Creating an event for a Zoom Events hub

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After you have created a Zoom Events Hub, you will be able to select which Hub you want the event you are creating to be associated with.

This article covers:

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
  • Pro, Business, Enterprise, or Education account
  • Zoom Events license

Notes:

  • There is a dependency with Windows' Webview package for Windows platform; while version 5.7.6 does support Zoom Events, it may cause a blank lobby experience for hosts.
  • For access to the latest Zoom Events and Webinars features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to create an event for your Zoom Events hub

To create an event for your Zoom Events hub:

Event Card

  1. Sign in to Zoom Events.
  2. Click Create.
  3. Select Event.
  4. Under Create Event for, click the dropdown menu and select the hub that the event will be associated with.
  5. (Optional) Click Convert an Existing Zoom Meeting / Webinar to a Zoom Event.
  6. Enter the basic information for the event:
    • Event Name: Name of the event.
    • Short Description: Enter a description of your event, using 140 characters or less.
    • Category: Select the category for your event.
      Note: (Optional) If you select Education and Family, the Event intended for parents with their children option will appear. If you check this option, you will have to agree to the Host's Code of Conduct to proceed. Anyone who joins a family-oriented event will have to agree to the Attendee's Host of Conduct.
    • (Optional) Click Add Tags to add your own tags for tracking.
  7. Under Select the event type you want to create, select Webinar or Meeting.
  8. Under Select if this is a Free or Paid event, select if the event will be Free or Paid.
  9. (Optional) Under Countries or Regions NOT ALLOWED to Join Event (Optional), enter the countries or regions that are not allowed to join your event.
  10. Under Date and Time:
    1. Select One-time or Series.
      • If you selected Series, continue to the following sub-steps. If you selected One-Time, skip to the next step.
        1. Select Series.
        2. Set the Start Time of the event.
        3. Set the Duration of the event.
        4. Select the Time Zone for the event by clicking the down arrow down-arrow-button.png.
          Note: By default, the time zone set in your Zoom profile will be used.
        5. Select the Recurrence to be Daily, Weekly, or Monthly.
        6. Under Repeat Every, select the number of days that the Recurrence will repeat.
        7. Under End Series, choose how to end the series:
          • By After, enter the number of events that the series will end on.
          • By On, select the date when the series will end.
    2. Set the Start Time of the event.
      Note: If an event is scheduled to start within 28 days of being, free and paid tickets can be offered for the event. However, if an event is scheduled to start any time after 28 days of its publishing date, then only free tickets can be offered for the event.
    3. Set the Duration of the event.
    4. Select the Time Zone for the event.
      Note: By default, the time zone set in your Zoom profile will be used.
  11. Click Save & Continue.

Event Profile

In this section, you can add images, video links, and a description of your event.

  1. Under Main Event Media, click + Add Cover to upload a mandatory cover image for your event.
    Notes:
    • An image size of 1920x1080 pixels is recommended. Only JPG/JPEG/PNG files not exceeding 10MB can be used.
    • Resizing images is possible after image uploads. Event creators can manually resize all uploaded images to fit into the image window as well as search for an image to upload.

  2. (Optional) Under Additional Image/Video, click + Add Image or + Add Video to upload up to two more images or a video to the Event Profile.
    Notes:
    • An image size of 1920x1080 pixels is recommended. Only JPG/JPEG/PNG files not exceeding 10MB can be used.
    • The maximum video length is 60 seconds. Only MP4 files are accepted with a maximum video size of 50MB.
    • Resizing images is possible after image uploads. Event creators can manually resize all uploaded images to fit into the image window as well as search for an image to upload.
  3. (Optional) Under YouTube Link, enter the URL of a YouTube video you want to add to the event page.
  4. (Optional) Under About Event, enter any additional details about the event.
  5. Under Contact Info, customize the contact name that will be displayed on the event details page.
    Note: By default, your display name on your Zoom profile page will be used.
  6. (Optional) Under the Fundraising section, click the toggle switch to enable to On to raise funds for a nonprofit 501(c)(3) organization in the event.
    • If you know the name of the nonprofit you want to donate to:
      1. In the Search for nonprofit search box, type the name of the nonprofit you want donations to go to.
      2. Click the name of the nonprofit to select.
      3. (Optional) Repeat to add another nonprofit.
      4. Click Save.
      5. (Optional) Click Set Fundraiser Goal to set the fundraising goal.
    • If you need help in selecting which nonprofit(s) to donate to:
      1. Click the Search for a nonprofit box.
      2. Click Get Inspired.
      3. Click the Choose a cause box and select a category from the drop-down window.
      4. Click the Choose an organization box and select a nonprofit organization.
      5. Click Add Nonprofit.
      6. (Optional) Repeat to add another nonprofit.
      7. Click Save.
      8. (Optional Click Set Fundraiser Goal to set the fundraising goal.
  7. Click Save & Continue.

Event Options

  1. Under Event discoverability and registration access, select the level of visibility you want for the event:
    • Accessible only to users with event link: The event can be viewed from the Hub and is accessible to only users with the event link.
    • Private Event Restricted to Invitees on the Guest List Only: Only users you designate can view and register for this event.
      • (Optional) Select the I will send my own email invitations check box if you do not want Zoom Events to send email invitations to the users on the guest list.
  2. Under Advanced Options, enable or disable the advanced options for the event:
    Note: The default settings are set to the highest level of security to help prevent disruptions to your event.
    • Manage Notifications
      • Turn on the following Event Notifications and Emails: When this is enabled, all the following event notifications will be automatically enabled. When this is disabled, you will need to manually enable all the following event notifications.
        • Invitation to be an Alternative Host
        • Invitation for Attendees
        • Panelist Ticket (Webinar events only)
        • Panelist Ticket is no Longer Active (Webinar events only)
        • Event Reminder
    • Joining the Event
      • Webinar - Backstage: When enabled, backstage provides a place for Hosts and Panelists to meet privately before, during, and after a webinar.
      • Enable Q&A: For Webinar events, the question & answer (Q&A) feature for webinars allows Attendees to ask questions during the webinar, and for the Panelists, Co-hosts, and Host to answer their questions.
        • Select to enable or disable the following settings for your Q&A session: 
          • Allow anonymous questions
          • Allow attendees to view
            • answered questions only
    • Cloud Recording Settings and Access Permissions
      Notes:
        • Only the activity in the main room of your event is recorded. Activity in breakout rooms within the event is not recorded.
        • Recording meetings locally is currently not supported.
        • Enable cloud recording must be enabled before you can use the other settings.
      • Enable cloud recording: Click the Enable cloud recording toggle to enable or disable it. By enabling, you will be able to record the event. The record button will appear in the event controls and you will have to start the recording manually. All participants with their video and audio enabled—including the Host's—will be recorded.
        • Hosts can select one of two display options for recorded sessions:
          • Active speaker with shared screen (auto-selected by default): If you are in active speaker view, the recording will only display the video of the active speaker.
          • Gallery view with shared screen: Gallery view lets you see thumbnail displays of participants, in a grid pattern, which expands and contracts as participants join and leave the meeting. The active speaker is relocated to the current page you are viewing and is highlighted, making it easier to recognize who is speaking.
        • Click the Advanced cloud recording settings to select more recording settings from your account in the Zoom web portal.
      • Automatically record at start time: Click the Automatically record at start time toggle to enable or disable it. By enabling, recording of the event starts automatically when the event starts.
      • Include complimentary access to this event's cloud recording with registration: Click the Include complimentary access to this event's cloud recording with registration toggle to enable or disable it. By enabling, the recording will start automatically when the event starts. All participants with their video and audio enabled—including the Host's—will be recorded. Once the recording of the event is made available, registrants of your event will be able to access and view the cloud recording for 7 days. Once a Zoom Events Attendee has registered for the event, they will be able to view the recording from their Ticket Dashboard and Event Details pages as well as the Host Profile page.
      • Countries or Regions Not Allowed to View Recording: Click the dropdown menu to select countries or regions that are not allowed to view recordings. You can prohibit selected countries or regions from viewing your recording.
      • Notify attendees when recordings are available: Click the Notify attendees when recordings are available toggle to enable or disable it. By enabling, attendees will be notified when they can view the recordings.
      • Add a custom message to recording notification emails: Enter a custom message for Attendees.
    • Live streaming
      • Allow webinar to be live streamed to 3rd party platform: For Webinar events, click the Allow webinar to be live streamed to 3rd party platform toggle to enable or disable it. By enabling, this feature adds the livestream button to your in-event controls. Attendees will be required to agree to be live streamed to attend the event, which may affect ticket sales. Activating this feature enables the live streaming function only. Live streaming of the event does not automatically start. You will need to manually start the live streaming of your event.
  3. Click Save & Continue.

Tickets

Notes:

  • Ticket capacity is determined by your Zoom Events license.
  • After an event is published, the Host can edit their event’s ticket details even if it already has registrants. The Quantity, Ticket Name, Description, Registration Starts/Ends fields are editable and will apply to future registration after they are updated. Additionally, Hosts can add to or delete from the guest list.
  • The only special roles available for event series/single-session event are alternative hosts and panelists. 
    • Additionally, you cannot add an interpreter to single-session event/event series.

Reserved Tickets

The tickets that were assigned to each role as you created the event will be displayed under this section. These are reserved tickets for special roles: Alternative Hosts and Panelists.

Note: If the Co-Host role is not enabled for your account, the Alternative Hosts in your events will be able to start events, but will not have any other Co-Host privileges after you join one of your events. You can enable the Co-Host role by going to the Zoom web portal.

Under Reserved Tickets, to reserve tickets for special roles:

  1. (Optional) To the right of the Panelists box, click + Add.
    • To add a Panelist by email:
      1. Enter the Panelist's Name.
      2. Enter the Panelist's Email Address.
      3. Click Add.
      4. (Optional) Repeat to invite another Panelist.
      5. (Optional) Write a message to send with your Panelist invitation.
    • To import multiple Panelists' emails to from a CSV file:
      1. Click Import from CSV.
      2. Click Import.
      3. Find and select the CSV file you want to import, then click Open.
        Note: The CSV format is Name, Email address.
      4. Once the CSV file has been imported, click Add.
      5. Click Save.
  2. (Optional) To the right of the Alternative Hosts box, click+ Add.
    1. Enter the alternative host's Name.
    2. Enter the alternative host's email address.
    3. Click Add.
    4. (Optional) Repeat to invite another alternative host.
    5. (Optional) Write a message to send with your alternative host invitation.
    6. Click Save.

To see who has been assigned a ticket for a role, click View Details.

Once your event is published, email invitations to panelists and alternative hosts will be sent.

Pre-Registration

Pre-registration is upfront registration for both internal and external guests. This applies to only free events created in both public and private hubs. The host can pre-register guests by entering email addresses or importing a CSV file of email addresses.

Once the event is published:

  • Invited internal pre-registered guests will receive the join links in invitation emails.
  • Invited external pre-registered guests will receive an RSVP email with a Complete Registration link, which will open a webpage for external guests to complete the preregistration. Then, external attendees will receive a confirmation email with join links.

To add guests to the pre-registered guest list:

  1. Click Add Guest to add pre-registered guests.
    An Add Guests pop-up window will appear.
  2. In the pop-up window, under Add users by, select if you want to add guests by:
    • Enter email addresses
      1. In the Invited Users text box, enter the email address(es) of the guests to be pre-registered.
    • Import email addresses from CSV
      1. Click Import to upload a CSV file with the email address(es) of the guest(s) to be pre-registered.
      2. Choose a CSV file to upload.
      3. Click Open.
  3. When you're finished adding guests, click Save to close the pop-up window.
    An email will be sent to the invited guest(s) to let them know they are invited and pre-registered for your event.
  4. When you're finished adding guests to the pre-registered list, click Save.

You can see the number of guests added to the pre-registered guest list under Pre-Registration.

Click Manage Guest(s) to manage users added to the pre-registered guest list:

  • To search for a user added to the pre-registered guest list, in the search bar at the top of the window, type at least 3 characters of a user's email address.
  • To remove a user added to the pre-registered guest list:
    1. To the right of the user you want to remove from the pre-registered guest list, click .
    2. Click Save.

Tickets for attendees

To add tickets for attendees:

  1. Under the Tickets for Registration (paid) or Free Tickets (free) section:
    • For tickets for a series event, choose if you want:
      • + Add Drop-In Ticket: Allow Attendees to join your event on selected dates.
      • + Add Entire-Series Ticket: Allow Attendees to join the entire event series.
      • You can add a mix of both drop-in and entire-series tickets for your event.
  2. For paid events, at the top of the Create Ticket box, select if the ticket will be Free or Paid.
  3. (Optional) Enter the ticket cost under Price per Ticket if the event is a Paid event.
    Note: Indirect taxes (VAT, GST, etc.) and other fees may impact the payout you receive as a Host. For further information where you may have indirect tax reporting requirements, Zoom Events GST and VAT. Hosts will be responsible for any foreign currency transaction fees charged by the third-party payment processor.
  4. In Ticket Quantity for Each Event, set the number of tickets available.
    Note: This can not exceed your Event Capacity - 1 (If your capacity is 1000, the max amount of tickets will be 999)
  5. Enter the Ticket Name (for example, Early Bird, General Admission, and so on).
  6. Under Registration/Sale Starts, set the start date and time of when the tickets will be available for purchase.
    • Notes:
      • The attendee paid ticket registration is limited by the hub’s payment provider requirements. Availability for the paid ticket registration will follow the payment provider’s (Stripe or PayPal) requirements.
      • Attendees can view the paid event registration open date and choose to receive an email reminder to return to the paid event page to complete registration once it’s available.
  7. (Optional) Click Customize... to set the ending date and time of when the ticket sale will stop. Click Default to set the Registration/Sale Ends time back to End of each occurrence of this series.
  8. (Optional) In Description, add a description for the type of ticket, or a message for your Attendees.
  9. (Optional) Click the Invite Attendees toggle to enable to On or click the toggle to disable to Off.
    Note: Designated users are limited to 1 registration per user and cannot register on behalf of other users.
    Manage who can register for your event:
    • Invite attendees by email addresses: Email addresses you add will receive an email invitation. Any email address can either be manually entered in the Invited Users field or imported from a CSV file. Please note that if you add or import any Attendee email address that is not associated with a Zoom account, the Attendee will need to sign up for a Zoom account (with their email address that you added/imported) before they can register for your event.
      Note: Only the users added to the guest list are allowed to view and register for this ticket type.
      • To add users to your event's guest list by email:
        1. Select the Invite attendees by email addresses check box.
        2. Click + Add users.
          An Add Users to Guest List pop-up window will appear.
        3. In the pop-up window, select Enter email addresses.
        4. In the Invited Users box, enter the users' email addresses.
        5. Click Save.
        6. (Optional) Click Add to add more users by email.
        7. (Optional) Click View to view your guest list, search for guests, or delete email addresses.
      • To import multiple users' emails to your event's guest list:
        1. Select the Invite attendees by email addresses check box.
        2. Click + Add users.
          An Add Users to Guest List pop-up window will appear.
        3. In the pop-up window, select Import email addresses from CSV.
        4. Click Import.
        5. Find and select the CSV file you want to import, then click Open.
        6. Once the CSV file has been imported, click Add.
        7. Click Save.
    • Invite members of specified company domains: Members of the domains you specify will be able to register for events on the Event Details page. Enter the specified domains you want to allow users to register. If using multiple domains, add a comma between domains to separate them.
      • To add all users from a specified @domain to your private event’s guest list:
        1. Select the Invite members of specified company domains check box.
        2. Enter a valid domain or multiple valid domains.
          Note: For example, to invite all members of the ABC company (with members having name@abc.co email addresses), add abc.co as the domain.
        3. Click Save.
    • Invite members of my Zoom account: Members of your Zoom account will receive an email invitation. Only the users who belong to your account can register for your event.
  10. (Optional) Enter a Message for confirmation email for your registrants.
  11. Click Save.
    After you click Save:
    • If your event is already published, the event invitation will be sent to the invited email addresses.
    • If your event is not published yet, the event invitation will be sent to the invited email addresses after you publish your event.
  12. (Optional) Click + Add Ticket to add more ticket types.
  13. If this is a paid event, click the right arrow forward-arrow-button.png to display the cancellation policy options, then set the Ticket Cancellation Policy for your event.
    By default, it will use the policies set in the ticket Cancellation Policy section of your account.
  14. Click Publish to publish the event to the event page or click Save to save the event as a draft.
    Note: If you want to publish your event to see a preview of the listing, and you are not yet ready for it to be viewed and accessed:
    1. Return to the Event Options section.
    2. Under Event discoverability and registration access, select Private Event Restricted to Invitees on the Guest List Only.
      Only designated users can view the event page and register for the event.
    3. Return to the Ticket section and click Publish.

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