FAQ content

Events: How to create online and hybrid (in-person and online) events

In this article

What are online events?

When you have online events that you want to set up in LibCal, you can choose from two Online Location options for them: Online Event via Zoom / Microsoft Teams / Cisco Webex or Online Event via Facebook Live (or other). Selecting one of the online options for your event's location will allow you to share the event URL with your patrons more effectively, and securely, than re-configuring a standard calendar location to act as an online location.

Things to know about online event locations:

  • To use the Online Event via Zoom option, the Zoom virtual meeting integration has to be enabled for your site. Learn how to enable the Zoom virtual meeting integration in your LibCal system.
    • This option can only be used with events where registration is required.
    • Each event using this option will have a Zoom meeting created automatically after creating the event in LibCal.
    • Attendees will receive the URL for the Zoom meeting in their confirmation email.
  • To use the Online Event via Microsoft Teams option, the Microsoft Teams virtual meeting integration has to be enabled for your site. Learn how to add the Microsoft Teams integration to your LibCal system.
    • This option can only be used with events where registration is required.
    • Each event using this option will have a Microsoft Teams meeting created automatically after creating the event in LibCal.
    • Attendees will receive the URL for the meeting in their confirmation email.
  • To use the Online Event via Cisco Webex option, the Cisco Webex virtual meeting integration has to be enabled for your site. Learn how to add the Cisco Webex integration to your LibCal system.
    • This option can only be used with events where registration is required.
    • Each event using this option will have a Cisco Webex meeting created automatically after creating the event in LibCal.
    • Attendees will receive the URL for the meeting in their confirmation email.
  • Please note: the Zoom, Microsoft Teams, Cisco Webex integrations cannot be enabled at the same time. If Zoom is enabled, Microsoft Teams and Cisco Webex will be disabled (and vice versa).
  • The Online Event via Facebook Live (or other) option can be used for both events that require registration and those that do not.
    • When registration is required, attendees will receive the URL for the event in their confirmation email along with the password/PIN to access the event (if there is one).
    • When registration is not required, the URL for the event will be displayed on the public event page.
    • You can use Facebook or any platform that lets you hold an online group event.
  • Online events can be added to the same calendars as your onsite/in-person events. 
    • Any online events will include an Online label on the public calendar pages.
    • There is an Onsite and Online filter on the public calendar to allow patrons to narrow the events on the calendar to online-only, onsite-only or both online & onsite events.

Create an online event

The process for creating an online/virtual event is essentially the same as it is for an onsite/in-person event. You can follow the instructions to create a new single, repeating, or series linked event from scratch for the majority of the event setup. The only difference comes when selecting the Event Location

Using Zoom

  1. In the Event Location section, for the Online Location option, select Online Event via Zoom.
    • Your event must have registration set to required to select this option.
  2. From the Meeting Organizer dropdown, select your name from the dropdown (or the person who will be hosting the meeting, if you're setting this up for someone else.
  3. ​If you would like to require attendees to enter a password before joining, enter it in the Join Password.
    • This is not your Zoom user account password.
    • If a password is required by your Zoom account settings, a message indicating that requirement will be displayed.
    • Passwords can be up to 10 characters long and only contain upper or lowercase letters, numbers, and the following symbols: @ ('at' symbol), - (hyphen), _ (underscore), and * (asterisk).
    • The password will be provided to attendees in their registration confirmation email. 
  4. Select the appropriate meeting type for your event.
    • Meeting: Fully interactive and allows all participants to see, speak, hear & screen-share with each other.
    • Webinar: View-only where attendees cannot see each other & Host cannot see attendees. Free Zoom accounts cannot create webinars.
selecting the 'online event via zoom' option

Using Microsoft Teams​

  1. In the Event Location section, for the Online Location option, select Online Event via Microsoft Teams.
  2. From the Meeting Organizer dropdown, select your name from the dropdown (or the person who will be hosting the meeting, if you're setting this up for someone else).
    • ​Your event must have registration set to required to select this option.
selecting the 'online event via microsoft teams' option

Using Cisco Webex​

  1. In the Event Location section, for the Online Location option, select Online Event via Cisco Webex.
  2. From the Meeting Organizer dropdown, select your name from the dropdown (or the person who will be hosting the meeting, if you're setting this up for someone else).
    • ​Your event must have registration set to required to select this option.
selecting the 'online event via cisco webex' option

Using Facebook Live or other platforms

  1. In the Event Location section, for the Online Location option, select Online Event via Facebook Live (or other). 
  2. Enter the Event URL that will be used to host the event.
  3. Enter the Password/PIN (if one is required).
    • Events that do not require registration will display the Event URL on the public event page.
    • Events that require registration will not display the Event URL on the public page -- it will be sent in the confirmation email.
    • When a Password/PIN is added, the event must have registration set to required. 
selecting the 'online event via facebook live (or other)' option

What are hybrid events?

When you have an event that allows for patrons to attend in-person and online, you can set both an In-Person Location/Space and an Online Location where that event will be held. Hybrid events allow you to set separate registration and waitlist caps for the Online and In-Person portions of the event. Event attendees will select whether they plan on attending the event in-person or online when registering. Attendees will then receive custom instructions based on their registration type, so online attendees will receive login instructions, while in-person attendees will receive directions.

Events that do not require registration can also be configured as hybrid events -- providing your patrons with details for how to access the event online and the physical location of the event.


Create a hybrid event

The process for creating a hybrid event is essentially the same as it is for an event being hosted only in-person or only online. You can follow the instructions to create a new single, repeating, or series linked event from scratch for the majority of the event setup. The only differences come when selecting the Event Location and setting the maximum number of registrations (for events that require registration). 

  1. In the Event Location section, select one or more onsite/in-person locations where the event will take place from the In-Person Location/Space field. You can choose from:
    • Any location added to your Campus & Location Settings.
    • Any space from your Spaces Module. When you create your event, this will create a booking for that room that is linked to the event. If the event is modified, the booking will be automatically updated accordingly.
    • Whichever you select, LibCal will check and make sure that the chosen location or room is available. A status message will appear letting you know, that way you don't accidentally create a double booking!
    • If enabled in your calendar settings, you can choose multiple locations or rooms for each event. This is especially helpful if you are using both halves of a divided room.
  2. For the Online Location, select to host the online portion of the event from the Online Event via Zoom/Teams/WebEx or Online Event via Facebook Live (or other) options.
    • Follow the same instructions as outlined above for your online event hosting provider.
  3. In the Event Registration section, set the Maximum In-Person Registrations and Maximum Online Registrations.
    • Reminder: when selecting to host the online event on Zoom, Teams, or WebEx you will be required to enable registration for the event.
    • If the waitlist is enabled for the event, there will be two separate waitlists -- one for in-person and one for online registrations.
  4. Complete the rest of the event's setup and click the Submit: Add New Event button.
creating a hybrid event

Launch an online event

  1. Click on the event you want to launch on your calendar. This will launch the Event Details window.
Example of clicking on an event to launch
  1. On the Event Details window, click the appropriate URL to launch the event in the URLs to Join Event field.
    • When the event is using the Online Event via Zoom option, the link for the host to launch the meeting will also be listed.
    • When the event is using Online Event via Facebook Live (or other) option and a Password/PIN was set that will also be listed.
Example of the Event details window highlighting the Join URLs

Note: the URLs to Join Event are also displayed on the Overview tab when managing an event -- from the Manage Event button on the Event Details window.