Scheduling a WebEx Event

This article will explain how to schedule a new WebEx Event using UMD's WebEx system.  Please follow the instructions below to accomplish this:

1. Using your web browser, browse to http://webex.umd.edu.
2. Login using the 'Log In' link in the upper right-hand corner.
3. Select the 'Event Center' tab if not already selected.
4. On the left-side menu under the heading 'Host an Event' select 'Schedule an Event'.
5. Fill out the following fields on this page:
   1. Event name
   2. Event password (if you choose not to use the auto-generated one (if this is a standard ESSIC seminar then usually the password is set to 'essic') )
   3. Start date, start time, and estimated duration of event
   4. Description (For ESSIC seminars, the description of the talk would go here)
   5. Attendees (Whoever should receive the link and phone information for attendees (For ESSIC seminars, this would be the seminar coordinator who is responsible for sending out the link to the mail list) )
      1. Select 'Create Invitation List'
      2. Enter in the person's name in the 'Full name' text box
      3. Enter in the person's email address
      4. Click the 'Add to Invitation List' button at the bottom.
      5. In the 'Attendees to Invite' section at the top select the checkbox next to all attendees you wish to invite to this event and hit the 'Invite' button. The window will now close.
   6. Panelists (Whoever will be presenting or sharing their screens during this event (For ESSIC seminars, this would be the speaker) )
      1. Select 'Create Invitation List'
      2. Enter in the person's name in the 'Full name' text box
      3. Enter in the person's email address (For ESSIC seminars, usually just use your own email as you will have to setup the seminar for them in the conference room and don't need them being notified they are a panelist via email creating confusion)
      4. If this panelist should be able to also host the meeting you can select the checkbox 'Invite as alternate host'.
      5. Click the 'Add to Invitation List' button at the bottom.
      6. In the 'Panelists to Invite' section at the top select the checkbox next to all panelists you wish to invite to this event and hit the 'Invite' button. The window will now close.
   7. Panelists Info (Usually a short description of the panelist(s) that are presenting.
   8. Panelist password (For ESSIC Seminars, usually just set this to 'seminar')
6. Click the 'Schedule This Event' button at the bottom of this page to schedule the new event.
7. On the 'Send Event Emails' screen, select the role(s) you wish to notify via email with the links and phone information for the event. (For ESSIC seminars, this would be the Host, Panelists, and Attendees) Click the 'Send Now...' button to send the notifications.
8. The Event is now scheduled.