicking on Set Fundraiser Goal.
  8. Please click on the Save & Continue button to continue.

Event Options

  1. Select the level of visibility for the event under Event discoverability and registration access that you would like to have:
    • Users with the event link will only be able to access the following content: It is possible to view the event from the Hub and it is accessible only to users who have the event link to access it.
    • Private Event Restrictions: This event will only be open to invited guests on the guest list: This event can only be viewed and registered for by users you have designated.
      • If you do not want Zoom Events to send emails invitations to users on the guest list, select the I will send my own email invitations check box and select the invite to be sent by me.
  2. The advanced options for the event can be enabled or disabled under the Advanced Options section:
    Note:
  3. In order to make sure that your event is not disrupted, the default security settings are set to the highest level.
    • Manage Notifications
      • In order to receive event notifications and emails, you need to enable the following: There will be an automatic activation of all the following event notifications when this option is enabled. In order to enable all the following event notifications, you will need to manually enable them when this is disabled.
        • As an alternative host, you are invited to participate in the program
        • Attendees’ Invitation to the Event
        • Ticket for Panelists (only for Webinars)
        • There is no longer a panelist ticket available for webinar events (only applicable to webinars)
        • Event Reminder
    • Joining the Event
      • Webinar – Backstage:  As soon as the backstage is enabled, Hosts and Panelists will be able to meet privately before a webinar begins, during the webinar, and afterward.
      • Enable Q&A: The question & answer (Q&A) feature for webinars enables attendees to ask questions during webinars and to have the panelists, co-hosts, and host respond to those questions during the webinar. These questions are answered by the panelists, co-hosts, and host.
        • You can enable or disable the following settings for your Q&A session by selecting one of the options below:
          • Is it possible to ask anonymous questions?
          • Make it possible for attendees to view the presentation
            • I only want to see the answers to the questions I have answered
    • Setting up Cloud Recordings and Permissions for Accessing the Recordings
      Notes:

        • In order to record the activity in your event, it is only necessary to record the activity in the main room. The activity that takes place in breakout rooms throughout the event will not be recorded.
        • At the moment, it is not possible to record meetings locally.
        • If you wish to use the other settings, you will first need to enable cloud recording in order to use them.
      • Enable cloud recording: It is possible to enable or disable cloud recording by clicking the Enable cloud recording toggle button. It is possible to record an event by enabling the recording option. During the event controls, the record button will be displayed and you will have to manually start the recording process once you see the button. There will be recordings of all participants’ video and audio inputs, including the hosts’, who have enabled their video and audio inputs.
        • A host can choose from two different options when it comes to displaying recorded sessions:
          • Active speaker with shared screen (auto-selected by default): During the recording, only the video of the active speaker will be displayed if you are in the active speaker view.
          • Gallery view with shared screen: In the gallery view, you will be able to view thumbnail displays of your participants, organized in a grid pattern, that will expand and contract as you add and remove participants from the meeting. Whenever you are on a page, you will see the active speaker appearing at the top of the page, which makes it easy to identify someone speaking.
        • If you are logged in to the Zoom web portal, you will have the option to select more recording options from your account by clicking the Advanced cloud recording settings.
      • Automatically record at start time: If you wish to enable or disable automatic recording at start time, you need to click on the toggle next to the setting. The recording of the event will automatically begin when the event begins if you enable this option.
      • With your registration, you will receive complimentary access to the cloud recording of this event: You can enable or disable the complementary cloud recording access with registration toggle by clicking the Enable/Disable button next to it. In the event that the recording is enabled, it will start automatically as soon as the event begins. A video and audio recording of all participants, including the Host, will be made if they have their video and audio enabled. For the seven days following your event, registrants will be able to access and view the cloud recording of the event that has been recorded once it has been made available. A Zoom Events Attendee can access the recording of the event once they have registered for the event in their Ticket Dashboard, Event Details page as well as their Host Profile page after they have registered for the event.
      • Countries or Regions Not Allowed to View Recording: Select a country or region from the drop-down menu if you do not wish to view recordings for that country or region. It is possible to prevent specific countries or regions from viewing your recordings if you wish to do so.
      • When the recordings are available, notify attendees so that they can download them: By clicking the toggle next to the Notify attendees when recordings become available, you can enable or disable the feature. If this feature is enabled, attendees will receive an email notification when the recordings can be viewed.
      • Email notifications for recording can be customized with the following message: In the Attendee message field, you can enter a custom message for the attendees.
    • Live streaming
      • Allow webinar to be live streamed to 3rd party platform: In order to enable or disable live streamed webinars for a webinar event, you need to click the Allow webinars to be streamed to third party platforms toggle. The livestream button will be added to your in-event controls as soon as this feature is enabled. It is likely that attendance to the event will be affected if attendees consent to being live streamed in order to attend. By activating this feature, you will only be able to use the live streaming function once it is activated. There is no automatic start up of the live streaming of the event. If you want your event to be streamed live, you will need to manually start the streaming process.
  4. Once you have clicked Save & Continue, you will be able to continue.

Tickets

Notes:

  • The number of tickets that can be sold depends on your Zoom Events license.
  • Regardless of whether the event has already received registrations, the Host can edit the ticket details for their event after it has been published. If you make a change to the Quantity, Ticket Name, Description, Registration Starts/Ends fields on the registration form, they will be applied to future registrations after they have been updated. It is also possible for hosts to add new guests to their guest list or remove them from it.
  • For an event series or a single-session event, the only special roles that are available are that of alternative hosts and panelists.
    • Moreover, if you are planning to have a single-session event or a series of events, you cannot add an interpreter.

Reserved Tickets

It is under this section that you will be able to see the tickets that have been assigned to each role as you create the event. Tickets for special roles such as Alternative Hosts and Panelists have been reserved in this category.

Note:

Your account will not be enabled with the Co-Host role for the Alternative Hosts in the events you are a part of. This means they will not have any Co-Host privileges provided by you after you join one of your events. Go to the Zoom web portal and click on the Co-Host role to enable it.e it.

To reserve tickets for special roles under Reserved Tickets, follow these steps:

  1. It is optional to click the + Add button to the right of the Panelists box in order to add more panelists.
    • If you would like to add a Panelist by email, please follow these steps:
      1. The name of the panelist should be entered here.
      2. You will need to enter the Panelist’s email address in this field.
      3. Add the item to your cart by clicking on the Add button.
      4. By repeating the previous step, you may invite another Panelist by repeating the steps in the previous step.
      5. If you would like, you can include a message with your invitation to become a Panelist.
    • Using a CSV file, it is possible to import the emails of multiple Panelists into the system:
      1. To import data from a CSV file, click the Import from CSV button.
      2. Please click on the Import button to begin the import process.
      3. If you want to import a CSV file, find it and select it, then click Open to open it.
        Note:
      4. There are two columns in the CSV format: Name and Email address.
      5. Click on the Add button after you have imported the CSV file from your computer.
      6. Save the file by clicking on the Save button.
  2. You may also add an alternative host by clicking the +Add button next to the Alternative Hosts box (optional).
    1. The name of the alternative host should be entered here.
    2. The email address of the alternative host should be entered here.
    3. Add the new item by clicking on the Add button.
    4. If you want to invite another alternative host, you can repeat the process (optional).
    5. If you wish, you can write a message to go with your alternative host invitation (optional).
    6. Save the changes by clicking on the Save button.

Click on View Details to see a list of who has been assigned a ticket for a particular role.

A confirmation email will be sent to all panelists and alternative hosts once your event is published.

Pre-Registration

As the name suggests, pre-registration refers to the process of registering guests upfront, both internally and externally. In both public and private hubs, this policy applies only to free events that are created within those hubs. As part of the pre-registration process, the host can enter the e-mail addresses of guests or import a CSV file of email addresses to pre-register guests.

Upon the publication of the event, the following steps should be taken:

  • Invitation emails will be sent to all internal pre-registered guests who have been invited to attend the event.
  • There will be an RSVP email sent to external guests who have pre-registered for the event as well as a link to complete their registration, which will open a page for the external guests to complete their registration. Afterwards, a confirmation email with a link to join will be sent to external attendees.

Adding guests to the list of pre-registered guests can be done as follows:

  1. If you would like to add guests who have already pre-registered, click on Add Guest.
    There will be a pop-up window that appears asking you to add guests.
  2. Upon opening the pop-up window, select the option you want to use to add guests to your account by, uIt is important to enter the email addresses of the guests who will be pre-registered in the Invited Users text box.ss(es) of the guests to be pre-registered.
    • From a CSV file, you can import your email addresses
      1. You can upload an Excel file with the email addresses of the guests that you would like to pre-register by clicking the Import button.
      2. It is recommended that you upload a CSV file.
      3. Open the file by clicking the Open button.
  3. You can close the pop-up window once you have finished adding guests by clicking Save when you are done adding them.
    The invited guest(s) will receive an email informing them that they have been invited to your event and have pre-registered for it.
  4. In order to save the pre-registered guests, you will need to click Save once you are done adding them to your list.

Under Pre-Registration, you will be able to see how many guests have been added to the pre-registered guest list.

If you wish to manage users who have been added to the pre-registered guest list, click Manage Guest(s):

  • For any user who has been added to a pre-registered guest list, you will need to type at least 3 characters of their email address in the search bar at the top of the window.
  • A user who has been added to the pre-registered guest list can be removed by following these steps:
    1. In order to remove a user from the pre-registered guest list, click on the button to the right of the person who you wish to remove.
    2. Save the changes by clicking the Save button.

Tickets for attendees

Tickets for attendees can be added by following these steps:

  1. You will be able to find tickets for registration (paid) or free tickets (free) under the following sections:
    • When purchasing tickets for a series event, you can choose from the following options:
      • Add-On Tickets: Allow attendees to choose which dates and times they would like to attend your event on.
      • Attendees can add a ticket for the entire series in order to join the entire event series.
      • Your event can have a mix of drop-in tickets as well as tickets for the entire series by adding a mix of both.
  2. There is an option to choose free or paid tickets at the top of the Create Ticket box when creating tickets for a paid event.
  3. If the event is a paid event, you may enter the ticket price under the Price per Ticket field.
    Note:
  4.  The payout you receive as a Host could be impacted by indirect taxes (VAT, GST, etc.) and other fees that may apply. The Zoom Events GST and VAT website will provide you with further information where you may be required to report indirect taxes. Whenever any third-party payment processor charges a fee for the processing of foreign currency transactions, the host is responsible for those fees.
  5. You can set the number of tickets available for each event under Ticket Quantity for Each Event.
    Note:
  6. It is important to note that you cannot exceed your Event Capacity – 1 (For example, if your Event Capacity is 1000, you are only allowed to sell 999 tickets).
  7. The name of the ticket should be entered (such as Early Bird, General Admission, and so on).
  8. You will need to set the registration/sale start date and time under Registration/Sale Starts to indicate when the tickets will be available for purchase.
    • Notes:
      • The Hub’s payment provider’s requirements limit the number of attendees that can register with a paid ticket. As part of the registration process for the paid tickets, the payment provider’s (Stripe or PayPal) eligibility requirements will be followed.
      • When the paid event registration opens, attendees will be able to view the date and time that registration opens, and may choose to receive an email reminder when it is time to return to the paid event page and complete the registration process.
  9. (Optional) Click on Customize… at the bottom of the page in order to specify when the ticket sale will be closing and what time it will be closing. It is possible to set the Registration/Sale Ends time back to the End of the series of appearances by clicking the Default button.
  10. (Optional) In the description section, you can add a description of the ticket’s type as well as your message to the attendees.
  11. Click on the toggle to enable the Invite Attendees feature to On or click the toggle to disable the Invite Attendees feature to Off.
    Note:
  12. A designated user can register for only one account per user and cannot register for another user’s account on their behalf.
    Registration for your event can be managed in the following ways:

    • Email addresses can be used to send invitations to attendees:
    • A message will be sent to the email addresses you add in order to invite them to the event. The Invited Users field can be filled in with either a manual entry or a CSV file can be imported if you want to import an email address. We would like to inform you that an Attendee who has not created a Zoom account yet will need to create one in order to be able to register for your event. If you add or import an address that is not connected to a Zoom account, the Attendee will be prompted to do so (using the email address that you added).
    • Note: Guests only have access to view and register for these types of tickets if they have been added to the guest list.
  13. To add users
      • It is possible to add users by email to the guest list for your event:
        1. Check the box next to Invite attendees by their email addresses if you wish to send them an invitation.
        2. You can add users by clicking the + button.
          An Add Users to Guest List pop-up window will appear.
        3. Select the Enter email addresses option in the pop-up window that appears.
        4. The email addresses of the invited users should be entered in the box labeled Invited Users.
        5. Once the changes have been made, click the Save button.
        6. You can add more users by email by clicking on the Add button (optional).
        7. In order to view your guest list, search for guests, or delete guests from your mailing list, click View (optional).
      • Your event’s guest list can be imported with the email addresses of multiple users by following these steps:
        1. Check the box next to Invite attendees by email addresses in order to invite them by email.
        2. The user can be added by clicking on the + button.
          There will be a pop-up window appearing that allows you to add users to the guest list.
        3. Choose Import email addresses from a CSV file in the pop-up window that appears.
        4. Then click on the Import button.
        5. Click on the Open button once you have located and selected the CSV file you wish to import.
        6. It is important to click on the Add button once you have imported the CSV file.
        7. Save the changes by clicking on the Save button.
    • Invite members of specified company domains: On the Event Details page, you will be able to select the domain(s) that will be able to register for the events you specify. To allow users to register on the specified domains, enter the domains you wish them to be able to register on. It is recommended to use a comma between each domain if you are using multiple domains.
      • Adding all users from a specified @domain to your private event’s guest list is as simple as following these steps:
        1. Check the box that says Invite members from specified domains of the company.
        2. The domain you enter must be valid or you can enter more than one valid domain.
          Note: If you want to invite all members of the ABC company (whose email addresses are name@abc.co), you would simply add the domain abc.co as a domain name to your invitation.
        3. Save the changes by clicking on the Save button.
    • Invite members of my Zoom account: Your members will receive an email invitation with instructions on how to join your Zoom account. The only users who are able to register for your event are those who belong to your account.
  14. (Optional) Provide a message for your registrants to receive a confirmation email as part of the registration process.
  15. Save the changes by clicking on the Save button.
    Upon clicking the Save button, the following will appear:

    • In the case of an already published event, the invitation will go to the email addresses of the guests that have already been invited to the event.
    • If you haven’t published your event yet, the email invitation will be sent to everybody who has been invited as soon as it has been published.
  16. You can add more ticket types by clicking the + Add Ticket button (optional).
  17. You will have the option to view your cancellation policy options if this is a paid event, and you will be able to set the Ticket Cancellation Policy for your event by clicking the right arrow.
    Normally, when you cancel a ticket, it will use the cancellation policy that has been defined in the Cancellation Policy section of your account.
  18. The event can either be published to the event page by clicking Publish or saved as a draft by clicking Save.
    Note: If you wish to preview your event listing, and are not yet prepared for the public to be able to view and access it, but still wish to publish the listing in order to see a preview of it:
    1. Click on the Event Options tab to return to the main page of the event.
    2. Select the option that only invitees on the guest list will be allowed to register for the event under Event discoverability and registration access.
      An event page can only be viewed by designated users and a registration form can only be filled out by designated users.
    3. Click on the Publish button at the bottom of the Ticket section to complete the process.