When organizing a meeting for a larger group, over 25 -30 people, there are some additional considerations you should think about when scheduling your Webex meeting.

Meeting or Event

You can easily schedule either a Meeting or an Event from your Webex homepage.

In a typical Webex meeting, every attendee will have a space with either their picture or initials, while in a Webex Event only the panelists and the host and cohosts have video capability, the other attendees, while able to see shared material, do not themselves have a video or even the ability to see a list of other attendees.

Entry and Exit Tone

In a Webex Meeting the default entry and exit tone is a beep. It is a best practice to change that to ‘No Tone’ in a larger meeting. If you have chosen to schedule a Webex Event, by default there is no entry and exit tone.

Change the entry tone when scheduling a meeting:

1. Select Show Advanced Options
2. Select Audio Connection Options
3. Click the down arrow next to the ‘Entry and exit tone’ field
4. Choose ‘No Tone’ from the dropdown

Chat

In a large meeting, especially if you choose to use the Q&A feature, you may want to limit who attendees can chat with or you may want to suppress the chat entirely.

By default, in a Webex meeting you can chat with everyone or privately with each attendee.

To limit the chat in a meeting:

1. Choose Schedule meeting
2. Select Show advanced options
3. Select Scheduling options
4. Click on Edit attendee privileges
5. De-select the checkbox in front of the group you do not wish to be able to chat privately. If you de-select all the boxes, only public chat will be available.

To take away chat entirely in a meeting or event:

1. From the scheduling page choose Show advanced options
2. Scheduling options
3. Edit event/meeting options
4. De-select the ‘Chat’ box