Question 1

How long can a virtual event be?

Accepted Answer

Your booking includes one hour of event time. Maximum time limits for events are:

Microsoft Teams Live Event – 4 hours
Webex Webinars – 24 hours
Zoom Webinars – 24 hours

Add extra time to your event when you book with our event team. Additional time is charged in 30-minute blocks.

Question 2

How secure is the webinar platform?

Accepted Answer

Security for your online event is a big consideration for both you and your attendees. All of the platforms we use (Microsoft Teams, Webex Webinars and Zoom Webinars) have built-in security features.

Microsoft Teams is designed using the Microsoft Trustworthy Computing Security Development Lifecycle (SDL). Microsoft says that whilst it’s impossible to design a product to resist all future security threats, as these are not yet known, Microsoft Teams incorporates industry standard security standards at its foundation.

Webex Webinar’s security is built in, not bolted on. Your events will stream on encrypted channels and have up-to-date privacy features. There are also built-in compliance options depending on your location and industry.

Zoom Webinar uses 256-bit Advanced Encryption Standard (AES), with optional end-to-end encryption. There are controls you can choose to increase security along with waiting rooms, screen share watermarks, passcodes, and many others.

Question 3

How do my attendees join the virtual event?

Accepted Answer

Attendees can join by computer audio. With Webex Webinars or Zoom Webinars, they can also dial-in by phone.

Question 4

How large can my event audience be?

Accepted Answer

The maximum number of attendees permitted per platform are:

Microsoft Teams Live Event - 10,000 attendees
Zoom Webinars - 50,000 attendees
Webex Webinars - 10,000 attendees

The number of attendees will depend on the type of licence you have. If you’re using Webex Webinars provided by BT, you can have up to 1,000 attendees.

Question 5

How many events can I run at the same time?

Accepted Answer

The maximum number of events you can run at the same time are:

Microsoft Teams Live Event – 15 events per tenant
Webex Webinars – one event per licence (whether you're using your own licence or one from us)
Zoom Webinars – one event per licence

Question 6

How many presenters can I have at an event?

Accepted Answer

The maximum number of presenters you can have are:

Microsoft Teams Live Event - 100 presenters
Webex Webinars - 500 presenters
Zoom Webinars – 1,000 presenters

Question 7

Do you need access to my platform account?

Accepted Answer

If you’re using your own licence, we’ll need access to your account to set up and manage your virtual event. If we're providing Webex Webinars, we won’t need access to your account.

Question 8

If I buy an event pack with 10 events but only run five virtual events within 12 months, will I lose my remaining events?

Accepted Answer

Yes, you will. Your discount is based on a commitment to run that number of events within a 12-month period, and any unused events will be charged in full.

If you’re not sure whether to buy an event pack, you can buy as many pay-as-you-go events as you like but you won’t be eligible for discounted pricing.

Question 9

How much notice do I need to give when booking a virtual event?

Accepted Answer

We need at least 48 hours’ notice for an event, but this also depends on the availability of the Virtual Events team and platform licences.

For high profile and/or important events, please give us advanced notice to make sure we have enough planning and rehearsal time before the event.

Question 10

Will a recording of the virtual event be available afterwards?

Accepted Answer

Yes, but only if you request this when you book your event.

Question 11

What if I need to cancel my event?

Accepted Answer

You can cancel your event, but you may incur charges depending on how much notice you give.

More than 48 hours’ notice – no charge.
Between 24 – 48 hours’ notice - 50% of the event fee.
Less than 24 hours’ notice - 100% of the event fee.

Question 12

What happens if I don’t show up for my event?

Accepted Answer

If you don’t show up for your event, you’ll be charged 100% of the event fee.

Question 13

What’s included in the Virtual Events price?

Accepted Answer

Virtual Events with customer-owned or BT-owned licences is priced as a flat fee charge for a one-hour event, with an additional charge for each extra half hour. The flat fee charge includes time for planning, rehearsing, warm-up, producing and any post-call wrap-up.

The Virtual Events price with customer-owned licences does not include the Unified Communication licence charge or audio charges, if applicable. These charges are paid separately by the customer.

However, the Virtual Events price for Webex Webinars with BT owned licence does include the Webex licence fee and audio dial-in charges, based on reasonable use as per our reasonable use policy.

Question 14

How do you keep my platform account secure?

Accepted Answer

We use a password management system to maintain event security. Password management systems generate and keep track of randomised passwords. This prevents reusing passwords across multiple event platforms and services.