Creating a Zoom Event


You can use the multiple sessions format to utilize meetings and webinars to run a multi-day event that contains multiple tracks and multiple sessions. You'll also be able to run streaming previews of each session, as well as concurrent sessions with dedicated chats. For multiple sessions events, attendees have access to an enhanced lobby, exhibitors, networking, and booths.

Additionally, hosts can set up hybrid events to allow both remote and on-site attendees to participate in the event. They can set up sessions to be viewed virtually, in person, or both. Hosts can provide maps to help on-site attendees navigate around the event venue and manage a check-in process for attendees.

Learn more about the single-session event setup or the recurring sessions event setup.

Note: All draft and upcoming multiple sessions events created before February 27, 2023, will be converted into the new setup experience in November 2023. All configuration and data for your event will be transitioned into the new setup experience.

This article covers:

Prerequisites for creating a Zoom Event

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to create an event

  1. Sign in to Zoom Events.
  2. In the left navigation menu, click the top dropdown arrow  and select Across Hubs.
  3. In the navigation menu, click Events.
  4. In the top-right corner, click Create Event.
  5. In the Blank Event card, click Create Event.
    The event configuration page will appear, and you will be directed to the event creation process.

Note: If you want to customize a pre-built event, use the curated event templates instead of the Blank Event option.

Complete the Event Configuration section

  1. After starting the event creation flow, select from the following options:
    • Under What type of event do you want to create?, view the type of event that you want to create:
      • Single Session: A single-day (one-time) event that contains a single-session meeting or webinar.
      • Recurring Sessions: A series of live or simulive sessions that occur on a predefined cadence. You can schedule it to occur daily, weekly, or monthly.
      • Multi-Session Event: One day or a multi-day event that contains multiple tracks and multiple sessions. This event can last up to 6 days.
    • Select Multi-Session Event.
  2. Complete the event details:
    • Event Name: Enter an event name.
    • Date and Time: Select an event date and time.
      Note: A multiple sessions event's date is automatically set to 2 weeks away from the current date by default.
      • Click + Add a time to add and select multiple days and times.
      • Click the trash icon  to remove a date and time.
    • Time Zone: Use the dropdown menu to select your time zone.
    • Main Event Image: Hover your mouse over the image tile and click Change Image to upload an image.
      Note: The best image dimensions to use are 1920x1080 pixels. JPG, JPEG, and PNG files only, with a maximum image size of 15 MB.
  3. Under What kind of attendee experience do you want?, select from the following options:
    • Virtual: The event will only be online.
    • Hybrid: The event will be online and in-person.
      • Click + Add Location and enter the event address.
    • In-Person: The event will only be in-person.
      • Click + Add Location and enter the event address.

Complete the Event Access section

Under the Event Access section, manage authentication rules, free/paid event, and registration settings. Create event access and later specify an authentication setting for more links in the Links & Event Access tab.

Create event access

You can require attendees to register for your event. You can also require attendees to authenticate at the time of joining the event, but not require registration. By default, the Event Access link does not require registration.

Notes:

  1. (Optional) Under How will attendees access this event?, if you have a customized branding domain for Zoom Events set up, select the Customize Event URL to define the custom URL for each registration and group join link within the event creation setup.
    If you want Zoom Events to automatically create a link for you, select the Auto-generated Event URL option.
    Note: The Customize Event URL feature is currently in beta and is only available for approved users. 
    1. Under Event URL, enter a customized event URL path.
      Notes:
      • You cannot use symbols, spaces, or special characters. 
      • There is a maximum of 256 characters.
      • The custom URL link will be active after you publish.
    2. Click Update to save the custom URL path.
    3. Use the following actions:
      • Copy Link: Copy the customized event URL to share with others. You can make the link accessible to others by copying it.
      • Copy Invitation: Copy the full invitation text.
      • Send Invitation to Me: Send a preview of the invitation email to yourself.
    4. (Optional) Click Edit Custom Event URL to edit your custom URL path.
      Note: You can always edit the custom event path in the Links & Event Access tab at any time.
  2. (Optional) Under Event Access 1, select one or both of the following options:
    • Select the Registration Required checkbox, then proceed to step 3.
      When this checkbox is selected, the Attendees will be required to authenticate at time of join checkbox will also automatically be selected.
    • Select the Attendees will be required to authenticate at time of join checkbox, then proceed to step 3.
    • If you do not select any of these checkboxes, proceed to the Complete the Special Roles Access section.
  3. Under Attendees will be required to authenticate at registration, click the dropdown menu and select from the following options:
    • Sign in with a Zoom account or authenticate over email OTP: Users must sign in with their Zoom account and use a one-time password (OTP).
    • Sign in with Zoom: Users must sign in with their Zoom account.
    • Accelerate authentication with (vanity URL): If your organization has a vanity URL with Zoom, you can enable this option to direct attendees to the vanity URL (after attendees click the group join link) instead of Zoom's sign-in page to accelerate authentication.
    • Authenticated via Identity Provider (external SSO): Users must authenticate through a third-party authentication service.
      • Under Select IDP, use the dropdown menu to select the external authentication profile.
        Registrants/attendees will be taken to the host's identity provider (IDP) website for authentication before accessing the event page/event lobby. Additionally, the event’s join link will also direct users to the host's IDP website for authentication instead of asking them to sign in to Zoom.
        Notes:
        • The dropdown menu will be blank if no external SSO authentication profile is available in the host’s account.
        • A pre-join page will be enabled for attendees who joined without registration.
  4. (Optional) Select the Apply Allow List checkbox to add restrictions to your event by allowing certain users on the allow list to join your event. After adding an allow list, only users on the allow list will be able to view and register for this event.
    Note: Specified users can only register once and cannot register on behalf of others.
    • To add all users from a specified domain to your event’s invite list:
      1. Click Add domain.
      2. Enter a valid domain.
        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. If you have multiple domains, separate them by commas in the text box.
      3. Click Save.
    • To import multiple specified domains to your event's invite list:
      1. Click Add domain.
        A pop-up window will appear.
      2. In the window, select Import domains from CSV.
      3. Drag and drop a CSV file into the window, or click Choose Files to find the CSV file you want to import, then click Open.
        Note: Maximum items must be less than 20,000 per CSV file. The new imports will be added to the existing records.
      4. Once the CSV file has been imported, click Save.
        The number of added specific domains will appear under Allow List.
      5. (Optional) To the right of the specified domains, click View.
        The invited domain list will appear.
      6. Manage your allowed domains:
        • View your allowed domain list or search for domains.
        • Delete individual domains:
          1. To the right of a domain, click the trash icon .
          2. In the confirmation window, click Delete.
        • Delete multiple domains:
          1. In the allowed domain list, select the domain checkboxes that you want.
          2. (Optional) Select the Domain checkbox to select all checkboxes.
          3. At the top of the box, click Delete.
          4. In the confirmation window, click Delete.
    • To add users to your event's invite list by email:
      Note: Only users added to the invite list can view and register for this ticket type.
      1. Click Add email address.
        An Add Users to Invite List pop-up window will appear.
      2. Under Enter email addresses, enter email addresses of the users you want to invite, then press Enter. Click X by a user’s email address to remove the user.
      3. Click Save.
      4. (Optional) Click Add to add more users by email.
      5. (Optional) Click View to view your guest list, search for guests, or delete email addresses.
    • To import multiple users' emails to your event's invite list:
      1. Click Add email address.
        An Add Users to Invite List pop-up window will appear.
      2. In the window, select Import email addresses from CSV
      3. Drag and drop the CSV file into the window, or click Choose Files to find the CSV file you want to import, then click Open.
        Note: Maximum items must be less than 5,000 per CSV file. The new imports will be added to the existing records.
      4. Once the CSV file has been imported, click Save.
        The number of added specific users will appear under Allow List.
      5. (Optional) To the right of the number of specified email addresses, click View.
        The invited user list will appear.
      6. Manage your invited users:
        • View your invited user list or search for invited users.
        • Delete individual users:
          1. To the right of a user, click the trash icon .
          2. In the confirmation window, click Delete.
        • Delete multiple users:
          1. In the invited user list, select the user checkboxes that you want.
          2. (Optional) Select the Email checkbox to select all checkboxes.
          3. At the top of the box, click Delete.
          4. In the confirmation window, click Delete.
  5. (Optional) Under Security at Join, select the following options:
    Note: Zoom users must sign in to Zoom when joining the event.
    • If you selected the Sign in with a Zoom account or authenticate over email OTP option from step 2, select from the following options:
      • Select the Zoom users: require additional authentication through a security code checkbox.
        Attendees will be required to confirm a one-time password (OTP) after authenticating when joining.
      • Select the Email verification code users: require to authenticate checkbox.
        Zoom users must authenticate themselves with an email verification code upon joining an event.
    • If you selected the Sign in with Zoom or Accelerate authentication with (vanity URL) options from step 2, select the following option:
      • Select the Require additional authentication through a security code checkbox.
        Attendees will be required to confirm a one-time password (OTP) after authenticating when joining.
  6. Under Is this registration free or paid?, select from the following options:
    • Free: You don’t need to set a ticket price for your event.
    • Paid: You need to set a ticket price.

Complete the Special Roles Access section

  1. (Optional) Under Special Roles Access, select the Require alternative hosts and speaker roles to authenticate at time of join checkbox.
    When selected, if authentication is required, users will need to authenticate their Zoom account or email verification that was invited to the event. Interpreters are required to have a Zoom account and sign in.
  2. Click Save and Continue.

Continue to the event creation setup

After completing the Event Configuration, Event Access, and Special Roles Access sections, click Save and Continue.
You will be directed to the Overview section of the event creation flow.

Note: Not all fields can be edited after the event is published or a ticket to the event has been sold.

Zoom Events event setup sections

After you create an event, you can use different tabs in the event creation flow to customize and organize your event.

Access and edit an event

  1. Sign in to Zoom Events.
  2. In the left navigation menu, click the top dropdown arrow  and select Across Hubs.
  3. In the left navigation menu, click Events.
  4. Click the UpcomingDrafts, or Past tab.
  5. To the right of an event you want to access and edit, click the pencil icon .
    The event creation flow will appear.
  6. Edit the event

How to navigate the event setup header

The event setup header is a centralized location where hosts can view and edit the event's dates and links (registration links, group join links, etc.), preview the event detail page, manage co-editors, and publish the event.
Note: After you publish your event, links will be generated to access the event detail page. You can easily share these with your attendees or audience.

  1. Access the event creation flow.
  2. In the top event setup header, view and access the following actions:
    • Use the search bar to find an event creation feature and navigate to the corresponding location from the search results.
    • View the event status of your event (i.e., Draft, Published, Canceled, etc.).
    • Click Dates & Links to view and edit the event's dates and links.
      A panel will appear.
      • In the Dates & Links panel, view and edit the following:
        • To the right of Event ID for integrations or support, click the copy button  to copy the event ID.
        • View who the event organizer is.
        • Under Dates and Times, view the dates/times and click Edit. When you click Edit, you will be directed to the corresponding event tab where you can edit the date and time.
        • Under Registration Link, view the date/time for your registration link and selected authentication profile for your event. 
          Note: The registration link will generate after you publish.
          • View the countries that are geo-blocked from the registration link.
          • View and copy the registration link.
          • Click Edit to edit the registration link settings in the Links & Event Access tab.
        • Under Group Join Links, view the tickets' group join links and selected authentication profiles for your tickets. 
          • View the countries that are geo-blocked from the group join link.
          • Copy the group join link, copy the event invitation, or send the event invitation to yourself.
          • Click Edit to edit the group join link settings in the Links & Event Access tab.
        • Under Join QR Code (for hybrid and in-person events), print or download the event's QR code to physically post it or digitally display it on a screen at your venue. Registrants can use this QR code to check in and to launch the Zoom Events Companion app.
        • Under Countries or Regions Not Allowed to View Recording, view the countries that are geo-blocked from viewing the event's recording. 
        • Under Showcase This Event on the Hub Profile Page, click the toggle to enable or disable it. Enabling the toggle will make the event visible to attendees on the hub profile page. 
      • Click Close to exit the Dates & Links panel.
    • Click the See More menu, then click the following actions:
    • Click Publish Event  to publish your event.

How to add co-editors

You can add up to 3 co-editors and grant them permission to edit specific sections for multiple sessions. Co-editors have permission to view all tabs in the event creation flow, including the Analytics section, and can update all sections and event details in the event. Co-editors can also publish events. 

Limitations for co-editors

Adding co-editors has the following limitations:

Add co-editors

  1. In the top event setup header, click See More , then click Co-Editors .
    A Co-Editors pop-up window will appear.
  2. In the pop-up window, enter the email address of the user you want to add as a co-editor.
    Note: Co-editors do not need to belong to the same Zoom Events account or have a Zoom Events account to be able to edit the event.
  3. Click the Select permissions dropdown menu to select which section(s)' details the specified co-editor can edit.
  4. Click Add.
    Note: An email will be sent to inform users they have been added as co-editors of the event.
  5. (Optional) Click the pencil icon  to edit co-editors.
  6. (Optional) Click the trash icon  to delete co-editors.

The Co-Editors list will be updated with the added co-editor(s)' email and Permissions.