How to set up Zoom Events for virtual conferences

Zoom Events allows you to host large-scale virtual conferences. Setting up a Zoom Event involves configuring Event Setup, setting up ticketing and registration, and customizing your event experience. This guide will walk you through the process of configuring a Zoom Event for your virtual conference.

Prerequisites

• A Zoom account with a Zoom Events license.
• Admin access to the Zoom web portal.
• A detailed plan for your virtual conference, including the schedule, speakers, and desired features.
• Payment gateway integration (e.g., PayPal or Stripe) if you plan to charge for tickets.
• Branding assets (logos, banners, etc.) for event customization.

Create a New Zoom Event

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Events Management, then click Events.
3. Click Create Event.
4. Choose Zoom Event.
5. Under the Event Basics tab:
   • Enter your event’s name in the Event Name field.
   • Provide a brief description of your event in the Brief Description field.
   • Write a detailed description of your event in the Detailed Description field. This description will be displayed on your event’s landing page.
   • Select the start date and time for your event.
   • Select the duration of your event. Zoom Events can last multiple days.
   • Choose the time zone for your event.
   • Select the host(s) for the event.
6. Under the Event Details tab:
   • Upload a cover image for your event. Ensure the image meets the recommended dimensions.
   • Upload a banner image for your event. Ensure the image meets the recommended dimensions.
   • Select the appropriate category and subcategory for your event.
   • Add relevant tags to your event.
7. Under the Venue tab:
   • Choose Online as your event venue.
8. Click Save.

Configure Event Setup

1. Navigate to your newly created Zoom Event in the Zoom web portal.
2. In the left navigation menu, click Event Setup.
3. Under General:
   • Configure the event lobby. The lobby is where attendees will land before the event starts. Customize the lobby banner, welcome message, and networking features.
   • Enable or disable chat features. Decide whether attendees can chat with each other, the host, or both.
   • Configure Q&A settings. Choose whether questions are anonymous and how they are moderated.
   • Customize email settings for event invitations, reminders, and follow-ups.
4. Under Sessions:
   • Click Add Session to create individual sessions within your event.
   • Enter the session name, description, start time, and duration.
   • Assign speakers to the session. You can add speakers from your Zoom contacts or manually enter their information.
   • Choose the type of session (e.g., Webinar, Meeting, External Stream). If you select Webinar or Meeting, configure the corresponding Zoom settings.
   • Customize the session chat, Q&A, and polling features.
   • Repeat for each session in your conference.
5. Under Networking:
   • Enable or disable networking features.
   • Configure networking lounges, allowing attendees to connect in smaller groups.
   • Set up speed networking sessions.
6. Under Sponsors:
   • Add sponsors to your event.
   • Upload sponsor logos and descriptions.
   • Link sponsor landing pages.

Set Up Ticketing and Registration

1. Navigate to your Zoom Event in the Zoom web portal.
2. In the left navigation menu, click Ticketing.
3. Click Create Ticket.
4. Enter the ticket name (e.g., Early Bird, General Admission, VIP).
5. Set the ticket price. You can create free tickets.
6. Set the ticket quantity.
7. Set the ticket sales start and end dates.
8. Provide a description of the ticket benefits.
9. Configure registration settings:
   • Customize the registration form. Add custom questions to collect information from attendees.
   • Enable or disable registration confirmation emails.
   • Set up registration approval workflows.
   • Configure post-registration redirects.
10. Connect your payment gateway (PayPal or Stripe) to process ticket payments if you are charging for tickets.
11. Click Save.

Customize the Event Experience

1. Navigate to your Zoom Event in the Zoom web portal.
2. In the left navigation menu, click Appearance.
3. Customize the event landing page:
   • Edit the event title and description.
   • Upload a custom banner image.
   • Highlight key sessions or speakers.
4. Customize the event lobby:
   • Add a welcome message.
   • Feature sponsors or partners.
   • Embed videos or other content.
5. Customize the event emails:
   • Personalize the event invitation email.
   • Customize the event reminder emails.
   • Edit the event follow-up emails.

Publish Your Event

1. Navigate to your Zoom Event in the Zoom web portal.
2. Review all settings to ensure they are correct.
3. Click Publish Event.
4. Share the event registration link with your audience.

Common Issues

• Problem: Attendees are unable to register for the event.

  • Solution: Verify that the registration period is open and that tickets are still available. Check your payment gateway integration if you are charging for tickets. Ensure the registration form does not have any required fields that are causing issues.

• Problem: Speakers are unable to join their sessions.

  • Solution: Confirm that speakers have been correctly assigned to their sessions. Verify that speakers have the necessary Zoom licenses. Ensure that speakers have the correct join link for their session.

• Problem: Attendees are experiencing technical difficulties during the event.

  • Solution: Provide attendees with clear instructions on how to troubleshoot common issues. Designate a technical support team to assist attendees with technical problems. Test your internet connection and equipment before the event starts.

• Problem: The Zoom Event lobby is not displaying correctly.

  • Solution: Clear your browser cache and cookies. Try a different browser. Verify that your Zoom Event settings are configured correctly.

• Problem: Payment gateway integration is not working.

  • Solution: Double-check your payment gateway credentials. Contact your payment gateway provider for assistance. Ensure that your Zoom account is properly linked to your payment gateway account.