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KAUST Events

KAUST Events is a digital event platform used to plan, manage, and host in-person, virtual, and hybrid events. It is powered by Webex Events and can support registration, agendas, speaker listings, branding, and attendee-facing event experiences.

It is best suited for organized events that need more than a simple meeting invite and where attendees need a structured event experience.

When should you use KAUST Events?

Use KAUST Events when you need to manage an event in a more structured and attendee-friendly way.

Good uses for KAUST Events

  • Conferences
  • Forums
  • Workshops
  • Internal programs
  • Virtual or hybrid events
  • Events that need registration, agendas, speaker details, branding, or a structured attendee experience

Do not use KAUST Events when

  • A simple calendar invite is enough
  • You only need a basic form rather than a full event experience
  • The activity does not need registration, speaker information, attendee communication, or event structure

Before you begin

Before using KAUST Events, a Webex Events Team must be created for your department or program. This gives designated team members access to manage events and assign available credits.

If you are not sure whether your team is already set up, contact the IT Service Desk before trying to create an event.

If you need help with access, you can:

  • Call 012-808-0910 or dial 910 from KAUST phones
  • Use VITA on the KAUST IT website
  • Submit a request through the IT Service Desk portal
  • Visit the IT Service Desk in Building 14, Level 2

How to access KAUST Events

  1. Go to platform.socio.events/login
  2. Enter your KAUST email address
  3. Sign in using your KAUST Single Sign-On credentials

Planning checklist before creating an event

Before creating your event, confirm the following details.

  • The event name
  • The event type
  • Whether the event is in-person, virtual, or hybrid
  • The event start and end dates and times
  • The expected attendance
  • The managing team
  • A monitored contact email
  • Whether you need registration, speaker information, agenda items, or branding

Creating an event step by step

  1. From your dashboard, select Create Event
  2. On the Basics page, enter:
    • Event Name, the name attendees will recognize
    • Event Type, such as conference, forum, or workshop
    • Expected Attendance, to help with planning and scale
    • Managing Team, the group responsible for the event
    • Contact Email, an email that will actually be monitored
  3. Select Save & Continue

Setting event details and appearance

Event details

  1. On the Details page, select the event format: In-Person, Virtual, or Hybrid
  2. Add the location if applicable
  3. Set the start and end dates and times
  4. Select Save & Continue

Appearance

  1. On the Appearance page, choose a theme color
  2. Enable dark mode if preferred
  3. Upload the event logo
  4. Select Create Event to move to the Event Overview page

What to set up next

After creating the event, review what else needs to be configured based on the type of event you are running.

  • Registration
  • Agenda
  • Speaker listings
  • Branding
  • Attendee-facing event experience or app
  • Testing the event before launch

Before you publish your event

Before sharing the event with attendees or publishing registration details, confirm the following:

  • The title and dates are correct
  • The contact email is monitored
  • The location or event format is clear
  • The branding and logo are correct
  • The attendee-facing details are accurate
  • Any registration flow has been tested

Best practices

Do

  • Use a clear and attendee-friendly event name
  • Estimate attendance as realistically as possible
  • Use a monitored contact email
  • Review all event details before publishing
  • Assign clear ownership for updates and maintenance
  • Test the event experience before launch

Avoid

  • Creating an event before confirming your team setup
  • Using an unmonitored contact email
  • Publishing without checking dates and times
  • Skipping attendee experience testing
  • Leaving event ownership unclear

Learning more and getting support

Need support?

  • Call 012-808-0910 or dial 910 from KAUST phones
  • Use VITA on the KAUST IT website
  • Submit a request through the IT Service Desk portal
  • Visit the IT Service Desk in Building 14, Level 2